William & Mary

FY18 Year End Closing

Summary

2018 Fiscal Year End Deadlines

Full Description

The closing schedule includes deadline dates for Procurement and Financial Operations.

You will note that some dates apply to all departments while others may only apply to a few specified departments. Your cooperation in adhering to these dates will enable us to comply with all State regulations and appropriately expend the remaining Fiscal Year 2018 funds allocated to the College and VIMS.

Documents received by the deadline dates noted below will be processed in the 2018 Fiscal Year, within the constraints of cash availability.

Regardless of these deadline dates, please continue to systematically submit ALL documents as we will continue to process transactions in the normal operational manner as time and cash balances permit. Departments should continue to process vendor payments, in a timely manner, to the Accounts Payable office throughout the month of June to ensure compliance with the Prompt Payment Act.

If transactions submitted during June are intended for Fiscal Year 2019 processing, please indicate "FY19" clearly on the documents.


DEADLINE

TRANSACTION TYPE

CONTACT

Friday

23-Feb-2018

5:00 p.m.
 (See Procurement Notes:1, 2, 3 &4)

W&M and VIMS
Requisitions for non-contract goods, services, and equipment (including ETF),

exceeding $50,000,where RFP is required

Procurement
[[eabaker01, Erma Baker]],
W&M x13954

Monday

02-Apr-2018

5:00 p.m.
(See Procurement Notes: 2, 3, & 4)

W&M and VIMS

Requisitions of non-contract goods,
services, and equipment (including ETF)
less than $50,000

Procurement
[[eabaker01, Erma Baker]],
W&M x13954

Monday

16-Apr-2018

5:00 p.m.
(See Procurement Notes: 2, 3, & 4)

W&M and VIMS

Requisitions for contracted goods
and services, up to and over $50,000. 
(Vendor lead time will be a factor)

Procurement
[[eabaker01, Erma Baker]],
W&M x13954

Monday

14-May-2018
5:00 p.m.

W&M and VIMS
Moving & Relocation
Vouchers

Travel
[[lmjarvis, LaDonna Jarvis]],
W&M x12836

Friday

08-Jun-2018

5:00 p.m.
(See Procurement Note 5)

W&M and VIMS
BOA VISA Small Purchase
Charge Card Purchases

Procurement
[[maaustin, Marra Austin]],
W&M x17636

Friday

08-Jun-2018
5:00 p.m.

VIMS
Vendor Payments

Accounts Payable
[[dewash, Denise Berry]],
VIMS x7034

Friday

08-Jun-2018
5:00 p.m.

W&M
Vendor Payments

Accounts Payable
[[albrown, Amber Brown]],
W&M x12838

Friday

08-Jun-2018
5:00 p.m.

 W&M and VIMS
Paper Submitted Travel Vouchers

Travel
[[lmjarvis, LaDonna Jarvis]],
W&M x12836

Saturday

09-Jun-2018

6:00 p.m.

W&M and VIMS

Banner Payroll

Hourly and Student Employees

Time Sheets

Pay Period 11: 05/16/18 - 05/31/18

Supervisor's Approval

Monday

11-Jun-2018

10:00 a.m.

Payroll

W&M x12848

Saturday

09-Jun-2018

6:00 p.m.

W&M and VIMS

Banner Payroll

Salaried Employees

Time Sheets

Pay Period 11: 05/28/18 - 06/09/18

Supervisor's Approval

Monday

11-Jun-2018

10:00 a.m.

Payroll

W&M x12848

Wednesday
13-Jun-2018
2:00 p.m.

VIMS Payroll Redistributions

VIMS Office of Finance

[[skpits, Suzanne Pitsillides]],

VIMS x7036

Wednesday
13-Jun-2018
2:00 p.m.

W&M Payroll Redistributions

Data Control
[[sdberr, Sherry Joyner]],
W&M x12835

[[zjli, Joey Wermer]],
W&M x12847

[[jocoriano, Jawaly Coriano]],
W&M x11263

Wednesday

13-Jun-2018
5:00 p.m.

 W&M and VIMS
Chrome River Travel Transactions

Travel
[[lmjarvis, LaDonna Jarvis]],
W&M x12836

Monday

18-Jun-2018

5:00 p.m.

 

W&M and VIMS

Transfer Invoices

Journal Vouchers/JV Fuploads

Data Control
[[sdberr, Sherry Joyner]],
W&M x12835

[[zjli, Joey Wermer]],
W&M x12847

[[jocoriano, Jawaly Coriano]],
W&M x11263


W&M OSP

[[jalope, Jane Lopez]],
W&M x13965


VIMS Office of Finance

[[skpits, Suzanne Pitsillides]],

VIMS x7036

Friday
22-Jun-2018
4:00 p.m.

W&M and VIMS 
Deposit Transmittals

Final FY2018 Deposit Activity

Cashiering
[[txlock, Terri Jarrell]],
W&M x11227

[[ptlewis, Paulette Topping]],
VIMS x7040

**PROCUREMENT NOTES:

NOTE 1:  Depending on complexity of goods and services sought, a formal solicitation process is typically a 120 day execution, and may not be possible in the current fiscal year.

NOTE 2: Any purchase request submitted after these dates, or where vendor lead time is a factor, may not allow enough time to review, execute, and receive the item in time for it to be included in FY18 processing.

Purchase orders created in eVA for delivery and/or payment in the next fiscal year, FY 2019, should have the appropriate fiscal year selected when creating an eVA Purchase Requisition (PR) and should include a line item level comment that clearly states for the vendor’s benefit that budget for payment is not available until July 1 and delivery should be made on or after that date.  A Purchase Order with FY19 designated will immediately transmit to the vendor; however, the budget encumbrance will go into a holding table until July 1, 2018 after which FY19 PO’s will be completed in Banner for encumbrance against the new fiscal year.

NOTE 3: Equipment Trust Fund (ETF) purchase items and system components must be received and paid in full by the university before a reimbursement request is submitted to SCHEV for processing. All ETF purchases should be processed through Procurement and follow year-end deadlines.

NOTE 4:  Requisitions of any dollar value submitted later than the stated cut-off dates must identify the fiscal year for which the purchase is intended.

NOTE 5:  Purchases made using the Bank of America VISA Small Purchase Charge Card (SPCC) should be processed by the vendor by June 8, 2018 to be sure the transaction posts to your card account by the close of the June 15th VISA  billing cycle. Allowing additional processing time for these purchases will ensure that orders placed through June 8th will be included on the June statement if the items ordered are available for immediate shipment.  The processing date for charge card transactions is dependent upon the merchant’s accounting practices and could take anywhere from 1 to 4 days for the  transaction to post and be included in your June statement.

**

We understand there may be situations that require an exception to this schedule. Please contact the individuals listed above, based on document type, in order to accommodate any necessary adjustments.

Thank you in advance for your efforts in meeting these deadlines.