Year end memo

As you are aware, the University’s fiscal year closes on June 30, 2019. In order to facilitate an orderly close to the fiscal year, deadlines have been established for completing financial transactions. Departments should check with their dean to determine if the colleges have imposed earlier deadlines. The last day to post any FY2019 transactions is end of business July 22, 2019. Please make sure all transactions are processed by all approvers and in the Controller’s inbox by the deadlines noted below, many of which are before this deadline.

Note: Transaction approvers that will be out of the office during the year-end close process must delegate their Workday inbox in order for transactions to post to the correct accounting period by the timelines noted below.

As part of the year-end closing process, budget managers need to ensure sufficient funds remain in state accounts to cover June phone, postage, copying and any other expenses that will be charged to the FY2019 state accounts during June and the closing period. When planning for year end, remember that due to the pay date shift, the July 10th pay date will post to FY2020, not the June accounting period of FY2019. Employees paid monthly will have salaries related to June (including overloads) post on the first working day of July in FY2020. Negative balances in state accounts may be cleared by transferring expenses to non-state accounts prior to the close of the 2019 June accounting period on July 22, 2019. The last day to process Payroll Accounting Adjustments (PAAs) for FY2019 is July 15, 2019. Please have all PAAs relating to FY2019 into the Controller’s Workday inbox no later than July 15th, including PAAs associated with cleaning up of FD892.

Please carefully review the following information for dates to submit Workday accounting, budget and procurement transactions to the appropriate offices’ inbox.

  • Transfers of expenses

    Transfers of Expense to State Accounts

    Per Board of Regents’ policy, all transfers of expense from non-state to state accounts (journal vouchers, accounting adjustments or PAAs) must be completed by April 30, 2019. Transfers from non-state to state accounts after this date must be approved by the President and reported to the Regents. Typically, the only transfers processed after April 30, 2019 involve payroll clearing accounts or corrections of errors. Please be sure that all in progress manual journals, accounting adjustments and PAAs are approved and in the Controller’s Office Workday inbox by April 25, 2019 to allow sufficient time to process the documents by April 30, 2019.

    Transfers of Expenses to Foundation Accounts

    For internal control purposes and to allow for time to review expenses for accuracy and to ensure donor intent is being met, expenses moved to foundation accounts must be done prior to June 1, 2019. All transactions moving these expenses must be in the Controller’s inbox no later than May 31, 2019. Expenses moved after that date must have approval of the Foundation as an exception. Exceptions are subject to Foundation staff time available to perform the review and are not guaranteed.

  • Accounting adjustments

    Accounting adjustments for FY2019 must be in the Controller’s Office Workday in-box no later than the morning of July 19th in order to be processed before the close. Please pay particular attention to the transaction date at the top of the accounting adjustment. All FY2019 accounting adjustments must have a date prior to June 30, 2019. Any FY2019 accounting adjustments with an FY2020 date will have to be cancelled and re-started by the department. The transaction date on an accounting adjustment cannot be changed once it has been submitted for approval. All pending accounting adjustments for FY2019 that are not processed by July 19th will be cancelled.

    The following table notes important dates at year-end with regards accounting adjustments.

    Important year-end dates
    Date Activity
    July 1 – July 19 The transaction date for FY2019 accounting adjustments must be changed to June 30, 2019 or earlier.
    July 3 First day to do an accounting adjustment on a June 2019 PCV
    July 19 All FY2019 accounting adjustments must be in the Controller’s inbox by end of day
    July 22 All accounting adjustments for FY2019 not processed will be cancelled
  • Travel (in-state or out-of-state)

    A trip that begins in June and ends in July must be charged in its entirety to the fiscal year in which the greater portion of the travel occurs. All expense claims for travel reimbursement to FY2019 must be submitted and in the Controller’s Workday inbox by July 19, 2019. Funds should be set aside in travel for any current fiscal year charges not billed or assessed until July (i.e. state motor pool billings).

    Starting July 1, 2019, do not cancel any spend authorization created prior to July 1, 2019. If needed, you can email Accounts Payable, for cancellation.

    Expense Reports for FY2019 not approved by departments by the end of day on July 19th will be cancelled by the Travel Office and the worker will need to reenter in the new fiscal year, FY2020.

    The following table notes important dates at year-end with regards to spend authorizations and expense reports.

    Important year-end dates
    Date Activity
    July 1 – July 3 All activity for spend authorizations and expenses will be suspended
    July 1 – July 19 Do not cancel spend authorizations created prior to July 1, 2019
    July 3 Controller's office will roll spend authorizations where the majority of travel is in FY2020
    July 3 After the roll is complete, Controller will reopen expenses for posting of spend authorizations and expense reports
    July 15 Deadline for employees to submit expense reports for FY19 travel
    July 19 Deadline for departments to have approved expense reports in the Controller's inbox for processing
    July 19 Expense reports not approved will be cancelled by travel office
    July 19 All partially expensed spend authorizations will be closed
    July 22 – July 25 All activity for spend authorizations and expenses will be closed and no activity will be allowed until the roll forward is complete
    July 26 Reopen spend authorizations and expenses for posting in FY2020
  • Purchasing card purchases

    Departments are asked to maintain close control over purchases made by the use of the purchasing card to assure the availability of current fiscal year funds since purchasing card purchases are not encumbered. Purchasing card purchases may not be made against state-appropriated funds after May 31, 2019 unless approved by the appropriate vice president or designated representative. Pcard transactions not verified and approved by end of day June 26th will be charged against FY2020. Pcard verifications for FY2019 must be received in the Controller’s inbox by June 26, 2019, to allow time for processing.

    Important note: It can take up to 5 days for the bank to process credit card transactions. Charges being made late in June may not get processed in time to meet the above deadlines for posting to FY2019, so departments should plan accordingly.

    The following table shows important dates for procurement card processing for year-end:

    Important year-end dates
    Date Activity
    June 26 End of Day All Pcard verifications for FY19 must be fully approved and awaiting the procurement card team’s approval.
    June 27 – June 30 No Pcard verifications should be entered during this time period. Procurement card team will cancel in-flight procurement card verifications that have not been fully approved by the June 26th deadline.
    June 30 Pcard will be closed for FY19
    July 1 Pcard verifications will reopen. All verifications must be for FY20. Document and budget dates set prior to July 1 will be cancelled.
  • Cashier's Office

    The Cashier's Office will accept and process departmental deposits for Fiscal Year 2019 up until 3:00 pm on June 28, 2019.

    UNR departments remitting bank deposits for armored car service must submit the deposits to the Cashier’s Office no later than 10:00 am June 28, 2019. Deposits delivered by the defined times will be included in FY2019 cash deposit activity. Credit card transactions must be closed and batched by end of day June 28, 2019.

    Cash sales and deposits made between July 1, 2019 and July 22, 2019 must have either FY2019 or FY2020 indicated on the deposit form and in the “memo” field on the header of the cash sale (please use separate deposit forms and/or cash sale transactions for each year). The cash sale date should be June 30, 2019 if the revenue was related to goods or services provided in FY2019. If the transaction was for a payment for goods or services provided in FY2020 the cash sale date should be the date the cash sale was created. All receipts received after July 22nd will be posted to FY2020. If you have any questions, contact the Cashier’s Office at 775-784-6915.

    This table has important dates associated with cash sales and deposits at FY19 year-end.

    Important year-end dates
    Date Activity
    June 28 Deposits to cashier by 10:00 am for armored car service and 3:00 pm for all other deposits
    June 28 (End of Day) All credit card transactions must be closed and batched by end of day June 28 (Friday)
    June 29 – July 22 Cash sales between these dates must be separated by fiscal year. Cash sale date for FY2019 sales should indicate the fiscal year in the memo field and have a cash sale date of June 30, 2019.
    July 22 All cash sales initiated on and after this date within the fiscal year will be for FY2020.
  • Supplier invoices and supplier invoice requests

    Supplier invoices and requests for FY2019 expenses (goods and or services received prior to June 30, 2019) must be in the Controller’s inbox no later than July 19, 2019.

    The following table notes important dates concerning invoice processing at fiscal year-end.

    Important year-end dates
    Date Activity
    July 1 – July 22 AP will monitor invoices for posting to the correct fiscal year. Goods and services received before June 30, 2019 will be posted with an accounting and budget date of June 30, 2019 (FY2019). Invoices for goods and services received after June 30, 2019 will be posted with an accounting and budget date in July (FY2020). If an FY2020 invoice is received for a purchase order created in FY2019, the invoice will not be processed until after the purchase order roll forward is completed.
    July 19 Supplier invoices and requests for FY19 must arrive at the controller’s office inbox.
    July 22 Close supplier accounts business process at end of day, last day to post FY2019 invoices, including state accounts
    July 23 Begin purchase order roll forward, no supplier transactions posted until roll forward is complete.
    July 23 After roll forward is complete, begin processing all transactions in FY2020.
  • Purchase orders

    The Purchasing Department has established deadlines for purchases:

    Purchase Department deadlines
    Date Purchase Order Amount
    May 24, 2019 $24,999.99 or less (direct buy, requires 1 quote)
    May 17, 2019 $25,000 - $50,000 (informal bid; requires 2 competitive quotes)
    April 19, 2019 Over $50,000 (requires formal bid)

    BCN Purchasing will continue to accept and process your approved requisitions after these dates, but there is no guarantee that your state funds will be spent by June 30, 2019.

    Encumbrances remaining for blanket purchase orders should be reviewed now to ensure that they represent an accurate estimate of the cost of additional goods and services to be provided prior to July 1, 2019. All other encumbrances on purchase orders should be reviewed for validity. Contact the Purchasing Department (775-784- 6552) for corrections of encumbrances.

    Please remember that encumbered FY2019 state-appropriated funds used for the purchase of supplies, equipment and services must be expended (invoice received, processed and paid) by July 22, 2019 and will be disencumbered after that date. For the purchase of goods or services, the goods must be received or the work must be completed by June 30, 2019. Please submit invoices to the Accounts Payable office by July 19, 2019 to allow sufficient time to process the documents by July 22, 2019.

    Please remember that even if transactions relating to FY2019 state-appropriated funds are submitted to the Controller's Office by the specified cut-off date, transactions will not necessarily be processed if there is insufficient budget or inadequate documentary support. Every attempt will be made to resolve and process all transactions; however, we cannot assure that transactions get processed prior to the specified cut-off date if we are unable to resolve questions, budgetary issues or obtain adequate supporting documentation.

Special note for State Grants ending June 30, 2019

The deadline to process PCard transactions, journals, accounting adjustments, travel requisitions and PAA’s is 6/15/19 so that Sponsored Projects has sufficient time to process the final invoice after 7/10/19 when the classified payroll posts. Any expense which posts after 7/10/19 will have to be moved off the grant and in accordance with deadlines noted in this memo.

Pcard purchases with grant worktags should be verified individually by grant. This will limit the effect on other grants if there is a problem, and the transaction needs cancelled or is delayed.

Thank you for your cooperation during this year-end process.

If you have any questions, please call the Controller’s office at 775-682-6104 or 775-784-1584.