GENERAL ACCOUNTING

End Of Year Calendar 2013


Note: Dates to be determined: Roll process for 9 month faculty will be announced and coordinated seperately by the Provost's office. New 9 month faculty should be sent as per the Processing and Records submission schedule.

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Deadline
Date
Area of Responsibility Item Funds Affected

Ongoing Reminder

Processing & Records/Student Employment

Please do not submit any EPAF's that are effective after July 1st or later, until after roll date (June 27th, 2013). 

  • All Funds

May 1st

Processing & Records

All summer faculty line and adjunct faculty PAFs and NOAs for Summer A and C term must be in Human Resources/Processing and Records. This Summer we will be using alphanumeric suffixes DEF. Faculty line will be DO, EO, FO. Summer Adjunct OPS should not have any zeros in their suffixes: D1, E, F1, F2, etc.

  • E&G, C&G, AtH

May 6

Purchasing

All requisitions for all funds that require bidding (over $75,000) must be received in Purchasing.

  • All Funds

May 7

Processing & Records

Superseding contracts affecting labor distribution moving of dollars must be received in Human Resources/Processing and Records.

  •  All Funds

May 15

Classification and Compensation

All requests for reclassifications (through PeopleAdmin) for AMP and SP or pay increases for AMP and SP (with SPI request form and/or PAF)  Effective earlier than July 1st.  Must be received in Classification and Compensation no later than May 15th in order to meet Processing and Records Deadlines.

  • All Funds

May 17

Purchasing

Blanket Requisitions for annual maintenance and support for the period July 1, 2013 through June 30, 2014 should be submitted to Purchasing for release July 1.

  • All Funds

May 21

Processing & Records

All current and acting, interim, and visiting assignments (including 12 month faculty that end on June 30th 2013 that will continue for the new fiscal year 2013-2014 should be received in Processing and Records by May 22st (due to heavy volume, but no later than June 4th, per the submission schedule) (These should not be completed via EPAF.)  These assignments have to be done manually because they will not roll automatically on July 1st.  Please note that this does not include 9 month faculty.  All other assignments that end on June 30th may be processed using EPAF. However, if you are processing them manually because you are not set up for EPAF, PAF must be received no later than 6/4/2013.

  • All Funds

May 21

Processing & Records

NOTICE TO ALL DEPARTMENTS: JUNE 28TH is the last pay date in the current fiscal year (2012-2013).  Any assignment effective beyond June 21, 2013 will be held and processed after July 1st 2013 and will be paid in the new fiscal year (2013-2014).

  • All Funds

May 21

Processing & Records

All written PAF's for lump sums must be received in Processing and Records, with all required signatures, by May 21st to be processed in the current fiscal year.

  • All Funds

June 3

Purchasing

All requisitions for non-bid items and all change order requests must be received in the Purchasing Office and will be processed based on availability of funds. Requisitions received after this date may be charged to the FY 2013-2014 budget.

  • All Funds

June 4

Processing & Records

All Summer B PAFs and NOAs must be in Processing and Records. This Summer we will be using alpha-numeric suffixes DEF.  Faculty line will be D), E0, F0.  Summer adjunct OPS should not have any zero's in their suffixes; D1, E1, F1, F2. etc

  • All Funds

June 7

Student Employment

 NOTICE TO ALL DEPARTMENTS: JUNE 28TH is the last pay date in the current fiscal year (2012-2013). Any assignment effective beyond June 21, 2013 will be held and processed after July 1st 2013 and will be paid in the new fiscal year (2013-2014).

  • All Funds

June 13 Noon

Controllers Office Payroll

All labor redistributions through pay # 12 must be submitted by June 13th at noon.  There will be no labor redistributions processed during pay 13.  All labor redistributions must be approved and processed through Finance by 5:00PM Friday, June 14th.

  • All Funds

June 14

Business Services

All orders for departmental copy cards must be complete.  Requests received after this date will be charged to the FY 2013-2014 budget.  All charges will be recorded by June 13, 2013.    

  • All Funds

June 15

Human Resources/Deb Brooks

All new perquisite forms and spreadsheets for existing perquisites for fiscal year 2013-2014 must be received.

  • All Funds

June 17

Processing & Records

Deadline for EPAF users to have their lump sum assignments approved by all, for payment on June 28th.

  • All Funds

June 21st

Budget Office/Sponsored Programs

Last day for processing budget transfer for 2012-2013.  Please make sure that all budget transfers are completed and approved.   Any budget transfer that is suspended (incomplete or not approved) by June 28th will be deleted from Banner .

  • All Funds

June 17

Controller's Office/Payroll

All manual payroll check requests for the pay period ending 6/7/13 must be submitted by noon to the Controller's Office.  There will be NO manual checks for Pay #13.

  • All Funds

June 25

Controller's Office

All payroll disbursements (ACH only) to be cancelled for Payrolls 1 through 13 must be submitted to the Payroll Office by NOON.

  • All Funds

June 30

Controller's Office/Travel

All travel occurring within fiscal year 2013 must be encumbered, completed and posted by June 30, 2013 – otherwise it will be charged to fiscal year 2014 funds. If the majority of travel occurs in the next fiscal year, then the transactions must be charged to fiscal year 2014.

  • All Funds

June 30 Controller's Office/PCard All pCard purchases must be purchased invoiced (no later than 2:00 pm) and received by June 30, 2013 (end of business day) in order to post to fiscal year 2013.  This can include walk-in Office Depot transactions.  The pCard module will be open July 1 & July 2 for posting of such transactions.  This is waiving the 10 day policy.
  • All Funds

June 30

Controller’s Office/Travel

All prepayments for travel where the travel will occur in fiscal year 2014 must be reported to the Travel Desk no later than June 30, 2013. Copies of the payment receipts along with the index it was charged to must be mailed to the Controller’s Office, ATTN: Denise Campbell or attached via email to dcamp@fau.edu . These prepayments will be journal transferred from fiscal year 2013 to fiscal year 2014. An example of a prepayment would be purchasing an airfare for a travel that wouldn’t occur until ON or AFTER July 1, 2013

  • All Funds

June 28

Controllers Office

Last day for processing cashier's batch transaction.  Deposits made after 5pm this day will show in July.

  • All Funds

July 1

Ethics Commission/Human Resources

Financial Disclosure statements must be returned by those employees that receive them to the Commission on Ethics no later than July 1st. Those who are required to complete this will have received the documents in the mail previous to this date. If replacement documents are needed please contact Deb Brooks in Human Resources

  • All Funds - only positions previously designated

July 8

Controllers Office

All Journal Entry Forms for the remainder of the fiscal year (2012-2013) must be received in the Controller's office by 5pm.

  • All Funds

July 8

Purchasing

All Check Requests/Stipends for the remainder of the fiscal year (2012-2013) must be received in the Controller's Office by 5pm.

  • All Funds

July 11

NOON

Research Accounting
All labor redistributions for pay 1 through 13 for calendar year 2013 must be submitted online through Labor Redistribution module in Self Service using a 6/28/13 date.
  • All Funds

 August 1

Controller’s Office/Travel  All reimbursements (TR) for travel that occurred in fiscal year 2013 must be completed and posted no later than August 1st.  Travel actions that do not meet that deadline will require a new travel authorization (TA) to be generated for the new fiscal year 2014.
  •  All Funds

 August 2

 Controller’s Office  Roll GL Balance Sheet Balances.
  • All Funds

 August 2

 Purchasing  Roll encumbrances for all funds.
  • All Funds 

 August 2

 Research Accounting  Roll Budgets for Grants and Construction.
  • All Funds 
 

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