FISCAL YEAR END DEADLINES 2018 Barb Shafer – Business Services Heather Hanna – Financial Services These Dates are subject to change! Watch for changes on emails or handouts closer to FYE.

Cash Balances All funds must have positive cash balances by June 5, 2018. To verify your fund balance, go to FGITBSR in Banner and put in your fund. **Please note that you do not need to check fund balances on general operating funds (funds beginning with 61xxxx). Please contact Rebecca Emter at x1682 if you have any questions or need additional information.

Expenditure/Revenue/Payroll Corrections: All requests for journal corrections to be made for FY18 should be received in Financial Services office on or before 5:00 PM July 5, 2018. The Finance Expenditure Correction form can be found Online at: http://www.msubillings.edu/FinancialServices/forms/ExpenditureCorrectionRequest.pdf Please contact Rebecca Emter at x1682 if you have any questions or need additional information. All ETF’s for payroll corrections for FY18 should be submitted to Financial Services/Payroll by July 5, 2018.

Warrant Cancellation Any known payment that needs to be canceled should be received in Business Services by 11 AM June 12th in order to get them processed before the state cutoff. Typically department do not need to worry about this deadline. Please contact Business Services for questions

Change Fund Reconciliation Any Department with approved change funds. Reconciliation of those funds is required by June 30th. If you do not have an approved change fund make sure any campus money is deposited by Noon on June 30th.

Cash Deposit/Refunds All cash deposits must be receipted in the Business Services, Cashier window by NOON, Friday June 29th. If deposit is not in by Noon June 30th, Contact Business Services as son as possible.

Invoices/BPA’s/Travel Reimbursements Vendors: All invoices with BPAs (Banner Payment Authorizations) must be received by Business Services, Accounts Payable, by Noon, July 5th. Please process invoices as soon as possible before June 29th; this will greatly reduce “last day” workloads and the number of accruals. Please anticipate your needs early and order accordingly; acquire items only in a reasonable quantity that will be consumed in the current fiscal year.

Purchasing Cards PCARD Transactions: June P-Card Dates ** Purchases Made in June on the PCard are not guaranteed to process in time for FYE closing** June P-Card Dates Last Day to Charge: Thursday, June 21st. See Those Charges in Banner no later than: Monday, June 25th, after 8:15 AM All Charges for this cycle MUST be posted in Banner by:  NOON, Tuesday, June 27th June 13th Month P-Card Dates Last Day to Charge: Friday, June 29th See Those Charges in Banner by: Tuesday, July 3th, after 8:15 AM All Charges for this cycle MUST be posted in Banner by: NOON, Thursday, July 5th 

Accruals Accruals are processed for expenditures to outside sources for which the goods or services were ordered in FY18 but have either not been received or have not been paid. There are two Types of Accruals. A Accrual B Accrual B Accrual - If you have received your good or services before June 30th, but have not been billed or received the invoice. Before sending this expense in for an accrual you must contact the vendor in attempt to receive an invoice to process payments. This applies to all index(s). A Accrual – If your goods or services were not received by Jun 30th . This applies to all expenditures in state accounts over the amount of $1,000. Accruals are for purchases made within the timeframe and deadlines specified. Departments should not rush out to purchase items on the last day of the month and expect the items to be accrued.

Accruals Continued…. It is especially important that you answer the question “Were goods or services received on or before June 30th?” If your answer to this question is “no”, you have an “A” accrual. The goods and services were received ‘A’fter June 30th. “A” accruals will only be recorded for expenditures using General Operating funds, as they are needed only for state budget purposes. “A” accruals will only be processed for purchases greater than $1,000. If your answer to this question is “yes”, you have a “B” accrual, the goods and services were received ‘B’efore June 30th.

Accruals Continued…. If an invoice is not received by June 30th, please use the following guidelines for all departments, regardless of funding source: Purchases valued at less than $1000 will not be accrued. Business Services will automatically review the PO’s and DPO’s on file and research if any need to be accrued. Submit and/or contact Business Services about any outstanding order(s) or payments. Any items received prior to July 1st will be paid if we have an invoice. You must contact Business Services to review any open orders as of June 30th.

Purchase Order/DPO Schedule The following Purchase Order (PO)/DPO cutoff dates have been coordinated with the State Procurement Bureau to synchronize with the processing times and deadlines set by the State of Montana. If you need to make purchase before the end of Fiscal Year 2018 Please Note: All dollar amounts shown represent Total Contract Value (TCV), which includes the value of any potential renewals.   Other than controlled commodities, MSU-Billings Purchasing has the authority to process Requisitions with a total contract value (including renewals and options) up to $150,000.  If the TCV of the PR/DPO exceeds $150,000, we will send a Requisition to the MSU Bozeman Procurement Services for processing.     PURCHASES FOR CURRENT FISCAL YEAR, FY 2017 Purchases exceeding $150,000 will need to go through MSU Bozeman, as MSU Billings cannot spend over this amount within its delegated authority. If you have something of this magnitude on the horizon, please contact Business Services immediately. Other Purchases (valued under $150,000) need to be turned in to Purchasing according to the following timetable to ensure adequate time for bids to be awarded: Procurements that require Competitive Bidding: IFB - Wednesday, April 25th , RFP – Thursday, March 29th Procurements that do not require a competitive process (Sole Source, procurement exempt, etc.): Friday, June 1st Use of competitive bids and all other State requirements must be followed even in this time crunch. Please remember that it is important to comply with the dates established above as the purchasing cycle time may take weeks for competitive bids, including issuance of an Invitation for Bid (IFB), securing bids, getting insurance information and awarding a Purchase Order. For all Purchases over $5000

Future Purchases PURCHASES FOR NEXT FISCAL YEAR FY 2019       PURCHASES FOR NEXT FISCAL YEAR FY 2019 Purchase Order’s/DPO’s involving FY 2019 funds may be sent prior to July 1, 2018; however, the Department must indicate the following on the Purchase Request: NOTE:  THIS IS A JULY FY2018 ORDER.

*** ALL DATES ARE TENATIVE TO CHANGE *** March 29, 2018: Purchases over $5,000 that require Competitive Bidding. RFP March 29th IFB April 27th June 1, 2018: Purchases over $5,000 that do not require Competitive Bidding. June 1, 2018: Technology Equipment Purchases June 5, 2018: Positive Cash Balances June 12, 2018: Warrant Cancellations June 12, 2018: Purchases under $5,000, This will include purchases through eMarket June 12-14, 2018: Copy Room & Print Shop Orders **** June 21, 2018: Credit Card Purchases June 30, 2018: Deposits and Receipts and Change Fund Reconciliation July 5, 2018: Vendor Payments for FY 2018, Accruals, Travel Reimbursements, Expenditure/Revenue/Payroll Corrections, Budget Adjustments. *** ALL DATES ARE TENATIVE TO CHANGE *** Again - These Dates are subject to change! Watch for changes on emails or handouts closer to FYE. March 29th : Purchases over $5,000 that require Competitive Bidding. In order to better serve you, the Purchasing Office needs time to prepare and process the paper work. Purchases over $5,000 that do not require competitive bidding should be submitted no later than June 1st . For Purchases under $5,000, please contact the Purchasing Office no later than June 12th. This will include purchases through e-Market.   June 2nd : Technology Equipment Purchases The deadline date for all technology equipment purchases ordered through IT is June 1st . This includes computer hardware, software, printers, scanners etc. Remember all technology related orders must be approved by MSU Billings IT Department regardless of the dollar amount. All IT requests for quotes must be submitted to IT by May 28th. June 12th-14th: Copy Room & Print Shop Orders The last day to submit a print order that requires additional paper purchases is June 12th. However, orders that use existing inventory will be accepted up to June 22nd for FY18. The last day to order laser or copy paper that is guaranteed to post in 2018 is June 14th. Copies up to the end of June will be recharged in FY18. Inventory for FY 18 begin June 12th. June 21st : Credit Card Purchases The last day for credit card purchases is June 21st. This is the last day to have charges that are guaranteed to post to FY18. Credit cards may be used from June 22nd to June 30th; however, those charges may not post to FY18 budgets and might post to and be applied to next year’s budget. Accounting techs please advise your staff/department of this cut-off date. June 30th : Deposits and Receipts The year-end cut-off for deposits and receipts will be at NOON on June 30th. Deposits must be submitted to the cashier by 11:00 a.m. on that day. Departments with large deposits should have their deposits to the cashier by 11:00 a.m. on June 28th. All Deposit must be made by June 30th, please contact Business Services with questions. June 30th : Change Fund Reconciliation Any Department with approved change funds. Reconciliation of those funds is required by June 30th. If you do not have an approved change fund make sure any campus money is deposited by June 30th. July 5th, 12:00 noon: Vendor Payments for FY 2018: Services rendered and/or supplies received on or before June 30th, are required to be paid in FY 2018. Please submit all completed BPA’s with documentation to the Business Services Offices no later than July 5th. July 5th: Travel Reimbursements All receipts for reimbursement of travel expenses through June 30th, must be received by Business Services as soon as possible after completion of travel, but NO LATER THAN July 5th. Please submit a completed travel expense voucher with the necessary documentation to Business Services. **All FY18 Year End Dates are tentative until final FYE Schedule has been approved. **

Questions Business Services – Jill Brown 657-2151 Financial Services – Heather Hanna 657-1682 Budget Office – Dean Hanson 657-1680