TO: Deans, Directors and Department Chairs, University Business Managers, MOU Financial Leads
FROM: Dwayne Pinkney, Senior Associate Vice Chancellor for Finance and Operations and Chief Financial Officer
DATE: May 3, 2018
SUBJECT: DDD: Fiscal Year-end Closing Dates and Procedures – 2018
The purpose of this memorandum is to provide information concerning the year-end procedures and the dates that documentation must be received for payment in the fiscal year ending on June 30, 2018. It is important that these deadlines be met to ensure use of your 2017-2018 budgets rather than your 2018-2019 budgets.
Please note, Monday, July 2, is the first business day of the new fiscal year, and Wednesday, July 4, is a University holiday. It is imperative that you ensure sufficient staff are available to respond to questions and make adjustments as required related to the close.
Processing Dates
Procurement Services Dates
| May 21 | Last day to complete Central Airfare Billing System (CABS) ticket transactions for inclusion in fiscal year 2017-2018 (travel agent must purchase ticket by May 21). |
| May 31 | Last day for submitting requests for new or updated Independent Contractor agreements for payments due by June 30. |
| June 13 | P-Card transactions that are invoiced by the vendor by this date will be included in current fiscal year P-card charges. |
| June 13 | Last day for delivery of e-commerce purchases to be billed in fiscal year 2017-2018. |
| June 13 | Last day for purchases from University storerooms to be billed in fiscal year 2017-2018. |
| June 13 | Last day to submit refund requests for OSR projects. |
| June 15 | Last day for campus vouchers to be approved by departments in order to be processed by Accounts Payable (formerly Disbursement Services) and paid in fiscal year 2017-2018. Campus vouchers not yet approved by the department in voucher workflow or with budget errors or chartfield errors will be deleted at 5 p.m. You can still enter campus vouchers after June 15, but they will be held and processed after July 1. Last day for requisitions to be approved by departments in order to be sourced to the vendor in fiscal year 2017-2018. Requisitions not yet approved by the department in requisition workflow or with budget errors or chartfield errors will be deleted at 5 p.m. You can still enter requisitions after June 15, but they will be processed under fiscal year 2018-2019. Last day for independent contractor and travel reimbursement payments to be approved by departments, including appropriate documentation to Accounts Payable (formerly Disbursement Services), to ensure payment in fiscal year 2017-2018. Last day to submit invoices on purchase orders (valid budget and no match exceptions) to Accounts Payable (formerly Disbursement Services) to ensure payment in fiscal year 2017-2018, and last day to complete online receiving to ensure payment in fiscal year 2017-2018. Last day for ePro vendor catalog invoices from Airgas, Agilent, Apple, Applied Industrial, BioRad, CDW-G, Dell, Fastenal, Fisher Scientific, Grainger, Graybar, Life Technologies, Mayer Electric, MSC, Perkins Elmer, Roche, Sigma Aldrich, Staples, Genesee, Qiagen, Storr, Lenovo, Cardinal, Software Acquisitions and VWR to be billed in fiscal year 2017-2018. Please plan ahead for purchases that will be needed during June. If the vendor does not send the invoice by that date, it will be paid from 2018-2019 budgets. There is no suspension in purchasing or service for e-Procurement. |
| June 20 | Last day to review/update the chartfield strings on charges in Customer Billing Management (CBM). |
| June 29 5 p.m. | Purchase orders will be rolled into the new fiscal year. Requisition and purchase orders will not be available until Monday, July 2, due to the weekend and rollover. Please do not attempt to access requisitions and purchase orders between 5 p.m., June 29 – 8 a.m., July 2. |
Accounting Services Dates
| May 24 | Last day for Facilities to submit Capital Improvements (CI) COPS (Certificate of Participation) vouchers and purchase orders for payment. Final pay cycle as per Office of State Controller/Office of State Budget Management schedule will be June 7. |
| May 31 | Last day for Facilities to submit valid journal entries for CI funds. |
| June 6 | Last day for Facilities to submit CI Non- COPS (Certificate of Participation) vouchers and purchase orders for payment. Final pay cycle will be June 12. |
| June 15 | Last day to submit departmentally-approved budget journals (valid budget with no exceptions) for fiscal year 2017-2018 for all Trust Accounts including those with Contractual Agreements (Contract Trusts), Recharge Centers and Internal Service Funds.
Last date to submit requests for new Source Create and new General Ledger (GL) Accounts to be established before June 30. |
| June 22 | Last day to submit online cash advance settlement journal entries (OSR and Trust Funds). Last date to submit transfers or disbursements to other state agencies that are processed through NC Cash Management Control System (CMCS) / NC Department of State Treasurer, such as Dual Employment, HCS payments, and UTS payments. Last date to submit approved (pre-audited) outgoing foreign wire transfer in foreign currency instructions for payment processing in fiscal year 2017-2018. Last day to submit General Imprest requests for disbursement check reimbursements. Last day to submit departmentally-approved valid journal entries (departmental, foundations, central offices as appropriate) for all funds. Last date to submit DCB (Journal Imports) batches for all funds. |
| July 2 | State Fund combo edit rule will be in effect. Journals entered on State funds with a FY 2018 date will receive a system-generated error if entered beyond June 30. |
| July 2 | First business day of July. Please ensure sufficient staff are available to respond to questions and make any adjustments required related to the year close. |
Commitment Accounting Dates
| June 21 5 p.m. | All PAAT (Payroll Accounting Adjustment Tool) transactions for non-June payroll must be fully approved through department workflow. |
| June 26 Noon | All PAAT (Payroll Accounting Adjustment Tool) transactions for June payroll must be fully approved through department workflow. |
| June 29 5 p.m. | All funding source changes must be submitted and fully approved to be included in rollover to fiscal year 2018-2019. Unapproved funding source changes will not get rolled and will need to be re-entered in fiscal year 2018-2019. |
Budget Planning & Analysis Dates
| May 18 | Last day to submit budget journals for State Receipt Budget changes to Budget Planning and Analysis (BP&A). This is to allow OSBM ample time to approve by fiscal year end. |
| June 29 | Last day to submit budget transfers for State Funds that require central office approval. Please be aware some State budget transactions do not route to central office for approval and posting; it will be up to you to monitor and see that those are approved and posted. (See “pending” at the Approval Header Status.) |
| June 30 | Last day to post departmental-only routing budget transfers for State and F&A funds that do not require BP&A approval and posting. Please correct any errors for transactions you need posted. F&A budget transactions do not route to Central Office for approval and posting; it will be up to you to monitor and see that transactions have been approved and posted. |
| July 2 | Deletion process will begin for June-dated budget transfers/journals not posted. June budget transactions in the BP&A worklist that do not require prior OSBM approval will be posted before the delete process. |
Departmental Deposit Dates
Office of University Cashier Deposits Dates
| June 29 Noon | Cash and check deposits must be received by Noon. All deposits for credit card payments settled on June 28, 2018, and prior should be submitted via the Departmental Deposit System in ConnectCarolina by Noon. NOTE: Cash/check deposits submitted with errors cannot be processed until corrected. If the corrections are not processed in time, they will not be included in June 2018. |
| July 2 10 a.m. | All deposits for credit card payments settled on June 29, 2018, must be submitted via the Departmental Deposits System in ConnectCarolina. June 30 credit card payments will be recorded in July 2018. |
Office of Sponsored Research Deposits Dates
| June 29 Noon | All OSR deposits must be completed and submitted via the Departmental Deposits system in ConnectCarolina. Cash and Check deposits must be delivered to the Cashier’s Office by 2 p.m. |
Development Office Deposits Dates
| June 29 Noon | Cash, check and credit card gifts must be received in University Development by Noon to be processed and deposited for the fiscal year. |
Payroll Dates
Note that payroll dates refer to the lockout dates. Departments should allow for sufficient time for approval routing for personnel actions.
| May 18 | Lockout for Biweekly B23 payroll paid May 25 |
| May 22 | Lockout for May monthly payroll paid May 31 |
| June 1 | Lockout for Biweekly B24 payroll paid June 8 |
| June 13 11 a.m. | Lockout for Summer Session I payroll paid June 21 |
| June 14 | Lockout for Biweekly B25 payroll paid June 22 |
| June 19 | Lockout for June Monthly payroll paid June 29 |
| June 28 | Lockout for Biweekly B26 payroll paid July 6 |
| July 13 | Lockout for Biweekly B01 payroll paid July 20 |
| July 18 11 a.m. | Lockout for Summer Session II payroll paid July 31 |
| July 23 | Lockout for July Monthly payroll paid July 31 |
| July 27 | Lockout for Biweekly B02 payroll paid August 3 |
Other Considerations
Purchasing Considerations
All purchases in excess of $5,000 require competition. Any requirement for purchases in excess of $5,000 should be identified and subsequently approved prior to or no later than May 15 to ensure arrival prior to June 30 enabling payment by the end of the fiscal year. Regular purchase orders may be canceled by creating a new requisition asking for a change. Purchase orders that are not canceled or used will be carried forward to the new fiscal year and will obligate 2018-2019 budgets.
Carolina Computing Initiative (CCI) orders are custom, so no specific date can be provided. We urge the placement of these orders as soon as possible.
Accounts Payable (formerly Disbursement Services) Considerations
If the receiving has not been entered into the system, payment cannot be made and the purchase order will be charged against 2018-2019 budgets. Likewise, if the original vendor invoice is not received, payment cannot be made and the purchase order will be charged against 2018-2019 budgets. Incomplete documentation may delay your payment request; be certain that the item is fully documented before submitting it for processing. Payment cannot be made before the receipt of goods or services so do not indicate receipt of materials not received in order to use available funds or for any other reason. Accounts Payable will make every effort to pay all items received by the stated deadline with valid budget and no match exceptions.
Accounting Considerations
Cash deficits in institutional trust and special fund accounts must be funded by June 22 through collection of receivables, transfers from other funds or other appropriate methods. Cash deficits may not be carried forward to the new fiscal year without approval of the University Controller. If funds from University-related foundations on deposit in other accounts will be used to fund expenditures for fiscal 2017-2018, the funds transfer request should be submitted by June 15. If you anticipate a request to carry forward a deficit, please notify the University Controller as soon as possible, but in no event later than June 22, 2018.
State Budgeting Considerations
Sufficient budget balances or cash balances must be available to cover all disbursements from University accounts. The State does not allow deficits in any expenditure account. You should review your available budget balances on your monthly reports so all disbursements can be properly funded. Because every effort is being made by Accounts Payable (formerly Disbursement Services) to pay all payables by year end, the ending state balance in ConnectCarolina should be on, or close to, a cash basis. Thus a unit’s ending balance in ConnectCarolina will be the appropriate number for carry forward, and any exceptions for items not paid will be reviewed by central offices for appropriate disposition. Units are reminded that carry forward is subject to approval by OSBM.
Cashiering Considerations
To comply with G.S. 147-77 and University policies, all departmental receipts must be deposited daily. Do not hold deposits for the new fiscal year. Delaying the deposit of University funds is a violation of State statutes. The daily deposit for electronic credit card receipts for 2017-2018 should be provided to the University Cashier no later than noon on June 29 via the Online Departmental Deposit System. If the person assigned with this responsibility is not at work on June 29, then the department is required to take appropriate measures to get the deposit entered by noon.
Payroll Considerations
The last biweekly payroll posted in the current year will be for the period ending June 10 (paid on June 22). The June monthly payroll will be paid and posted on June 29. Specific deadlines for the Summer Session payrolls have been established. (See year-end deadlines.) The Summer Session payroll dates are May 16 to June 21 for Session I and June 25 to July 31 for Session II.
Every effort will be made to effectively and efficiently use the University’s resources. Your assistance in processing documents, monitoring your budgets and purchase orders, and adhering to deadlines is very important. As in past years, all fiscal year-end information will be posted on the 2018 Fiscal Year End webpage. Thank you for your cooperation.