Advantage 2015 Fiscal Year End Deadlines and Important Dates

(For Financial Services Use)

May 22 Initialization of FY 2016 tables in Advantage 29 Petty Cash Rollover forms (originals w/ signatures) due in Student Business Services before 4:00 pm

June 1 Users may begin processing FY 2016 PO and RX documents (07/01/15 date in Advantage) 5 Deadline for FY 2015 RXs 12 Deadline for FY 2015 PO internal documents – this includes modifying existing FY 2015 POs 12 Facilities Development & Management financial processing FY 2015 year end closing 12 Maintenance Supply closed for inventory 12 Purchasing Card transactions expensed are expected to post in FY 2015 if processed by today 15 Final FY 2015 Facilities Development & Management billing interface run 16 Chemistry Stockroom closed for inventory 19 12:00 noon deadline to submit AR documents for guaranteed FY 2015 processing 19 Deadline for FY 2015 PDLVPOs 19 Deadline to submit FY 2015 Travel Authorizations (TEs) 22 Deadline for approved Staples orders using SunRISE 24 Deadline for approved SunRISE paper orders to Materials Management – Paper and Supplies 24 Deadline for FY 2015 Bulk Mail to Mail Services 25 Final FY 2015 Gas Services cylinder rental interface 25

26 29

Deadline to walk through stock orders at Materials Management – Paper and Supplies Payroll (encumbrances and expenses) interface for Pay Period ending June 21, 2015 Departments electing to accrue student/other payroll for June 22nd – 30th must submit information to Financial Services

30 Materials Management – Paper and Supplies closed for inventory 30 Deadline for FY 2015 PC and SC creation and increases (including SQ documents) 30 Deadline to process AP Manual Warrants for FY 2015 PVs 30 Deadline for Cashiering Services to process deposits and cash receipt documents in FY 2015 30 Deadline to submit FY 2015 Sponsored Account PS Expense Transfers to Office for Research and Sponsored Projects Administration

(ORSPA) 30 Final FY 2015 departmental A/R Interface 30 IDC and ASC Interface for FY 2015

FY 2015 Documents MUST have the following field filled in to be processed: Date 06 30 15; Accounting Period 12 15 Fiscal Year 15

July 1 Deadline to submit FY 2015 Travel Claims to the Travel Office 1 Deadline to submit FY 2015 PVs and Petty Cash reimbursements to Accounts Payable 1 Deadline for FY 2015 RC documents (for goods received by 6/30/15) 1 Deadline for FY 2015 PC, SC and PDLVPO Vendor Invoices 1 Deadline for FY 2015 Service Department II billings 1 Users may begin submitting FY 2016 orders to Materials Management – Paper and Supplies 1

1 Travel Reimbursements begins entering FY 2016 TEs and TPs IDC and ASC Interface FY 2015

1 Payroll Accrual (Gross Pay & ERE) for June 22 – June 30 posts to accounts 2 Deadline for FY 2015 PC and SC modifications (decreases only) 2 Payroll redistributions for non-sponsored accounts deadline in PS by 5 PM in order to be recorded in FY 2015 2 Final FY 2015 data entry by Payables and Reimbursements 2 PO disencumbrance in FY 2015 2 PC, SC, and PD document disencumbrance in FY 2015 and reencumbrance in FY 2016 2

2 2

Travel Document disencumbrance in FY 2015 and reencumbrance in FY 2016 IDC and ASC Interface FY 2015 Demand Interim Financial Reports run (Available on Control D July 6)

6 PO reencumbrance in FY 2016 6 Departments to start using USR4 to determine state account balance 6 Deadline to request use tax reversals from Tax Services 6 IDC and ASC Interface FY 2015 6 Service Departments begin billing FY 2016 IIs 7 Departmental deadline for FY 2015 A1, J1, IX, and TV documents 7 IDC and ASC Interface FY 2015 8 Final Day for VP Offices to balance accounts 8 IDC and ASC Interface FY 2015 9 Final IDC and ASC Interface FY 2015 10 Fiscal 2015 Year End Close 13 Final ADVANTAGE FY 2015 report available on Advantage Web Reports, Dashboards and Control D

04/02/2015

Sun Mon Tue Wed Thu Fri Sat

1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20

21 22 - Initialization of

FY16 tables in

Advantage

23

24 25

26 27 28 29 - Petty Cash

Rollover Forms

due before 4pm

30

31

May 2015

Year End Deadlines and Important Dates

Su Mon Tue Wed Thu Fri Sat

1 - Begin processing

FY16 PO & RX

documents

(07/01/15 date in

Advantage)

2 3

4 5 -Deadline for FY15

RXs

6

7 8 9 10 11 12 Deadlines:

-FY15 POs

(creating/modifying)

--FACMAN /Maint

Supply Closed for

fiscal year-end pro-

cessing

-Pcard Deadline for

expenses posting in

FY15

13

14 15 - Final FY15 FAC-

MAN interface run

16 - Chemistry Stockroom Closed

for inventory

17 18 19 Deadlines:

- FY15 AR documents

MUST be submitted

by Noon for FY15

processing.

- FY15 PDLVPOs

- FY15 Travel Author-

izations (TEs)

20

21 22 - Deadline for

Staples orders

using SunRISE

23 24 Deadlines:

- SunRISE orders to Ma-

terials Management—

- FY15 Bulk Mail to Mail

Services

25 - Deadline to walk

through stock

orders at Materi-

als Management

- Final Gas Ser-

vices Cylinder

Rental interface

26 -Payroll

(encumbrances/expens

es) interface for PPE

06/21/15

27

28 29

- Deadline for Stu-dent/other payroll

accrual information

to Financial Services

30 Deadlines: -FY15 PC/SC creation and

increases (including SQ docs)

-FY15 AP Manual Warrants

for PVs

-FY15 Deposits and CR Docs

at Cashiering Services

-FY15 Sponsored payroll re-

distributions in PeopleSoft

- Final FY15 departmental A/R

interface

- IDC & ASC interface FY15

-Materials Management—

Paper and Supplies closed for

inventory.

June 2015

Year End Deadlines and Important Dates

Sun Mon Tue Wed Thu Fri Sat

1 Deadlines:

-FY15 Travel Claims -FY15 PVs & Petty Cash Reim-

bursements

-FY15 RC documents (for goods received by 06/30/15)

-FY15 PC, SC & PDLVPO

vendor invoices -FY15 Service Department II

billings.

- IDC and ASC Interface FY 15 - Payroll Accruals (gross pay

& ERE) for 06/22-06/30 post to

department accounts.

May begin FY16:

- Orders to Materials Manage-ment

- Travel Reimbursements (TEs

& TPs)

2 Deadlines:

-FY15 SC & PC modifications (decreases only)

-FY15 A/P data entry

- FY15 PO disencumbrance - FY15 PC/SC/PDLVPO

disencumbrance and re-

encumbrance in FY16 - FY15 Travel document dis-

encumbrance and re-

encumbrance in FY16 - IDC and ASC Interface FY

15

- Demand Interim Financial Reports available on Control-

D (report run on 07/02 &

available on 07/06) - Non-Sponsored Payroll

Redistributions in PeopleSoft

by 5pm

3

4

5 6 - PO re-encumbrance in FY16

- Departments start using USR4 in Advantage Web

Reports to determine state

account balance - Deadline to request use tax

reversals from Tax Services

- FY15 IDC & ASC interface

May begin FY16:

- Service department FY16 II

billings

7 Deadlines

- FY15 IDC & ASC interface

- FY15 department

A1/IX/TV/J1 docu-ments

8 - Final Day for VP Offices to

balance accounts - FY15 IDC & ASC interface

9 - Final FY15 IDC & ASC

interface

10 Fiscal 2015

Year End

Close

11

12 13 Final ADVANTAGE FY15

report available on Advantage Web Reports, Dashboards,

and Control D

14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31

July 2015

Year End Deadlines and Important Dates