UWSP Payment Services
Year End Financial Operations Deadlines FY2007
Revenue deposits received at the Bursar’s Office by June 22, 2007 will be posted to FY07. Deposits received at the Bursar’s Office between June 23, 2007 and June 27, 2007 will be processed to FY07 as time allows. Please allow extra time if mailing deposits that you want included in FY07. Note: Due to the system move to SFS (Shared Financial System), the Bursar’s office receipting will be down June 28th and 29th. We will process student receipts manually on June 28th and 29th and department receipting will resume starting July 2, 2007.
Budget Transfers between personnel and non-personnel are due in General Ledger May 25, 2007. Budget transfers that do not move in or out of personnel can be sent to General Ledger until June 4, 2007. For budget transfer questions, contact Robyn Woytasik (ext. 4691).
Transfers (expense, revenue) for corrections based on transactions that occurred during the fiscal year should be received in General Ledger by June 4, 2007. For questions on expense and revenue transfers contact Barb Haemer (ext. 4004).
Chargebacks that require data entry into the financial system should be received in General Ledger by June 15, 2007 to be charged to FY07. Individual chargeback departments may set earlier cut off dates to be able to complete their process. Check with these departments if you have a question about which fiscal year your June charges will be processed in. Central Stores, Printing and Design, Mail Services, Information Technology, Transportation, and Facility Services chargebacks should be received in General Ledger by June 27, 2007. Contact person: Jane Giese(ext. 2034).
Purchasing Card Transactions:
P-card transactions charged between June 16th and June 29th will be the last charges to FY07 (appearing with a posted date of July 2, 2007 on the FIN) if the vendor has forwarded the transaction for processing.
Payment Services:
FY07 invoices, travel expense reports, petty cash reimbursements, payment for services and other payment transactions received in the Payment Services Office by Friday, June 8, 2007, will be processed by FY07 cutoff date of June 21, 2007. If a transaction is missing documentation or approvals, the transaction will be processed after July 1, 2007 in FY08. Any transactions received between June 9th and June 21st may be processed as time allows in FY07. All other transactions will be processed in FY08 after July 1, 2007.
Check Processing:
Due to FY07 closing processes, Payment Services will be unable to issue non-payroll checks from June 21, 2007 through July 1, 2007. The last FY07 checks will be issued on June 21, 2007 and the first FY08 checks will be issued on July 3, 2007. Please contact Payment Services with any concerns.
Non-Personnel Encumbrance Review: Review any outstanding encumbrances in your accounts. If any encumbrances need to be canceled or liquidated or you need additional information, contact Katie Schroth (ext 3930, e-mail kschroth@uwsp.edu.) Cancellations are due by June 15, 2007.
Appropriation 104 and 402: These funds do not carryover. Please spend accounts to zero by the end of May except for June payroll amounts. Contact Robyn Woytasik (ext. 4691) for questions on transfers for these funds.
Computer Access Accounts, appropriation 115, will lapse if not spent this fiscal year. Contact Robyn Woytasik (ext. 4691) for questions on transfers for these funds.
Lab Mod, appropriation 114, will lapse if not spent this fiscal year. Contact Barb Huibregtse (ext. 4003) for questions on transfers for these funds.
Payroll and Purchasing Card Update Information
P-CARD
Transaction Period:
04/21 – 05/04/2007 File from May 12, 2007 Process May 15, 2007
05/05 – 05/18/2007 File from May 26, 2007 Process May 29, 2007
05/19 – 06/01/2007 File from June 9, 2007 Process June 12, 2007
06/02 – 06/15/2007 File from June 23, 2007 Process June 26, 2007
06/16 – 06/29/2007 File from June 30, 2007 Process July 2, 2007
CLASSIFIED PAYROLLS
VOUCHER DATE PAID
1841 05/24/07
1844 06/07/07
1848 06/21/07
1857 07/05/07
FACULTY PAYROLLS
VOUCHER DATE PAID
1842 06/01/07
1850 06/29/07
STUDENT PAYROLLS
VOUCHER DATE PAID
1836 05/04/07
1840 05/18/07
1843 06/01/07
1847 06/15/07
1849 06/29/07
1854 07/13/07
Telephone
May detail 6/01/07
YEAR END PURCHASING DEADLINES
TO: Budget Directors, Faculty, and Staff
FROM: Kathryn K. Schroth
Director of Purchasing & Payment Services
DATE: April 3, 2007
SUBJECT: YEAR END PURCHASING DEADLINES
The Department of Administration has established the year end purchasing deadline as May 25, 2007. Please review the following very closely and if there is any major problem with this, please notify the Purchasing Office immediately.
|
TYPE OF PURCHASE REQUISITION |
CUT OFF DATES |
|
Bid waivers and contractual services over $25,000.00. |
April 13, 2007 |
|
Supplies and equipment over $25,000.00. |
April 27, 2007 |
|
Supplies and equipment between $5,000.00 and $25,000.00 |
May 11, 2007 |
|
Supplies and equipment between $0.00 and $5,000.00. |
May 25, 2007 |
The above deadlines apply if you want to have the monies expended against the current fiscal year budget. If you have any questions or problems with these deadlines, please feel free to contact me at Extension 3930.
|
TYPES OF PRINTING REQUISITIONS |
CUT OFF DATES |
|
Contract printing (including forms) |
May 25, 2007 |
|
Bid printing over $25,000.00 |
April 13, 2007 |
For questions regarding printing call Robin Spindler, Extension 2037, Printing & Design Manager/Off-Campus Print Buyer.
NOTE: University Departments may start submitting "FY8" purchase requisitions that require bidding to the Purchasing Department starting April 16, 2007. As time permits, we will process bids and have the process completed so as to be able to release purchase orders early in “FY8” to meet the program needs of the first semester.