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memorandum

TO:              All Departments/Financial Managers

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

DATE:          December 14, 2009

RE:              Cutoff Dates for Fiscal Year 2009-2010

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, 2010.  Adhering to these dates will allow UNCP to manage its annual budget and plan for allowed carry-forward and/or necessary reductions and/or reversions.  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.  

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 dailyl. With your help, we can make the most informed budget decisions.

Cutoff Dates

February 19, 2010 - Approved Requisitions for capital outlay items or for items requiring solicitations for quotations or bids should be in Purchasing.

May 7, 2010 - All requisitions must be approved.  Use BANNER inquiry form FPIORQF to ensure that you have none pending. Unless deleted, pending requisitions will carry forward to following fiscal year and without the carry forward of budgeted funds.

May 14, 2010 - Purchasing must receive approved requisitions for any order that is to be charged to Fiscal Year 2009-2010 funds.  Items ordered must be received, invoiced, and paid prior to June 1, 2010.

June 1, 2010 - All purchases must be received, invoiced, and paid. (Use BANNER inquiry form FGIOENC to ensure that you have none pending. Unless deleted, pending requisitions will carry forward to following fiscal year and without the carry forward of budgeted funds.)

June 7, 2010 - All travel reimbursement requests must be in the Travel Office.

June 7, 2010 - FINAL date for on-campus service areas (Central Stores, Printing, Bookstore, etc.) to charge current fiscal year budgets and for payments made through the Petty Cash system. After June 7, 2010 the Check/Reimbursement Request form must be used for necessary reimbursements.

June 20, 2010 – FINAL date to process Procurement Card expenditures.  Procurement Card charges processed after June 20, 2010 will be charged to your Fiscal Year 2010-2011 Budgets.

June 30, 2010 - 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 2010/2011 budget year with no assurance that there will be any budget supplement to the 2010/2011 budget for these obligations.

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.
• FPIORQF– listing of open requisitions by item number.
• FGIOENC - listing of open commitments by item number.

Grants and contracts that have closing dates other than June 30, 2010 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. Purchase or expenditure requests not in keeping with the date schedules above will likely be subject to more critical review.

Please direct questions to 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: Thursday, December 17, 2009

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