Monthly Archives: June 2020

Fiscal 2020 Year End Close Schedule

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Dear Colleagues,

The Controller’s Office recently issued the 2020 Fiscal Year-End Closing Schedule.  As we approach the fiscal year-end, please keep in mind these important deadlines with regard to purchases and reimbursements.  The full schedule is available at the following site:  2020 Fiscal Year-End Closing Schedule

  • Monday, June 8 – May close
    • buyND purchase requisitions greater than $150,000 must be submitted or communicated to Procurement Services to allow for the bidding process to occur. Check Procurement Services bidding guidelines for more information (http://buy.nd.edu/).
    • Please carefully review year to date activity and contact us if you have any questions. Any corrections should be submitted as soon as possible.
    • Please review encumbrances and contact Accounts Payable (A/P) regarding any encumbrances that need to be closed.
  • Friday, June 12
    • buyND purchase requisitions greater than $10,000, but less than $150,000 must be submitted.
  • Friday, June 19
    • buyND purchase requisitions requiring financial, Risk Management, RSPA, Fixed Asset, and/or Procurement Services approval must be submitted. This deadline will allow for any necessary approvals and ensure that purchase orders are processed by June 30th.
    • Maintenance must receive requests for work orders to ensure they will be charged to FY20.
  • Wednesday, June 24
    • Cut-off for FedEx Office charges for FY20. Charges after June 25th will post to FY21.
    • Tuesday, June 30 – Last business day of fiscal year
    • Last day to process buyND catalog requisitions and purchase orders processed under $10,000 (e.g., Office Depot, GovConnection, VWR, etc.) in FY20. Allow time for workflow approvals.
    • All deposits made on or before June 30th will automatically be credited to FY20.
  • Wednesday, July 1 – New Fiscal Year Begins
    • buyND purchase orders will be placed with new year funds. Submit requisitions for blanket orders.
    • Deposits should be posted via the Financial Toolkit with an FY21 posting date. If you wish to accrue the revenue to FY20, please contact Chuck Pope for assistance.
  • Monday, July 6
    • Financial Toolkit payment requests for FY20 must be submitted, approved and received in A/P by 5 PM.
    • travelND expense reports for FY20 must be submitted, approved, and received in A/P by 5 PM.
    • buyND “receipts” for FY20 must be entered by departments by 5 PM.
    • Procard statement reports for FY20 must be submitted and approved by 5 PM.
  • Thursday, July 9 – 1st Close
    • All A/P transactions for FY20 processing done by end of day.
    • Journal Entries must have a June posting date and approved in the Financial Toolkit by NOON for 1st close processing.
    • These entries should represent normal month-end closing entries. All charges / entries impacting other units should be submitted.
  • Wednesday, July 15 – campus final close
    • Journal Entries approved in the Financial Toolkit by 5:00 PM for FY20 processing

Only adjustments and corrections should be submitted in this close.

Thank you for continuing to limit non-essential expenses!

If you have any questions or concerns, please feel free to reach out to me or Rachel Parks.

All the best,

Geoff

Entering and Exiting Grace and Flanner Halls

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We, Risk Management & Safety, Maintenance, and Building Services, are implementing a change to the Grace and Flanner Halls’ dock areas. Currently, the exterior doors leading into the dock are open during normal business hours while the interior doors always remain open. Effective June 5, 2020, access to the dock areas will be restricted at all times.

While we realize that many people have historically used the dock as an entrance/exit, these areas were not intended to be used in this manner. Rather, the docks were designed to allow service organizations an unimpeded area to conduct tasks such as making deliveries and removing trash. Trucks making deliveries and pickups at the docks throughout the day pose hazards to foot traffic. Unrestricted access has also, at many times, resulted in the docks being improperly used as equipment, trash, or unwanted item storage area. The resulting clutter creates unsafe conditions for both those working there and those using the areas as a pathway to the building.

We understand that this change may feel inconvenient, but our employees’ safety remains our utmost concern and we appreciate your support.

Thank you,

Mary Beth Greendonner
Associate Director, Risk Management & Safety