1. UTA Business Affairs https://www.uta.edu/business-affairs/
Year-End Prep All dates contained herein are current best estimates. Any changes will be communicated as needed in an official campus communication.
UTA Business Affairs

2. Rolling a PO Forward
“Rolling” is the PeopleSoft/UTShare terminology for moving an open encumbrance from the current Fiscal Year into the coming Fiscal Year. Why needed? When all payments will NOT be completed in the current fiscal year (by 8/31/18).

3. Closing PO’s
Whenever all activity is complete on a PO (e.g. there will be no more receipts or payments), the PO should be closed. This serves two purposes:
Releases any remaining encumbrances back to the Cost Center(s) or Project(s)
Clears them out of the system so there are fewer transactions to process at Year End.

4. Closing PO’s (con’t)
Procurement is monitoring PO’s monthly and contacting departments regarding PO’s that appear they may be ready for closure. However, departments should also be using the various reports and queries available in UTShare to monitor their own Cost Centers, Projects and Budgets.

5. Canceling Travel Authorizations
Travel and Expense reviews each month approved Travel Authorizations that have not been linked to an Expense Report. If the travel dates on the Travel Authorization are 90 days and older since the last day of travel, they are canceled. The creator is notified of the cancelation. If an Expense Report needs to be processed for one of these Travel Authorizations, it will require an Exception.

6. Canceling Travel Authorizations (con’t)
Canceling a Travel Authorization will:
Release any encumbrance
Close the document
The cancelation process is permanent.

7. Rolling a Travel Authorization
As with PO’s, “rolling” is the PeopleSoft/UTShare terminology for moving an open encumbrance from the current Fiscal Year into the coming Fiscal Year. Why needed? When all reimbursements will NOT be completed in the current fiscal year (by 8/31/18).

8. Rolling Over Travel Authorization (con’t)
Travel Authorization lines are disencumbered in the current year and re-encumbered in the new Fiscal Year.

9. Updating Budget and Accounting Dates On Expense Reports
Outstanding Expense Reports that have not been completely approved have their budget and accounting dates updated by UTShared Information Services (UTSIS). At this time, the budget and accounting dates are changed September 1st. If Travel Authorization is associated with an Expense Report, those dates are updated as well.

10. Updating Budget and Accounting Dates On Expense Reports (cont.)
Once UTSIS completes the update, Travel and Expense re-budget checks all the documents that had previously been budget checked in order for processing to continue.

11. Updating Budget and Accounting Dates On Vouchers
Disbursements will update all budget and accounting dates on all outstanding vouchers to September 1st. If the voucher was budget checked prior to the update, it will be re-budget checked in order for processing to continue.

12. End-Of-Year Deadlines May - July
Mid July
Early May
End of May
Early July

13. Preparation for End-Of-Year 2018
Early May
Preparation for End-Of-Year 2018
Procurement will notify departments of blanket orders ending 8/31. Departments will need to respond in one of the following ways:
If there are renewals remaining, do we wish to renew?
Still involves quite a bit of activity between Buyer, Vendor and Department
If there are no renewals remaining then department must review and modify the scope of work/requirements (if needed) and a new competitive solicitation issued. 1

14. Early May (cont.)
- Department must provide cost center information for each order so that Budgets can create a “dummy” budget in coming fiscal so a requisition can be entered with a budget date of 9/1/2018. Procurement will provide a spreadsheet.
Dollar amount is not relevant. All Blanket POs that start 9/1/18 must be accounted for.
This is important in order to allow scheduling of workload and time for competitive solicitations where needed.

15. End of May
Departments must submit their responses to Procurement by 5/31 regarding all Blanket Purchase Orders and their associated cost centers that need to be in effect 9/1. 1

16. Early July Existing Purchase Orders in UTShare:
Any PO for the current Fiscal Year that has any encumbrance remaining must be addressed as part of year end. The first notice from Procurement will be sent to departments in the early part of July. You must respond with one of the following:
“Roll” the PO forward (into the coming fiscal year), or
“Close” the PO (all activity is complete) 1

17. Mid July
Requisitions for Current FY orders that are $15,000 are greater must be approved and sourced to a Purchase Order by 7/13. - This is critical to ensure that the Procurement process can be completed and PO issued prior to 8/31. Requisitions exceeding $15,000 sourced to a PO after this date will be cancelled and returned to the department. Requisitions can be re-entered after 9/1. 1

18. Deadlines 7/29 – 8/4 8/12 – 8/18 8/19 – 8/25 8/26 – 8/31
New Fiscal Year

19. UTA Flow Forms for Monthly Payroll
Week of 7/29
Travel & Expense
Continues canceling Travel Authorizations that are 90 days past the last day of travel.
Vouchers
PO Vouchers - Will continue to focus on processing PO vouchers and processing payment prior to the published deadline of August 23.
Procurement
Procurement will departments with list of all PO’s with a remaining encumbrance and request direction to either roll or close.
Budgets
Cost Center deficit balances must be taken care of and positive balances reported Friday, August 3 2
Payroll
UTA Flow Forms for Monthly Payroll
TBD 1

20. Requisitions – Current FY
Week of 8/12
Travel & Expense
Continues canceling Travel Authorizations that are 90 days past the last day of travel.
Vouchers
PO Vouchers - Will continue to focus on processing PO vouchers and processing payment prior to the published deadline of August 23.
Procurement
Requisitions – Current FY
August 17 is the last day to submit fully approved requisitions totaling less than $15,000 for FY and last day for Mav eShop orders. 2 1

21. Accounting Corrections
Week of 8/19
Travel & Expense
Expense Reports
August 22 is the last day to submit fully approved Expense Reports to be included in the final check run dated 8/31.
Vouchers
PO Payment Vouchers
August 23 is the last day to process and submit PO Vouchers to be included in the AP check run dated 8/31.
Budgets
Last day to submit fully approved position funding changes for FY18 Friday, August 24. 2
Accounting
Accounting Corrections
Date TBD 1

22. Week of 8/26
Travel & Expense
Rolling of Travel Authorizations ends August 30. Errors are addressed. Outstanding Expense Reports identified and made available for budget/accounting date updates via request to UTShared Information Services (UTSIS).
Vouchers
Disbursements will be strictly processing Non-PO Vouchers to be included in the current fiscal year. Final check run 8/31/18, noon.
Procurement
All POs not previously rolled or closed must be rolled by close of business, August 31. 2
Continued
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23. Week of 8/26 (cont.)
Budgets
Last day to submit fully approved budget transfers for FY18 Monday, August 27.
Balance forward “estimated” entries will be posted by Friday, August 31.
(FY19 Budget available Fri Aug 31)
Payroll
UTA Flow forms for semi-monthly payroll
Date TBD
Accounting
Cash Receipts and Petty Cash
Date TBD 2 1

24. New Fiscal Year – FY18-19
Travel & Expense
Outstanding Expense Reports accounting/budget dates update completed before normal processing can resume.
Balance forward details are submitted to the Office of Budgets and Financial Planning.
Vouchers
Sept. 1 Outstanding vouchers are mass updated with new fiscal year budget/accounting dates before normal processing can resume.
Procurement
Sept. 1 Requisitions for FY19 will be sourced to POs and processed as normal. This includes Mav eShop. 2
Continued
on next page 1

25. New Fiscal Year – FY18-19 (cont.)
Payroll
Hourly Payroll Week of 9/1
Date TBD
Accounting
Date TBD:
Interdepartmental Transfers
All Voucher Types Close FY 17-18
Procurement
Pro-Card Statements
Date TBD 2 1

26. Questions? Joe White Andrea Wright
Assistant Director for Procurement Executive Director
& Strategic Sourcing Accounting Services
Procurement Services
2-6148
Randall Piatkowski David Maldanado
Assistant Director of Disbursements Director
Office of Procurement Payroll Services
Ginnie Cary
Senior Director,
Budgets, Planning & Analysis
2-0929 2 1