Fiscal Year End Controller’s Office Leanne Marden May 19, 2015

F&A Advisory Meeting - May 19, 2015 Closing Dates for Fiscal Year 2015 University-wide Master Calendar All campuses (A, B, D, L, W + S) All system modules (GL, A/P, EX, AM, BuyWays, Grants, Payroll, SF, etc.) UMass Boston Year-end Activities Admin. Offices (Controller’s, Purchasing, OBFP, HR, ORSP…) Review Last Date for Action Items Leanne Marden, Controller’s Office UMass Boston Departments

 The dates listed below apply to campus-based state and non-state funds; they do NOT apply to grants and contracts that continue beyond June 30,  The dates apply to financial business for FY 2015 (goods or services provided by 6/30/2015).  The dates do NOT apply to FY 2016 financial business (goods or services provided on or after 7/1/2015).  Future communications will inform departments of processes & timelines for FY 2016 business. Closing Dates for Fiscal Year 2015 Leanne Marden, Controller’s OfficeF&A Advisory Meeting - May 19, 2015

Closing Dates for Fiscal Year 2015 Leanne Marden, Controller’s Office TRANSACTION TYPE & DEADLINE DETAILS F&A Advisory Meeting - May 19, 2015 PERSONNEL ACTIONS Friday, May 29 Monday, June 15 - Regular AA employees - PA forms to Budget & Planning (including changes to funding source or department to be effective for FY16). All forms for FY16 must have an effective date of June 1 st to be captured in the Position Management snapshot for FY16 base budget authorization. - Other AA and all CC - PA forms to HR (including additional compensation) TRAVEL Wednesday, June 10 Friday, June 19 - Travel Authorizations, Expense Reports & Supporting Documentation to the Controller’s Office for payment with the Friday, 6/19 paycheck, to process against FY15 budgets. NOTE: Cash Advances will NOT be available for disbursement after Wednesday, 6/10/15. Cash Advance requests will be available again on Monday 7/6/15. - All outstanding cash advances for completed travel must be fully reconciled with expense reports to the Controller’s Office by 3:00 PM On-Line Expense reimbursement entries will be unavailable to departments as of 3:00 PM VENDOR PAYMENTS Friday, June 19 - Vendor invoices for purchase orders and disbursement vouchers to the Controller's Office (for processing against FY15 budgets) JOURNAL ENTRIES/RECHARGES Friday, June 26 - Journal entries/recharges to the Controller's Office

Closing Dates for Fiscal Year 2015 Leanne Marden, Controller’s Office TRANSACTION TYPE & DEADLINE DETAILS F&A Advisory Meeting - May 19, 2015 BUYWAYS Tuesday, June 30 Wednesday, July 1 - Requisitions in an approved status with a valid budget prior to 12:00 Noon will be sourced to a purchase order and issued to the vendor. You may continue to enter requisitions on BuyWays but your purchase order will not be exported to PeopleSoft for encumbering until Wednesday July 1 st against FY16 budgets. - All purchase orders with an open balance (not paid) will be dis-encumbered from FY15 budgets and re-encumbered against FY16 base budgets. PROCARD Monday, June 22 Wednesday, July 1 Friday, July 10 All charges should be reallocated and/or ‘approved’ as soon as they post in the Procurement Card Center to allow for timely processing. - We recommend you complete your FY15 ProCard purchases prior to June 22 nd to allow time for most suppliers to submit their charges to CitiBank. - Final bank feed [from Citibank] for FY15 transactions. Transactions not posted to Citibank by June 30 th, will be FY16 transactions. - FY15 On-line ProCard reallocations (available transactions in the Procurement Card Center only) FY15 CLOSING Friday, July 17- Final FY 2015 Closing of the Financial System JUNE MONTH-END REPORTS Monday, July 20 - Final FY 2015 (June) Month-End reports available in PS-Finance