Note: Dates to be determined: Roll process for 9 month faculty will be announced and coordinated seperately by the Provost's office. New 9 month faculty should be sent as per the Processing and Records submission schedule.

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Deadline
Date Area of Responsibility Item Funds Affected

May 4 Through July 1

Processing & Records/Student Employment

Please do not submit any EPAF's that are effective after July 1st until after the fiscal year roll date on June 29th.  EPAF's effective any day through July 1st can be submitted.   

• All Funds

May 6

Purchasing

All requisitions for all funds that require bidding (over $75,000) must be received in Purchasing.

• All Funds

May 11

Processing & Records

All summer faculty line and adjunct faculty contracts for Summer B term must be in Human Resources/Processing and Records. This Summer we will be using alphanumeric suffixes DEF. Faculty line will be DO, EO, FO. Summer Adjunct OPS should not have any zeros in their suffixes: D1, E1, F1, F2 etc.

• E&G, C&G

• Ath

May 11

Processing & Records

Superseding contracts affecting labor redistribution moving of dollars must be received in Human Resources / Processing & Records.

• All Funds

May 15

Processing & Records

All current acting, interim, and visiting assignments (including 12 month faculty) that end on June 30th 2011 that will continue for the new fiscal year 2011-2012 should be received in Processing and Records by May 15th (due to heavy volume), but no later than May 24th, per the submission schedule. (These should not be completed via EPAF). These assignments have to be done manually because they will not roll automatically on July 1st. Please note that this does not include 9 month faculty. All other assignments that end on June 30th may be processed using EPAF. However, if you are processing them manually because you are not set up for EPAF, PAF must be received no later than by May 24, 2011 .

• All Funds

May 17

Purchasing

Blanket Requisitions for annual maintenance and support for the period July 1, 2011 through June 30, 2012 should be submitted to Purchasing.

• All Funds

May 15

Processing & Records

NOTICE TO ALL DEPARTMENTS: June 17th is the last pay date in the current fiscal year (2010-2011). Any assignment beyond June 10, 2011 will be paid in the next fiscal year (2011-2012). ANY ASSIGNMENT EFFECTIVE BEYOND JUNE 10, 2011 WILL BE HELD AND PROCESSED AFTER JULY 1, 2011.

• All Funds

May 24

Processing & Records/Classification and Compensation

All PAF's for reclassifications and salary increases must be received in Processing and Records by May 24th for an effective date prior to July 1st. Those received after May 24th must have an effective date after July 1st.

• All Funds

May 24

Processing and Records

All written PAF's for lump sums must be received in Processing and Records, with all required signatures, by May 24th to be processed in the current fiscal year.

• All Funds

June 3

Purchasing

All requisitions for non-bid items and all change order requests must be received in the Purchasing Office and will be processed based on availablility of funds. Requisitions received after this date may be charged to the FY 2011-2012 budget.

• All Funds

June 7

Processing & Records

Deadline for EPAF users to have their lump sum assignments approved by all, for payment on June 17th.

• All Funds

June 14

Business Services

All orders for Departmental Copy Cards must be complete. Requests received after this date will be charged to the FY 2011-2012 budget. All charges will be recorded by June 13, 2011.

• All Funds

June 15

Human Resources/Deb Brooks

All new perquisite forms and spreadsheets for existing perquisites for fiscal year 2011-2012 must be received.

• All Funds

June 22

Budget Office/Sponsored Programs

Last day for processing budget transfers for 2010-2011 please make sure that all budget transfers are completed and approved. Any budget transfer that is suspended (incomplete or not approved) by June 28 will be deleted from Banner.

• All Funds

June 21

Controller's Office

Last day to submit cash advances for travel (up to June 30) occurring within the fiscal year 2011. If the majority of the travel occurs in the next fiscal year (2012), cash advance disbursements will be transacted in that appropriate fiscal year.

• All Funds

June 20

Controller's Office/Payroll

All manual payroll check requests for the pay period ending 6/10/11 must be submitted by Noon to the Controller's Office. There will be NO manual checks for Pay #13.

• All Funds

June 28

Controller's Office/Payroll

All payroll disbursements (ACH only) to be cancelled for Payrolls 1 through 13 must be submitted to the Payroll Office by NOON.

• All Funds

June 29th midnight

HR/Payroll/Budget

At midnight on Wed, June 29th we will process the HR/Payroll rolls and upload operating budgets. This is anticipated to be completed by 8am on Thursday, June 30th.

• All Funds

June 30

Controller's Office

Manual reimbursements requests for travel completed through June 30, 2011 must be received and time stamped by the Controller's Office no later than 5pm. Travel not encumbered, completed and posted by June 30, 2011 will be charged to fiscal year 2012 funds.

• All Funds

June 30

Controller's Office

All pCard purchases must be purchased, invoiced (no later than 2:00pm) and received by June 30, 2011 (end of business day) in order to post to fiscal year 2011. This can include walk-in Office Depot transactions. The pCard module will be open July 1 & July 2 for posting of such transactions. This is waiving the 10 day policy.

• All Funds

June 30

Controller's Office

Last day for processing cashier's batch transaction. Deposits made after 5pm this day will show in July.

• All Funds

June 30 Controller's Office Goods must be received in Central Receiving in order to be matched in FABMATC and paid from FY11 funds

• All Funds

July 1

Ethics Commission/Human Resources

Financial Disclosure statements must be returned by those employees that receive them to the Commission on Ethics no later than July 1st.

• All Funds - only positions previously designated

July 8

Controllers Office

All Journal Entry Forms for the remainder of the fiscal year (2010-2011) must be received in the Controller's office by 5pm.

• All Funds

July 8

Controllers Office

All Check Requests/Stipends for the remainder of the fiscal year (2010-2011) must be received in the Controller's Office by 5pm.

• All Funds

July 14

NOON

Controllers Office/Payroll

All labor redistributions for pay 1 through 13 for calendar year 2011 must be submitted online through Labor Redistribution module in Self Service using a 6/30/11 date.

• All Funds

August 1, 5am

Controllers Office

This is the last day to submit electronic travel encumbrance or reimbursement postings for travel against the 2011 fiscal year budget.  All electronic travel forms (TA/TR forms) with a report date of June 30 or earlier will be returned for correction so that the report date may be modified to reflect a fiscal year 2012 transaction date.

• All Funds

August 5, 5am Controllers Office Roll GL Balance Sheet Balances.

• All Funds

August 6, 5am Purchasing
Roll encumbrances for all funds

• All Funds

August 6, 5am Research Accounting Roll Budgets for Grants and Construction

• All Funds