Fiscal Year End Tips & Reminders

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 purchasing@gvsu.edu with your request or any questions.

Self-Service Banner

  1. Log in to Self-Service Banner, select Encumbrance Query under the Finance tab
  2. Enter fiscal year 2019, fiscal period 12
  3. Encumbrance Status – Open; commitment type – All
  4. Chart of Accounts – G
  5. 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%.

Banner Admin

** Use this option if you already know the PO numbers of the purchase orders you are reviewing

  1. Go to: FGIENCD. Type in your PO# (with the P) in the Encumbrance box at the top of the screen. Click Go.
  2. Arrow down/up if your PO has multiple FOAPs. Next block.
  3. Look at the remaining balance for each FOAP

Requisition Deadlines

June 14, 2019

Last day to submit requisitions and Tech Supply orders for FY 2018-2019

The requisition creation form in Banner Admin (FPAREQN) will be closed on Friday, June 14 at 5:00PM and will reopen on Monday, July 1, 2019. If you have requisitions that need to be created in this time frame, please complete them prior to June 14 at 5:00PM. You will not be able to create any requisitions between June 14 at 5:00PM and July 1, 2019.

All Tech Supply orders must be submitted to techsupply@gvsu.edu no later than 12:00pm noon on June 14, 2019.

Reminders:

  • All purchases totaling $5,000 or more require a requisition
  • Any payment to an individual (honorarium or invoice) regardless of amount, requires a requisition

June 21, 2019

Last day to approve requisitions for FY 2018-2019

 

All requisitions must be approved in Self-Service Banner and all supporting documentation must be received by the Procurement Services Office by June 21, 2019 at 5:00PM in order to be processed in the 2018-2019 fiscal year. If requisitions are not approved or backup documentation is not received, the requisitions will be processed in the 2019-2020 Fiscal Year after July 1, 2019.

July 1, 2019

Requisitions reopen for FY 2019-2020

 

The requisition creation form in Banner Admin (FPAREQN) will reopen at 8:00am on Monday, July 1, 2019. All requisitions submitted on or after this date will be processed in the 2019-2020 fiscal year against your new year budget. 


Purchasing Card

Purchasing card transactions that post to your account in Smart Data by June 30 will be charged to FY 2018-2019. Transactions that post July 1 or later will be charged to FY 2019-2020.

Most transactions usually post within one or two days following the transaction, however there can be delays to the posting caused by back orders or if the merchant waits to ship before charging the card.

Cardholders will have through July 5 to complete any purchasing card FOAP reallocations in Smart Data.


Office Depot

Generally, Office Depot orders that have been received/fulfilled by June 29 will be charged to FY 2018-2019. Orders that are fulfilled on June 30 or later will charge to FY 2019-2020.

When ordering, please pay attention to the estimated delivery that is displayed on each item's page. Although this is an estimate and is subject to change, it should still be helpful in determining when your item will ship and when you will be billed for it.

Note: Office Depot recommends ordering no later than June 25 to make sure the orders are charged to FY 2018-2019. However, delays in invoicing may occur and Office Depot cannot guarantee that any orders placed late June will be billed in time to charge to FY 2018-2019. Please plan ahead and place any Office Depot orders at the beginning of June to ensure the charges are applied to FY 2018-2019.

If you have any questions, please contact Heather White (whitheat@gvsu.edu)


Invoices (Accounts Payable)

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.

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.

 

Comments


Transfer Requests (Accounting)

Please make sure that you are completing your transfer requests in both the Finalizing and Approval queues in OnBase in a timely manner for year-end processing.

For some helpful tips on transfer requests, visit our Transfer Request FAQ page, or consult one of the User Guides under OnBase Resources.

If you have any questions, please contact Terra Muckenthaler at muckente@gvsu.edu or x18118.




Page last modified May 20, 2019