| June 30, 2012 |
End of FY12. P-Card and T-Card transactions with a transaction (swipe) date of June 30, 2012, or earlier and which are received and reconciled by the University by July 13, 2012, will be charged to FY12. P-Card and T-Card transactions, regardless of the transaction date, reconciled after July 13, 2012, will be charged to FY13. |
| July 1, 2012 |
Start of FY13 and beginning of FY12 state funds lapse period. |
| All index codes and fund default codes that include an FY12 state fund code (100012) will be changed to include the FY13 state fund code (100013). Therefore, anyone relying on index codes or fund defaults to record FY12 state fund transactions after June 30 must manually change the automatically populated fund code to 100012 if the transaction is to be posted in FY12. |
| All P-Card default C-FOP codes that include a FY12 state fund code will be converted automatically to the FY13 state fund code ending in 13. The coding for P-Card purchases involving state funds must be carefully reviewed during June and July. Purchases made in June must use fund code 100012 and purchases made in July must use fund code 100013. |
| All Travel and Expense Management (TEM) project codes that include an FY12 state fund will be copied and new project codes created to reflect the FY13 state fund code ending in13. TEM documents (including T-Card) involving state funds needs to be carefully reviewed during June and July. Expenditures made in June must use fund code 100012 and expenditures made in July must use fund code 100013. |
| July 10, 2012 |
All FY12 purchase order related invoices and other invoices which are not appropriate to process via the Travel and Expense Management system (TEM), regardless of funding source, must be submitted to University Payables by 5:00 p.m. |
| All travel and other reimbursement expense reports, including T-Card transactions, for travel or purchases made prior to July 1, 2012, regardless of funding source, must be approved in the Travel and Expense Management system (TEM) by 5:00 p.m. |
| July 13, 2012 |
All FY12 transactions routed to Banner approval queues, including general ledger and accounts payable transactions, must be approved by 5:00 p.m. |
| All P-Card transactions with a transaction date of June 30, 2012, or earlier must be reconciled and approved in the P-Card system by 5:00 p.m. Any unapproved P-Card transactions using an FY12 state fund code will have the fund code changed automatically to the FY13 state fund code ending in 13 and may be subject to audit findings. |
| All iBuy departmental approval queues must be cleared out before the July 14 year-end roll. This requires a final action; i.e., approval or rejection of all requisitions (regardless of source of funds) in the department approval queues. To assure this deadline is met, units should perform this final action by 2:00 p.m. |
| All receiving reports required for FY12 purchase orders must be completed in Banner by 5:00 p.m. Receiving reports completed after this date for FY12 orders will cause the transactions to post in FY13 and may be subject to an audit finding. |
| Last day to process general ledger and accounts payable feeder system transactions into FY12. Users are strongly encouraged to process earlier if possible. |
| July 20, 2012 |
Any remaining invoices or payment requests for goods, services, or expenses incurred in FY12 must be submitted to University Payables. FY12 invoices and payment requests submitted after July 10 will process via Banner AP system as a FY13 transaction; however, manual accrual entries will be processed for FY12 and reversed in FY13. Every attempt should be made to submit all FY12 invoices and payments requests to University Payables on or before July 10, 2012. |
| August 7, 2012 |
All invoices and miscellaneous vouchers to be funded by FY12 state funds, for goods or services contracted for in FY12, but received or rendered after June 30, 2012, must be submitted to University Payables or be entered and approved in the TEM system as appropriate. |
| All outstanding state-funded travel reimbursement requests for travel completed and encumbered prior to July 1, 2012, must be submitted to University Payables by 5:00 p.m. |
| August 24, 2012 |
All appropriation year 2012 state-funded transactions, including general ledger and accounts payable transactions, routed to Banner approval queues must be approved by 5:00 p.m. for posting to occur during the lapse period. |
| All receiving reports required for state-funded FY12 purchase orders where the goods are received after June 30 must be completed in Banner by 5:00 p.m. in order to post during the lapse period. |
| August 31, 2012 |
The end of the state appropriations lapse period. All FY12 state fund codes, including 100012, will be terminated in Banner. After the month of August is closed, no more transactions will be allowed on FY12 state funds. |