1. Dave Casavant Stacey Clifton Joyce Kaplan
Accounts Payable/Reimbursements and Card Services Fiscal Year End Processing
Dave Casavant
Stacey Clifton
Joyce Kaplan

2. FY16 Accounts Payable Deadlines
Initial Accounts Payable Cut-off – Friday, June 24th at Noon
FY’16 invoices submitted by Friday, June 24th will be posted to the General Ledger by COB, Thursday, June 30th*. Data will be available to Tubs on Friday morning, July 1st in HDW
Issue identifying early payment discounts (Contact UIS helpdesk at to open a ticket with FSS)
Reporting questions (Contact UIS helpdesk at to open a ticket with the OBI reporting team)
Final FY’16 Invoice Submission Date – Thursday, July 7th 5:00 PM
All FY’16 invoices that physically arrive in AP by July 7th will be posted by 3:30pm Monday, July 11th*
Data will be available to Tubs on Tuesday morning, July 12th in HDW
Final opportunity to release Price and Quantity holds – must by Noon, July 11th
Receiving – must enter receipt by Noon on July 11th
FY17 processing – Begins July 12th 2

3. Year-End Accounts Payable Processing
Paper Invoices
Invoice Received
via PO Box
Invoice Dropped Off at AP or arrives in AP by interoffice
Before Noon June 24th
Entered in FY’16 by June 30th*
After Noon June 24th - 5:00pm July 7th
Invoice Date ≤ June 30th will be entered in FY16*
Invoice Date > June 30th  held until July 12th and entered in FY17
Entered in FY16*
FY17 invoices should be held locally and sent to AP after July 9th
After 5:00 pm July 7nd
Entered in FY17 after July 12th
Electronic Invoices
Vendor Transmitted June 30 or earlier
Vendor Transmitted July 1st or later
Entered in FY16*
Entered in FY17
*Assumes invoices have not gone on hold. Invoices not released from hold by July 8th will post to FY17

4. Purchasing Cards Sweeps
Originally scheduled June 30th
Moved to Wednesday, June 29th at 3 PM
Transactions between June 10th – June 16th
Posted to FY16
Originally scheduled July 7th
Moved to Thursday, June 30th at 3 PM
Transactions between June 17th – June 23rd
Originally scheduled July 14th
Moved to Thursday, July 7th at 3 PM
Transactions between June 24th – June 30th
All Sweeps after July 7th will be posted to FY17. The date transactions are loaded into the settlement system is not the same as the transaction date. It is difficult to determine the final day users can make P Card purchases and guarantee that those transactions will be Swept in FY16 as the posting is dependent on the merchant. 4

5. Travel and Reimbursement – Posting FY16
June 10th - 5PM
Web Voucher TAF must be approved and ticketed
June 17th- 5PM
Web Reimbursements with advance settlements
June 24th - 5PM
Final cut-off for all Web Reimbursements - must be approved in the system and paperwork received in RCS
June 29th - 5PM
Concur – submitted and approved

6. Year End Notes
Critical invoices that need to be processed/paid during the first week in July for FY17 expenses should be directed to Dave Casavant (5-9644) or Joyce Kaplan (5-4182).
Invoices that remain on hold for the final Accounts Payable close in June will be “swept” into July and become FY17 expenses. Departments can create a journal entry to accrue these expenses.
If you physically received goods and services in FY’16, make sure they are received electronically in HCOM. Failure to receive will result in a hold and if not released by July 11th, posted to FY17

7. ◄ May 2016
June 2016
July 2016 ►
Sun
Mon
Tue
Wed
Thu
Fri
Sat 1 2 3 4 5 6 7 8 9 10
WV TAF must be approved and ticketed by 5pm to be included in FY 16 11 12 13 14 15 16 17
Cut off for WR(with unused advance amounts,) due by 5pm 18 19 20 21 22
Final day for vendor set up 5pm 23 24
First A/P cutoff at Noon.
Final WR cut off at 5pm 25 26 27
Final day for FY16 Special Handling 5pm 28 29
6-30 Pcard sweep rescheduled to 6-29
Transactions between 6-10 and 6-16.
Concur transactions submitted and approved by 5p.m. 30
All A/P items from 6-24 cut off in A/P system.
7-7 Pcard sweep rescheduled to 6-30 Transactions between 6-17 and 6-23.
Notes:
* The date for transactions loaded into the Pcard settlement system is not the same as the transaction date. There is no way to determine a final
day on which users can make Pcard purchases and assure that those transactions will be swept into this fiscal year since timing is depend ant upon
vendors and other factors.

8. July 2016 31 Notes: Sun Mon Tue Wed Thu Fri Sat
◄ June 2016
July 2016
August 2016 ►
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1 A/P Data through 6-24 in HDW 2 3 4
 HOLIDAY 5 6 7
Final A/P cut off 5pm
7-14 Pcard sweep rescheduled Transaction between 6-24 and 6-30. 8 9 10 11
A/P Final close at 3:30pm 12
All FY A/P data available in HDW 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Notes:
* The date for transactions loaded into the Pcard settlement system is not the same as the transaction date. There is no way to determine a final
day on which users can make Pcard purchases and assure that those transactions will be swept into this fiscal year since timing is depend ant upon
vendors and other factors.