Fiscal Year End 2013 Revised

Closing Procedures UKANS Procurement Website in procedures section policies policies KURES RGS Website in forms/policies section

Deadlines FY 2013 Deadlines Business UnitDateTimeSubject MatterTopic UKANSMay 2412:00 p.m.RFP for any dollar amountPurchasing UKANS & KURES June 712:00 p.m. FY 2013 payroll adjustments and retroactive funding adjustments Payroll UKANSJune 75:00 p.m. All budget transfers that must be processed by the Budget Office for FY 2013 Budget Office UKANSJune 145:00 p.m. Internal budget transfers processed by depts. Budget Office UKANSJune 14 June cycle date for P-card transactions. P-card Dates in red are revised

Deadlines FY 2013 Deadlines Business UnitDateTimeSubject MatterTopic UKANS & KURES June 1912:00 p.m. No additional KUPPS transactions can be submitted into workflow. Transactions already in workflow can be moved through. Purchasing & Payments UKANSJune 1912:00 p.m. Cancellation of warrants, accounting changes or journal entries (org., fund, etc.) Payments UKANSJune 195:00 p.m. Dept. deposits due in drop-box in either Strong Hall or Carruth O’Leary. Deposits are still accepted after this, but will be FY Deposits Dates in red are revised

Deadlines FY 2013 Deadlines Business UnitDateTimeSubject MatterTopic UKANSJune 1912:00 p.m. All AP transactions must be approved by the department and received by UKANS for processing. This includes check requisitions, SOV, travel, and all payment types. Travel expense reports must be approved by the department. Any expense report received after the deadline will not be approved centrally until FY 2014 processing begins in July. Payments Dates in red are revised

Deadlines Dates in red are revised

Deadlines

KUPPS June 19 12:00 p.m. Entry access stopped No orders placed into workflow Emergency Order direct Use P-card

Travel Expense reports No provision for central entry as in past years Not locked out of system Dept. approved before deadline Otherwise will wait until FY 2014 activity begins in July Travel authorizations Depts. may enter and approve throughout year- end processing

Procurement Card Regardless of when purchased, if on June statement will be FY 2013 July statement will be FY 2014 All P-card transactions must be reconciled and approved by the dept. by June 19. Pending and approved transactions viewed at

Purchase Orders Generated automatically by KUPPS Reflected as a commitment in DEMIS Reporting Balances—Use query DEPT_PO_BALANCE_BY_DEPT Activity—PO activity report in DEMIS

Carry Forward Balances Based on “cash” basis Internal carry forward processes not changing Questions regarding carry forward of specific funds Contact unit’s Dean’s Office or Vice Provost Office

Reminders Meet deadlines Combined UKANS and KURES list on May 3 Hawkfin and dddc-l distribution No transactions entered after deadlines System access will be restricted based on transaction types Notices will be sent via Hawkfin when FY 2014 entries can begin in early July

Contact information UKANS Contact Information TopicNameTelephone Budget OfficeMary Ann PayablesAimee Garcia Mike Lewis Payments  P-card  Vouchers  Check Requests  SOV  Travel Your Payables Contact: Patti Anderson Linda Bruce Mindy Dusil Nancy Jost Angela Lenahan Chris Kramps Lily Yu Rechelle Wustefeld Purchasing Services  Purchasing Requests  Purchasing Requisitions  Other Carla Swoyer Ephrom Marks Rick Beattie FACC  Accounting Changes  Cash Transactions John Mulvihill Wendy Reese Peggy Nichols PayrollPayroll Other MattersKaren Banning Katrina Yoakum Barry Swanson Richard McKinney

Contact information KURES Contact Information TopicNameTelephone Budget Debbie Deposits Annie Rajaei Karen Schaller Purchasing Services  Purchasing Requests  PO Vouchers  P-card Linda Kerr Kathy Jansen Accounting Services  Vouchers  Travel  Payments John Luther Brenda Barski Lisa LaBlanc-Willis Kim Ray Teresa Reiter Karen Schaller Jenni Stinnett Post-Award ServicesMichelle Ginavan Payroll Connie Other Matters Linda Sadler John Luther