Year-end FY14 Close

Date Description
Friday, May 30, 2014
(All day)

WhoKey Budget & Balance Closeout worksheet updates are due to Accounting & Financial Reporting.

Saturday, May 31, 2014
(All day)

Check for due dates of University of Iowa Foundation payment authorizations for transfers of funds to University gift accounts. Calendar will be at UI Foundation Announcements.

Friday, June 6, 2014
(All day)

Travel Expense vouchers to be recorded in FY14 for travel completed prior to June 1 must be in the Accounts Payable and Travel department by the end of today. This includes eVouchers for travel.

Tuesday, June 10, 2014
5:00 pm

The biweekly payroll for the period 5/25 through 6/7 with a check date of 6/17 is due to the Payroll Office and will be charged against FY14 in June Close (period 12).

Friday, June 13, 2014
(All day)

General Stores June special orders made through the Preq catalogue or eBuy system by 6/13 will be included in FY14 accounting.

Friday, June 13, 2014
4:30 pm

ProTrav Travel Vouchers for June travel, EXCEPT the last week of June, that must be processed to FY14 should be in the Accounts Payable and Travel department.

Friday, June 13, 2014
4:30 pm

Orders to vendors outside the University must be received at the Purchasing department to be charged to FY14. Submit requisitions $25,000 and greater well in advance of 6/13 to assure the processing of competitive bids and approval of requisitions before the end of the fiscal year.

Friday, June 13, 2014
4:30 pm

Procurement Card transactions with a post date on or before 6/13 will be processed within FY14.

Saturday, June 14, 2014
(All day)

All Purchasing requisitions received after today should identify either FY14 or FY15 to be charged.

Monday, June 23, 2014
5:00 pm

ITS Administrative & Academic Computing & Telecommunications for long distance and repairs/installations orders through 6/23 will be included in FY14 accounting.

Tuesday, June 24, 2014
5:00 pm

The biweekly payroll for the period 6/8 through 6/21 with a check date of 7/1 is due to the Payroll Office and will be charged against FY15 in July (period 1) using the FY15 fringe rates. Charges will be accrued centrally for FY14 reporting.

Friday, June 27, 2014
4:30 pm

PO & eBuy encumbrance removal requests must be submitted to Purchasing agent.

Friday, June 27, 2014
4:30 pm

EVouchers payable to outside vendors must be completed through workflow and all documentation submitted to the Accounts Payable and Travel department to process for FY14.

Friday, June 27, 2014
4:30 pm

ProTrav Travel Vouchers (for travel occurring after 6/13) must be completed through workflow and documentation submitted to the Accounts Payable and Travel department to process for FY14.

Monday, June 30, 2014
(All day)

Fleet Services June orders through 6/30 will be included in FY14 accounting.

Monday, June 30, 2014
(All day)

Facilities Management June orders and Planning, Design & Construction June orders for labor charges through 6/30 will be included in FY14 accounting.

Monday, June 30, 2014
3:30 pm

All cash receipts must be deposited at the bank.

Monday, June 30, 2014
4:00 pm

Printing Services & Document Services June orders through 6/30 will be included in FY14 accounting.

Monday, June 30, 2014
4:00 pm

General Stores June orders made through the PReq catalogue or eBuy system by 4pm will be included in FY14 accounting.

Monday, June 30, 2014
4:30 pm

Any Preq transaction entered & approved under $5,000 will be encumbered for FY14 if received & approved by today.

Monday, June 30, 2014
4:30 pm

June Procurement Card vouchers must be completed (approved in workflow) to be processed for FY14 and will post to the MFKs listed on the voucher.

Procurement Card Vouchers not complete (still in workflow, voucher has an audit error or voucher not reconciled) by 6/30 will post to the cardholder's "default" account. The default entry can be reversed up until 7/10 once the voucher has been approved in workflow and approved by the Accounts Payable & Travel department.

Monday, June 30, 2014
6:30 pm

Web Budget journal entries must be submitted for regular June Close (period 12) and the application will be taken down after 6:30 p.m.

Monday, June 30, 2014
6:30 pm

GLJE application journal entries must be submitted for regular June Close (period 12) and the application will be taken down after 6:30 p.m.

Monday, June 30, 2014
6:30 pm

WebCV and PayCV journal entries must be submitted for regular June Close (period 12) and the applications will be taken down after 6:30 p.m. The applications will be available on July 1 at 7 a.m. and all entries submitted July 1 and after will be directed to Preliminary Close.

Tuesday, July 1, 2014
(All day)

Preqs entered and approved < $5,000 should have final departmental approval on 7/1 or later to prevent encumbering to FY14.

Tuesday, July 1, 2014
7:00 am

WebCV, PayCV and GLJE applications available for Preliminary Close (period 13) entries submitted between July 1 and July 11.

Tuesday, July 1, 2014
7:00 am

Web Budget application available for Preliminary Close (period 13) entries submitted between July 1 and July 11.

Tuesday, July 1, 2014
7:00 am

GLJE application available for Preliminary Close or July entries beginning on July 1. Users can choose between FY14 Preliminary Close and July FY15 accounting periods by selecting the appropriate button. The application will default to a July date for entries created during the year-end close timeframe.

Tuesday, July 1, 2014
10:30 am

eDeposit entries submitted prior to 10:30 a.m. will be booked to FY14 in the general ledger only for those entries that have been reconciled with bank deposits. Unreconciled eDeposit entries will carry forward and post to FY15. The application will be unavailable after 10:30am until all reconciliation work has been completed.

Tuesday, July 1, 2014
5:00 pm

Accounting & Financial Reporting removes blanket order encumbrances from the regular June Close (period 12) Transaction Detail Reports (TDR) for year-end reporting.

Wednesday, July 2, 2014
(All day)

Transaction Detail Reports (TDR) and Grant Reports distributed regular June Close (period 12).

Wednesday, July 2, 2014
(All day)

GLDSS monthly tables loaded, verified and online reports available regular June Close (period 12).

Saturday, July 5, 2014
(All day)

GLDSS first daily data available for Preliminary Close (period 13).

Tuesday, July 8, 2014
5:00 pm

The biweekly payroll for the period 6/22 through 7/5 with a check date of 7/15 is due to the Payroll Office and will be charged against FY15 in July (period 1) using the FY15 fringe rates. Charges will be accrued centrally for FY14 reporting.

Wednesday, July 9, 2014
4:00 pm

Encumbrance error corrections impacting FY14 must be reported to Accounting & Financial Reporting (AFR) Org contact. Correction journal entries will ONLY be processed for errors that occur during June AND are for appropriated funds (050-060, 165-189 & 190-239).

Thursday, July 10, 2014
4:30 pm

June Pcard vouchers approved in workflow and by Accounts Payable and Travel posted to the default MFK can be moved (reversed) from the default MFK to the MFK on the voucher in Preliminary Close (period 13) up through this day.

Friday, July 11, 2014
5:00 pm

Web Budget journal entries for Preliminary Close (period 13) must be submitted.

Friday, July 11, 2014
5:00 pm

WebCV, PayCV and GLJE journals for Preliminary Close (period 13) must be submitted.

Friday, July 11, 2014
7:00 pm

WhoKey Budget Close-out at the departmental level (Option D) journal posted.

Saturday, July 12, 2014
7:00 am

WebCV, PayCV and GLJE applications available for Final Close (period 14) entries.
Period 14 security approved by Collegiate and Auxiliary Budget Officers is invoked for submitting entries.

Saturday, July 12, 2014
7:00 am

Web Budget application available for Final Close (period 14) entries.

Monday, July 14, 2014
(All day)

GLDSS monthly tables loaded, verified and online reports available Preliminary Close (period 13).

Monday, July 14, 2014
(All day)

Transaction Detail Reports (TDR) and Grant Reports distributed for Preliminary Close (period 13). TDRs will have WebCV functionality but the reconciliation and comments functionality are disabled Account reviewers are not expected to reconcile the Period 13 distributed TDRs.

Monday, July 14, 2014
(All day)

GLDSS first daily data available for Final Close (period 14).

Wednesday, July 16, 2014
5:00 pm

Web Budget journal entries for Final Close (period 14) must be submitted.

Wednesday, July 16, 2014
5:00 pm

WhoKey WebCV, PayCV and GL Journal Entry journals for Final Close (period 14) must be submitted.

Wednesday, July 16, 2014
7:00 pm

WhoKey Budget Close-out at the org level (Option A) journal posted.

Thursday, July 17, 2014
(All day)

WebCV application available for July entries.

Thursday, July 17, 2014
5:00 pm

WhoKey Medicine (Option M) and Dentistry (Option T) Close-out journals posted.

Thursday, July 17, 2014
5:00 pm

WhoKey Balance Close-out to move balances as of the Final Close (Option F) journal posted.

Monday, July 21, 2014
(All day)

GLDSS monthly tables loaded, verified and online reports available for Final Close (period 14).

Monday, July 21, 2014
(All day)

PayCV application available for July entries.

Monday, July 21, 2014
(All day)

Transaction Detail Reports (TDR) distributed for Final Close that includes period 13 & 14 transactions. All standard TDR functionality is available and Account Reviewers are expected to reconcile period 14 TDRs, which includes period 13 transactions.

Wednesday, July 23, 2014
(All day)

GLDSS daily July FY15 online reports are projected to include balance forward data from the roll-forward process.

Thursday, July 24, 2014
(All day)

Web Budget application available for July entries.