FISCAL YEAR END DEADLINES 2019 Barb Shafer – Business Services Rebecca Emter– Financial Services These Dates are subject to change! Watch for changes on emails or handouts closer to FYE.

Cash Balances All funds must have positive cash balances by June 5, 2019. To verify your fund balance, go to FGITBSR in Banner and put in your fund. **Please note that you do not need to check fund balances on general operating funds (funds beginning with 61xxxx). Please contact Rebecca Emter at x1682 if you have any questions or need additional information.

Expenditure/Revenue/Payroll Corrections: All requests for journal corrections to be made for FY19 should be received in Financial Services office on or before 5:00 PM July 5, 2019. The Finance Expenditure Correction form can be found Online at: http://www.msubillings.edu/FinancialServices/forms/ExpenditureCorrectionRequest.pdf Please contact Rebecca Emter at x1682 if you have any questions or need additional information. All ETF’s for payroll corrections for FY19 should be submitted to Financial Services/Payroll by July 5, 2019.

Facility Services Work Orders May 1st, 2019 Deadline for all departments to request non-emergency Facility Services work orders for FY19.

Purchasing Cards The last day to use the University Credit Card is June 10th. No purchases can be made with the University Credit Card after June 10th, with exception to Business Travel Expenses. Accounting techs please advise your card holders and staff/department of this cut-off date.

Change Fund Reconciliation Any Department with approved change funds. Reconciliation of those funds is required by June 28th. If you do not have an approved change fund make sure any campus money is deposited by 11AM on June 28th.

Cash Deposit/Refunds All cash deposits must be receipted in the Business Services, Cashier window by 11 am, Friday June 28th. If deposit is not in by Noon June 30th, Contact Business Services as son as possible.

Invoices/BPA’s/Travel Reimbursements Vendors: All invoices with BPAs (Banner Payment Authorizations) must be received by Business Services, Accounts Payable, by Noon, July 5th. Please process invoices as soon as possible before June 28th; this will greatly reduce “last day” workloads and the number of accruals. Please anticipate your needs early and order accordingly; acquire items only in a reasonable quantity that will be consumed in the current fiscal year.

Accruals Accruals are processed for expenditures to outside sources for which the goods or services were ordered in FY19 but have either not been received or have not been paid. There are two Types of Accruals. A Accrual B Accrual Accruals are for purchases made within the timeframe and deadlines specified. It is especially important that you answer the question “Were goods or services received on or before June 30th?” If your answer to this question is “no”, you have an “A” accrual. The goods and services were received ‘A’fter June 30th. “A” accruals will only be recorded for expenditures using General Operating funds, as they are needed only for state budget purposes. “A” accruals will only be processed for purchases greater than $1,000. If your answer to this question is “yes”, you have a “B” accrual, the goods and services were received ‘B’efore June 30th.

Accruals Continued…. If an invoice is not received by June 30th, please use the following guidelines for all departments, regardless of funding source: Purchases valued at less than $1000 will not be accrued. Business Services will automatically review the PO’s and DPO’s on file and research if any need to be accrued. Submit and/or contact Business Services about any outstanding order(s) or payments. Any items received prior to July 1st will be paid if we have an invoice. You must contact Business Services to review any open orders as of June 30th.

Purchase Order/DPO Schedule The following Purchase Order (PO)/DPO cutoff dates have been coordinated with the State Procurement Bureau to synchronize with the processing times and deadlines set by the State of Montana. If you need to make purchase before the end of Fiscal Year 2019 Please Note: All dollar amounts shown represent Total Contract Value (TCV), which includes the value of any potential renewals.   Other than controlled commodities, MSU-Billings Purchasing has the authority to process Requisitions with a total contract value (including renewals and options) up to $150,000.  If the TCV of the PR/DPO exceeds $150,000, we will send a Requisition to the MSU Bozeman Procurement Services for processing.     PURCHASES FOR CURRENT FISCAL YEAR, FY 2019 Purchases exceeding $150,000 will need to go through MSU Bozeman, as MSU Billings cannot spend over this amount within its delegated authority. If you have something of this magnitude on the horizon, please contact Business Services immediately. Other Purchases (valued under $150,000) need to be turned in to Purchasing according to the following timetable to ensure adequate time for bids to be awarded: Procurements that require Competitive Bidding: IFB - Tuesday, April 23rd, RFP – Tuesday, March 19th Procurements that do not require a competitive process (Sole Source, procurement exempt, etc.): Friday, May 31st Use of competitive bids and all other State requirements must be followed even in this time crunch. Please remember that it is important to comply with the dates established above as the purchasing cycle time may take weeks for competitive bids, including issuance of an Invitation for Bid (IFB), securing bids, getting insurance information and awarding a Purchase Order. For all Purchases over $5000

Future Purchases PURCHASES FOR NEXT FISCAL YEAR FY 2020       PURCHASES FOR NEXT FISCAL YEAR FY 2020 Purchase Order’s/DPO’s involving FY 2020 funds may be sent prior to July 1, 2019; however, the Department must indicate the following on the Purchase Request: NOTE:  THIS IS A JULY FY2019 ORDER.

*** ALL DATES ARE TENATIVE TO CHANGE *** March 19, 2019: Purchases over $5,000 that require Competitive Bidding. RFP March 19th IFB April 23rd May 1, 2019: Facility Services Work Orders, Non-Emergency May 31, 2019: Purchases over $5,000 that do not require Competitive Bidding. June 3, 2019: Technology Equipment Purchases June 5, 2019: Positive Cash Balances June 10, 2019: All Other Purchases, Print Shop Orders with current stock*** June 10, 2019: Copy Room Paper Orders **** June 10, 2019: Credit Card Purchases, with exception to Travel June 28, 2019: Deposits and Receipts and Change Fund Reconciliation July 5, 2019: Vendor Payments for FY 2019, Accruals, Travel Reimbursements, Expenditure/Revenue/Payroll Corrections, Budget Adjustments. *** ALL DATES ARE TENATIVE TO CHANGE *** Again - These Dates are subject to change! Watch for changes on emails or handouts closer to FYE. March 19th, 2019: Purchases over $5,000 that require Competitive Bidding. In order to better serve you, the Purchasing Office needs time to prepare and process the paper work. Procurements that require Competitive Bidding: IFB - Tuesday, April 23rd, RFP – Tuesday, March 19th Procurements that do not require a competitive process (Sole Source, procurement exempt, etc.): Friday, May 31st   May 1st, 2019: Facility Services Work Orders This includes all non-emergency department work orders that must be recharged in Fiscal Year 19. June 3rd, 2019: Technology Equipment Purchases The deadline date for all technology equipment purchases ordered through IT is June 3rd. This includes computer hardware, software, printers, scanners etc. Remember all technology related orders must be approved by MSU Billings IT Department regardless of the dollar amount. All IT requests for quotes must be submitted to IT by May 28th. June 10th, 2019: All other Purchases The deadline date for all other purchases for FY19 is June 10th, no purchases or orders can be made after June 10th. June 10th, 2019: Print Shop Orders The last day to submit a print order that requires additional paper purchases is June 10th. However, orders that use existing inventory will be accepted up to June 18th for FY19. June 10th, 2019: Copy Room Recharges The last day to order laser or copy paper to post for FY19 is June 10th. Inventory & final copy recharges will be charged out through June 28th for FY19. June 10th, 2019: Credit Card Purchases The last day to use the University Credit Card is June 10th. No purchases can be made with the University Credit Card, with exception to Business Travel Expenses. Accounting techs please advise your card holders and staff/department of this cut-off date. June 28th, 2019: Deposits and Receipts The year-end cut-off for deposits and receipts will be at 11AM on June 28th. Deposits must be submitted to the cashier by 11:00 a.m. on that day. Departments with larger deposits should have their deposits to the cashier by 11:00 a.m. on June 27th. All Deposit are required to be made by June 28th, please contact Business Services with questions. June 28th, 2019: Change Fund Reconciliation Any Department with approved change funds. Reconciliation of those funds is required by June 28th. If you do not have an approved change fund make sure any campus money is deposited by June 28th. July 5th, 2019, 12:00 noon: Vendor Payments for FY 2019: Services rendered and/or supplies received on or before June 30th, are required to be paid in FY19. Please submit all completed BPA’s with documentation to the Business Services Offices no later than July 5th. July 5th, 2019: Travel Reimbursements All receipts for reimbursement of travel expenses through June 30th, must be received by Business Services as soon as possible after completion of travel, but NO LATER THAN July 5th. Please submit a completed travel expense voucher with the necessary documentation to Business Services.

Questions Business Services – Jill Brown 657-2151 Financial Services - Rebecca Emter 657-1682 Budget Office 657-1680