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Announcement
Central Procurement Services
TO: University Administrators
FROM: John R. Kroll, Comptroller
SUBJECT: 2008-09 Year End Accounting Closing Dates
DATE: May 22, 2009

I. NON-PAYROLL ACCOUNTING TRANSACTIONS

A. AUXILIARIES AND RECHARGE OPERATIONS

Purchases of goods or services from the following areas received prior to the dates listed below will be included in the June 2009 AM090/91ís:

Audio Visual

Friday

June 19. 2009

Animal Resource Center

Wednesday

June 24,2009

NSIT Solution Center

Tuesday

June 30, 2009 at 5:00pm

Office of Radiation Safety

Thursday

June 30, 2009

University Computing Organization

Friday

May 29 ,2009 at 5:00pm

Telecommunications - ALL services

Friday

May 29, 2009 at 5:00pm

B. INTERDEPARTMENTAL ORDERS

All interdepartmental orders (Form 62) must be received by Thursday, July 2, 2009 at 10:00 a.m., in Room 20 of the Mott Building. Interdepartmental orders submitted after July 2, 2009 will be considered fiscal year 09-10 business.

C. JOURNAL ENTRIES and EXPENDITURE TRANSFERS

All journal entries and expenditure transfers (Forms 60, 61, and 64) should be submitted by Thursday, July 2, 2009 at 10:00 a.m., in Mott Building Room 20.

D. CASH DISBURSEMENTS

For deadlines regarding Direct Payment Vouchers (DPVís), Travel Expense Vouchers (TEVís) and Petty Cash, see

http://adminet.uchicago.edu/adminann/nonsalary_disbursement0809.shtml

E. CASH RECEIPTS

All cash receipts (Form 133) for fiscal year 2008-09 must be deposited with the Bursar (ADM 101) by 3:00 p.m. Tuesday, June 30, 2009. The Bursarís Office will be closed Wednesday, July 1, 2009 for the annual audit.

F. EXPENDITURE TRANSFERS AND ERROR CORRECTIONS OF JUNE AM090/91 ENTRIES

Expenditure transfers (Form 61) and error correction memos for accounting transactions that appeared in the preliminary June 2009 AM090/91 reports must be received by the Comptrollerís Office (CSM 20) by 10:00 AM on July 15, 2009.

G. DEPARTMENTAL UNDERWRITING ENTRIES

Please make Departmental Underwriting Entries on Journal Vouchers (Form 60) or send a memo to the appropriate Comptrollerís Office contact by 10:00 A.M. on July 15, 2009.

H. ONLINE ACCTS SYSTEM

Expenditure transfers, error corrections for accounting transactions that appeared in the preliminary June 2009 AMO90/91, departmental underwriting entries, and all other transactions transmitted via the ACCTS system must be entered by 3:00 PM on July 15, 2009 for departments and July 23, 2009 for divisions.

I. CHECK CANCELLATIONS

Check cancellation requests should be submitted to the Bursarís Office by Friday, May 29, 2009. Cancellation requests received after May 29, 2009 cannot be guaranteed processing for the 08-09 fiscal year.

II. JUNE PRELIMINARY AMO90/91 REPORT DISTRIBUTION

June 30, 2009 preliminary reports will be available for pick-up at the Comptrollerís Office Mott Building Basement between 2:00 p.m. and 4:30 p.m. on Thursday, July 9, 2009. Reports not picked-up by 4:30 p.m. will be sent through Faculty Exchange.

III. FISCAL YEAR 08-09 ACCOUNTING TRANSACTIONS

Please keep all July budget and journal entries until July 21, 2009. Process July cash receipt and Accounts Payable entries after July 1, 2009.

IV. ENCUMBRANCES and PURCHASE ORDERS

Encumbrances
As a part of the fiscal year-end closing process, the following encumbrances will be eliminated from the FAS system and will not appear on the June preliminary reports:

  1. All outstanding Standing Order encumbrance amounts on fiscal year accounts with Purchase Order dates ending before June 1, 2009.
  2. Any outstanding purchase order encumbrance for which the remaining balance (open amount) is less than 15% of the original encumbrance amount.
  3. Any purchase order encumbrance that was created before July 1, 2008 and has had no activity (change orders and/or payments) since then.

Please examine your June preliminary reports carefully and advise the Central Procurement Services Manager in writing if any of the encumbrances that have been dropped from the FAS files need to be reinstated.

Purchase Orders and Purchase Order Invoice Transactions

  1. All purchase requisitions (Purchase Request Form 100 – paper request) with an expense deadline of June 30, 2009  submitted June 1, 2009 and after will continue processing through to Purchase Order issuance dependent upon completeness of submitted documentation and the best efforts by cooperating suppliers.
     
    Purchase Orders that are issued through the UChicago BuySite system will process when submitted by the final approver up until midnight, June 29, 2009.
  2. All purchase order invoices to be processed by June 30, 2009 must be received in CPS on or before Friday, June 12, 2009.

CPS policy is to continue to process requests received after the deadlines stated above, but there are no guarantees it will be applied to your Fiscal Yr 2009 budget.

V. OTHER

For any batches submitted in July, clearly indicate on the top of the batch if the batch relates to June or July activity.

VI. JUNE FINAL LEDGERS

June Final Ledgers will be distributed on August 3, 2009. Please remember that these ledgers are final and no changes or corrections can be made to them.

VII. FYE 6/30/09 REAPPROPRIATIONS INTO FY 2008-09 NON-BSD ACCOUNTS
(EXECUTIVE LEVEL NOT EQUAL TO 20)

Subsidiary Ledger 2 accounts do not automatically reappropriate fiscal year-end budget balances available. If you wish to carry forward any June 30, 2009 budget balances, please notify your Comptrollerís Office contact person by memo with instructions for the accounts and amounts you wish to reappropriate. Your memo should be based on the final June 30, 2009 AMO90/91 reports which will be available to you on August 3, 2009. The due date for your request is August 7, 2009. The reappropriations will be reflected on your September AMO90/91 reports.