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memorandum

TO:              All Departments/Financial Managers

FROM:          R. Neil Hawk, Vice Chancellor for Business Affairs

DATE:          January 23, 2009

RE:              Cutoff Dates for Fiscal Year 2008-2009

In this year of increased financial constraints, a more critical review of purchase requests and adherence to sound budgetary practices are particularly important.  Although it is only January, fiscal responsibility mandates that we begin thinking about and planning for the FY ’08-09 year end activities. 

It is imperative that all Financial Mangers comply with the following deadlines for any purchases of goods and services to be charged to the fiscal year ending June 30, 2009.  Adhering to these dates will allow UNCP to manage its annual budget and plan for allowed carry-forward and/or necessary reductions.  Only with your cooperation can Business Affairs’ departments manage the timely year-end receipt of goods and services and associated payments in an expeditious manner.  

With your help, we can make the most effective budget decisions.  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 daily.

Cutoff Dates

March 2, 2009 - Requisitions for capital outlay items or for items requiring solicitations for quotations or bids should be in Purchasing.

May 4, 2009 - All requisitions must be approved.  Use form FPIREQS to verify you have none pending.

May 11, 2009 - Purchasing must receive requisitions for any order that is to be charged to Fiscal Year 2008-2009 funds.  Items ordered must be received and invoiced prior to June 1, 2009.

June 1, 2009 - All purchases must be received and invoiced.

June 8, 2009 - FINAL date for On-campus service areas (Central Stores, Printing, Bookstore, etc.) to charge current fiscal year budgets and for payments made though the Petty Cash system.  After June 8, 2009 the Check/Reimbursement Request form must be used for reimbursement if necessary.

June 8, 2009 - All travel reimbursement requests must be in the Travel Office.

June 15, 2009 – FINAL date to process Procurement card expenditures.  Procurement card charges processed after June 15, 2009 will be charged to your Fiscal Year ‘10 Budgets.

June 30, 2009 - 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 2009/2010 budget year with no assurance that there will be any budget supplement to the 2009/2010 budget for these obligations…most likely FY’09-‘10 budgets will be even more constrained.

The following BANNER forms may be use to review/monitor budgets and open commitments:

• FGIBAVL, FGIBDST, FGITBSR, and/or FWIBDST – budget availability and total outstanding commitments.
• FGIOENC – detail of open commitments by item number.

Grants and contracts that have closing dates other than June 30, 2009 have the following guidelines recommended:

• 90 days prior to closing date: Submit to Purchasing requests for capital outlay items or for goods for services requiring solicitations for quotations or bids.
• 45 days prior to closing date: Complete outstanding requisition issues.
• 35 days prior to closing date: Submit to Purchasing, Printing or Central Stores any requisitions.
• 21 days prior to closing date: Final date for receiving goods or services and invoices.

I’m requesting your full cooperation and compliance with each of the cut-off dates listed.  Chancellor Meadors and all Vice-Chancellors reviewed, approved, and agreed to enforce all time lines.  Purchase or expenditure requests not in keeping with the date schedules above will likely be subject to more critical review.

Should questions arise, please contact the appropriate office within Business Affairs:

Financial Planning and Budgeting (Re budget matters) 
Email: roger.killian@uncp.edu

Controller (Re questions concerning actual charges or pertaining to cash)        Email: george.guthrie@uncp.edu

Business Services (Re questions concerning Purchases, receipt of materials, or P-card)
Email: denise.carroll@uncp.edu

Updated: Friday, January 23, 2009

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