Fiscal Year End
All technology supply orders for fiscal year 2022-2023 must be submitted to [email protected] no later than 12:00 p.m./noon on Wednesday, June 21, 2023.
Anything ordered before Wednesday, June 21st at noon will be billed to the current 2022-2023 fiscal year. Orders for fiscal year 2023-2024 will be accepted on July 5th, 2023.
Please visit the Technology Acquisition website for guidelines and policies.
The requisition creation form in Banner Admin (FPAREQN) will be closed on Wednesday, June 21 at 5:00 p.m. and will reopen on Monday, July 3, 2023. All requisitions for fiscal year 2022-2023 must be submitted by June 21. Only new year requisitions should be submitted on or after July 3.
- All purchases totaling $5,000 or more require a requisition
- Any payment to an individual (honorarium or invoice) regardless of amount, requires a requisition
All requisitions must be approved in Self-Service Banner and all supporting documentation must be received by the Procurement Services Office by June 23, 2023 at 5:00 p.m. in order to be processed in the 2022-2023 fiscal year. If requisitions are not approved or backup documentation is not received, the requisitions will be processed in the 2023-2024 Fiscal Year after July 3, 2023.
The requisition creation form in Banner Admin (FPAREQN) will reopen at 8:00 a.m. on Monday, July 3, 2023. All requisitions submitted on or after this date will be processed in the 2023-2024 fiscal year against your new year budget.
As our Fiscal Year end approaches, we ask that you be proactive about reviewing the remaining encumbrances on your department’s existing Purchase Orders. This can be done in either Self-Service Banner or Banner Admin (instructions below).
If you are absolutely certain a vendor listed has been paid in full for items purchased on the PO in question, you can request that the PO be closed or reduced and the remaining encumbrance will be released back into your budget.
Remaining balances on a PO could be a result of:
- The invoice(s) being less than the PO total
- The invoice(s) being direct paid*
- *The PO number was not referenced on the invoice or indicated by the department, so the invoice was paid without applying to the PO
- Common in payments totaling less than $5,000 payable to a company
- Change(s) in the original order
- Discount(s) not being reflected in the purchase order
- Error in shipping or billing by the vendor
Contact Procurement Services at [email protected] with your request or any questions.
- Log in to Self-Service Banner, select Encumbrance Query under the Finance tab
- Enter fiscal year 2023, fiscal period 12
- Encumbrance Status – Open; commitment type – All
- Chart of Accounts – G
- Enter org code (fund code and program code are not necessary here), submit query
The results will show you which purchase orders have not yet paid the full 100%.
** Use this option if you already know the PO numbers of the purchase orders you are reviewing
- Go to: FGIENCD. Type in your PO# (with the P) in the Encumbrance box at the top of the screen. Click Go.
- Arrow down/up if your PO has multiple FOAPs. Next block.
- Look at the remaining balance for each FOAP
Please make sure to check your Concur account frequently for any outstanding transactions (lodge card, pcard, declining balance card) and reconcile everything available on your expenses list. Please note that you do not need to wait until your trip has concluded to reconcile any expenses relating to that trip.
June 16, 2023
Deadline to submit and approve expense reports containing expenses from May 2023 or older.
July 7, 2023
Deadline to submit and approve expense reports containing expenses from June 2023. Due to possible delays in processing at year end, we encourage you to submit transactions received in June by June 30. If you have June pcard transactions that post to your Concur account after June 30, you can submit your expense report as late as July 7, 2023.
July 17, 2023
Expense reports containing July transactions will not be allowed to be submitted until July 17 or later.
(Including Amazon Business & Office Depot)
Cardholders will need to make sure expense reports in Concur are submitted and approved by the Concur dates listed above. Any transactions that post to your account after the deadlines can be put on next month's report.
Most transactions usually post within two or three days following the transaction date, however there can be delays to the posting caused by back orders or if the merchant waits to ship before charging the card. We recommend placing all of your orders by June 16 in order to avoid delays in shipping that might cause transactions to post to your Concur account too late to be included in your 2022-2023 expense report.
Amazon Business and Office Depot will charge your pcard when your order ships. Most items ordered through Amazon and Office Depot have 2-day shipping, however shipping could be delayed due to back-ordered items or special circumstances, and we cannot guarantee that any orders placed late June will post to your pcard account in time. Please plan ahead to get as many of your orders placed in early June as possible, as we are not able to retroactively change the fiscal year that your pcard transactions post to.
Invoices & Check Requests
Contact Accounts Payable x18010 with any questions about invoice payments.
Please make sure to approve your invoices in OnBase in a timely manner to ensure they are processed in the correct fiscal year. Invoices need to be approved by July 7 in order to be charged to fiscal year 2022-2023. Any invoices approved after July 7 will be charged to fiscal year 2023-2024.
If you are approving an invoice in OnBase and would like to pick up the check, please indicate that request in the Comments field at the bottom of the Department Voucher (even if that information was provided on the requisition/PO). Accounts Payable will only see this request if it is submitted on the Department Voucher for your invoice.
Transfer Requests (Accounting)
Requests must be completed on both sides of the transfer, approved and submitted to Accounting by July 10, 2023 to be processed in the 2022-2023 fiscal year.
Correcting entries can only be made within your department FOAPs and cannot charge another department.