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YEAR-END: Critical Date (see description)

Event Type
Jul 12, 2013  
Originating Calendar
All Campuses - Finance,Year-End, Month-End Events and Deadlines

All FY13 transactions routed to approval queues, including general ledger and accounts payable transactions, must be approved by 5:00 p.m. to appear on FY13 statements.

All P-Card and T-Card transactions with a transaction date of June 30, 2013, or earlier must be reconciled and approved by 5:00 p.m. in order to post to FY13.  Any unapproved P-Card transactions using an FY13 state fund code will have the fund code changed automatically to the FY14 state fund code ending in 14.

All receiving reports required for FY13 purchase orders must be completed in Banner by 5:00 p.m. in order for the transactions to appear on FY13 statements.  Receiving reports completed after this date for FY13 orders will cause the transactions to post in FY14.

All iBuy departmental approval queues must be cleared out before the July 13 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.

Last day to process general ledger and accounts payable feeder system transactions into FY13.  Users are strongly encouraged to process earlier if possible.

Last day to process adjustments to encumbrances in FY13.  After encumbrances roll into FY14, Banner does not allow users to adjust these rolled encumbrances in FY13.

All journal vouchers payable from FY13 funds (including stores/service transactions chargeable to FY13 state funds) must be entered into Banner by 5:00 p.m.  Users attempting to enter journal vouchers after this deadline will be unable to complete the journal vouchers because of Banner year-end security.  Special arrangements should be made with UAFR – University Accounting Services if FY13 journal vouchers need to be processed in Banner after July 12.  No labor redistributions to or from FY13 state funds can be processed in FY14.

All FY13 journal vouchers using capital asset (equipment/construction) account codes must be submitted to Banner by 5:00 p.m.  Any subsequent transactions using these codes must be reviewed with UAFR - University Property Accounting and Reporting.

Equipment acquired with FY13 funds must have associated acquisition attributes entered into FABweb and submitted to UAFR – University Property Accounting and Reporting by 5:00 p.m.

FY13 general encumbrances for petty cash and travel expenditures incurred, but not reimbursed must be posted by the department by 5:00 p.m.  When possible, vouchers to reimburse these expenditures should be processed instead of recording encumbrances.  General encumbrances for contractual services, such as honoraria, leases or other contractual agreements, must be posted by 5:00 p.m. See more details in Section F under item 2b, Contracts and Other Non-Purchase Order Encumbrances.

All FY13 expenditures for State of Illinois sponsored projects (funds 560000 through 599999) that require June 30 billings and reports must be processed by 5:00 p.m.

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