Memorandum
TO: All
Departments/Financial Managers
FROM: R. Neil Hawk, Vice
Chancellor for Business Affairs
DATE: January 10, 2008
RE: Cutoff Dates for
Fiscal Year 2007/2008
Although it is only January, it is time to begin thinking about and planning for year-ending 2008 activities. Thus, I am providing the dates listed below to guide us through this process. By adhering to these dates, you give our Business Affairs folks the opportunity to manage year-end receipt of goods and services and associated payments in an expeditious fashion. Management of the year-end activates allow us to use our current funding in an effective and efficient manner and plan for allowable carry-forward.
Please ensure that all appropriate personnel in your department are aware of these important dates and guidelines. Make a hard copy of this communication and post it where it may be seen each day.
Cutoff Dates
March
24, 2008 – Electronic
requisitions for capital outlay items or items requiring solicitations for
quotations or bids should be properly approved and received in Purchasing.
May 12, 2008 – Final date for all
other requisitions to be properly approved and received in Purchasing. Use form FPIREQS
to verify there are no incomplete requisitions pending.
May 19, 2008 – Documentation
requesting Changes to Orders utilizing Fiscal Year 2007-2008 funds must be
received by Purchasing. All other
outstanding Purchasing issues should be resolved by this date.
June 2, 2008 - All purchases must be
received and invoiced.
June 10, 2008 - FINAL
date for the use of Small Purchase Orders and for on-campus service areas
(Central Stores, Printing, Bookstore, Petty Cash) to charge current year
budgets. Commencing June 11, 2008, the
Check/Reimbursement Form must be used for any reimbursement normally paid
through Petty Cash if such reimbursement is necessary and current year funds
are available.
June 16, 2008 - All travel reimbursement requests must be in the Travel Office.
June 17, 2008 - FINAL date to process Procurement Card expenditures. Procurement Card charges processed after June
17, 2008 will be charged to your Fiscal Year ‘09 Budgets.
June 30, 2008 - Cash “Change Fund” counts must be made by the Internal
Auditor and any shortage/overage resolved in the Cashier’s Office by 10:30AM.
NOTE: Any outstanding obligations, i.e.,
requisitions or commitments, which have not been received and paid by the June
cutoff will become obligations of the 2008/2009 budget year without assurance
that there will be any budget supplement to the 2008/2009 budget for these
obligations.
The following BANNER forms may be useful.
Grants and Contracts - the following recommendations apply to those with closing dates other than June 30, 2008:
I’m asking for your cooperation and compliance with each of the cut off dates listed above. Your Chancellor and all Vice Chancellors reviewed, approved, and agree to the enforcement of all time lines. As a UNCP Financial Manager, we will appreciate your full cooperation.
Should questions arise, please contact the appropriate office within Business Affairs:
Controller Email:
george.guthrie@uncp.edu
Financial Planning and Budgeting Email: roger.killian@uncp.edu