It’s that time of year again – time to prepare for the annual closing of the fiscal year.
Please pay close attention to the departmental fiscal deadlines listed below in red. It is important that these deadlines are followed in order to allow staff adequate time to prepare for the university wide year-end closing process. Please share with your faculty/staff/residents/students.
Flex dollars (professional funds) DO NOT carry forward. Faculty flex allotments start over on July 1. If you need to know what your current flex balance is, please let me know
PAYROLL DISTRIBUTIONS: If you need to make any changes to the funding sources for your payroll (or for your staff) for this fiscal year (16/17) please make sure to submit these changes to me by 6/14/2017. The last payroll retro distribution run is on 6/22/17, any changes made after this date will post against FY18. Now is the time to make sure that you are accurately distributed to all research grants/projects for which you have effort. If you have questions about this, please let me know.
TRAVEL/EXPENSE REIMBURSEMENTS: 6/14/2017 – Deadline for submitting a travel or expense reimbursement request to departmental staff in order to ensure payment from current fiscal year funds. This is especially important if using your flex allotment or other unrestricted funding source that does not carry forward. The travel/expense module will close down at the end of business on 6/21/2017 and will not re-open until 7/5/17. If your travel and/or expense reimbursement request is submitted to fiscal staff after the 6/14/17 deadline, there is no guarantee that it will be processed before the system closes down on 6/21/17, meaning you will have to wait until the system reopens on July 5th before your reimbursement can even be started. All reimbursements/expense reports must be approved in the system by 6/21/2017 in order to ensure payment from current FY funds.
*For unrestricted funding sources only: Please note that setting up a travel authorization for a travel ending during the time that the system is closed will not hold or carryforward your FY17 flex funds, neither will requesting a cash advance. The expense has to have occurred and be posted against financial ledgers before the system closes in order to pay from FY17 funds. If you want to use your FY17 flex funds for a travel that occurs at the end of June 2016, please let us pre-pay the expenses (hotel, airfare, registration, etc.) on your behalf in order to ensure that it comes out of FY17 funds. If you choose to go this route, please see the pcard deadline information below.
PURCHASING & DISBURSEMENT DEADLINES:
Tomorrow – Thursday 5/4/2017 – Deadline for submitting purchase requests to fiscal staff for orders above $75,000 that require competitive bidding. Orders above $75,000 on appropriated funds that require competitive bidding should be submitted by this date to ensure that FY17 funds are encumbered. A sealed bid/solicitation requires at least 30-45 days to specify, advertise, open, evaluate, award and post, before a purchase order can be issued.
Monday 6/19/2017 – Deadline for submitting purchase order (PO) requisitions (under 75k threshold) which are intended to be encumbered against and paid from current FY funds. Please have all PO requests submitted to fiscal staff by 6/19/2017 in order to allow sufficient time for the requisition process. This includes myUFmarket carts/requisitions. All PO requisitions must be entered into the system by close of business 6/21/17 in order to be encumbered against current fiscal year funds. This is especially important if using your flex allotment or other unrestricted funding source that does not carry forward from year to year. Anything processed after this date will post to FY18.
Friday 6/16/2017 –Deadline for submitting invoices to staff for payment to ensure approval and payment from current FY funds.
Thursday 6/1/2017 – Deadline for submitting PCard purchase requests to staff, again very important if using your flex allotment or other unrestricted funding source that does not carry forward. Due to timing issues with vendors submitting credit card transactions to their bank, there is no way to determine the exact date the transaction will be uploaded for approval into the myUFL PCard module. A purchase could be made on 6/13/2017, but not show up in the system until as much as 10 days later – 6/23/17 – meaning there is no guarantee that the charge will show up for approval before the system shuts us out on 6/21/17 so please plan purchases accordingly – the sooner the better. All pcard charges must be approved by close of business on 6/21/2017 in order to ensure payment from current FY funds. Any pcard charge approved after this date will be posted against FY18 funds.
All UF Financial systems will close at the end of business on 6/21/2017 and will not re-open until 7/05/2017.
If you have any questions please contact Robin Smith at firstname.lastname@example.org or via phone at (352) 273-5548