MEMORANDUM. Vice Presidents, Deans, Department Chairpersons, Financial Directors, and Administrative Offices SCHEDULE FOR FISCAL YEAR 2015 ACTIVITIES

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1 D OFFICE OF THE COMPTROLLER MEMORANDUM TO: FROM: Vice Presidents, Deans, Department Chairpersons, Financial Directors, and Administrative Offices Cassandra West, Assistant Director of Financial Accounting Operations DATE: March 13, 2015 RE: FY 2015 SCHEDULE FOR FISCAL YEAR 2015 ACTIVITIES Closing dates for FY 2015 are scheduled below. If you have any questions about the key dates and deliverables you can contact Due Dates Documents Deliver To April 24 th Final date to submit Departmental Correction Forms for period ending 2/28/15 and prior periods; includes sponsored activities. Accounts Payable May 15 th Request for Marketing & Creative Marketing & Creative May 15 th Cutoff for Business Reply Mail mailings (See page 4) Mail May 20 th Final date to submit Departmental Correction Forms for periods Accounts Payable ending 3/31/15 and 4/30/15; includes sponsored activities. June 5 th Cutoff for Endowment Requests Treasury Management (Last day for FY15 endowment-funded stipends to be submitted through the Stipend Management System). June 12 th Sponsored Activities: Complete actions for Failed Funds, Suspense OVPR/GCAS and Clearing Accounts for period ending May 31 st and prior periods. June 12 th Stipends for July 1 st must be fully approved in the Accounts Payable Stipend Management Application June 15 th Finishing date to submit Departmental Correction Form for period Accounts Payable ending 5/29/15; includes sponsored activities.

2 Page 2 of 4 Due Dates Documents Deliver To June 16 th Interdepartmental Procurement Request (IP) 1. Bookstore 2. Marvin Center 3. Hatchet 4. Media and Public Affairs Bldg. 5. Academic Technologies June 17 th Liquidation Requests (fully approved by 4pm) Procurement June 17 th All final Payment Request/Invoices approved and submitted to A/P. Accounts Payable Payment Request/Invoices should not be held. Continue to send them to A/P. June 18 th By 2pm- Stipends for July 1 st must be released for payment in the Accounts Payable Stipend Management Application June 19 th Final date to submit Departmental Correction Forms for the period of Accounts Payable June 2015; includes sponsored activities. June 23 rd Last day to submit payroll adjustments and supplemental Payroll Accounting Payroll request for monthly paid employees for FY2015. Request must be received no later than 11:00am. June 24 th Stores Requisitions University Stores June 24 th June 24 th EAS Purchase Requisitions (must contain proper documentation and receipts and be fully approved & received by 4pm) Last day to submit payroll adjustments and supplemental Payroll request for biweekly paid employees for FY2015. Request must be received no later than 11:00am. Procurement Payroll Accounting

3 Due Page Dates 3 of 4 Documents Deliver To June 24 th Expense Reports, including P-Card, which are fully approved in Accounts Payable the ibuy Expense System by 5 pm will be charged to FY2015 as submitted. Unapproved expenses in the ibuy Expense System as of July 1 st will be accrued to the transaction s default account and user s home organization as FY2015 expenses. June 26 th Manual Change in Status (CIS) Forms and Payroll Labor Payroll Accounting Redistribution Requests June 26 th ibuy Requisitions (fully approved by 5pm) Procurement June 30 th Departmental Cash Receipts University Cashier s Office June 30 th Journal Entry Cut-off University Accounting June 30 th Development Interface Feeds University Accounting July 2 nd Sponsored Activities Related Pre-Approved Batches Grants & Contracts Accounting submitted by 10am July 2 nd Grants and Contracts Accruals for Subcontractor & Vendor Grants & Contracts Accounting Unpaid Invoices July 6 th Sponsored Activities Grants Module Final Closing Grants & Contracts Accounting July 6 th Service Providers Correction at the Source Form (Telecom; Postage; Bio-Med; Facilities; Printing & Graphics) University Accounting July 7 th Capital Projects Accruals and Retainage Payable University Accounting Check Your Lead Time! All orders must be received, invoiced and submitted to A/P by June 30 th to be expensed in FY If your orders are not received by June 30 th, the open PO will roll to FY Accruals: If you are aware of FY 2015 goods or services provided and not yet invoiced >= $25,000, please send an to Juli Seaman (seamanj@gwu.edu) by June 30 th describing the services, an estimated cost, your Banner alias, and natural account to be charged to prepare an accrual for FY 2015 as we must have this information to record the accrual. The estimated cost must be supported using prior invoices, contracts, or similar supporting documentation. If you have any questions or need assistance in preparing an estimate; please contact Juli Seaman as noted above. This process also includes Sponsored Activities, see note under Grant Management below.

4 Page 4 of 4 Accounts Payable Invoices To promote inclusion in year-end and to avoid FY16 budget impacts: Submit invoices and payment requests promptly upon receipt from the supplier to AP at Please do not hold them. - Take action promptly when invoices and payment requests are rejected by AP. When an invoice or payment request is rejected, the Remedy ticket is closed and the end-user is notified via by AP personnel. The invoice or payment request, therefore, must be resubmitted to AP. - Respond timely to AP s inquiries. As a reminder: Invoices and payment requests must be properly approved, before submission to AP. Sponsored project related invoices and payment requests must be approved by OVPR. Ensure sponsored projects related invoices and payment requests are adequately funded prior to submission to AP. When submitting a purchase order related invoice, ensure the: Purchase order number and release number are visible on the invoice. Purchase order has sufficient funds available to adequately cover the invoice amount. Receipts/receiving documents are available within EAS. Department Correction Forms Department Correction Forms submitted after the due dates stated above will be handled after timely submissions are processed. To ensure the forms are delivered to AP by the requested due date, allow 10 days for OVPR and GCAS approval for sponsored project related DCFs. Grant Management Invoices and Accruals Sponsored Activities will follow the above year-end closing schedule for accruals. All invoices relating to FY15 should follow the cutoff deadlines indicated above. Additional information will be requested for material invoices not received at year-end, particularly for sub recipient activity. Please review encumbrance amounts to ensure there are no outstanding invoices that should be processed by the dates above. Continue to review encumbrance amounts and monitor your awards for proper grant management. Suspense Failed Funds and Clearing Accounts All activities to move items from Suspense, Failed Funds and Clearing Accounts through May 31 st should be moved to their proper awards or departments by June 12 th. All activities to move items from Suspense and Failed Funds for the month of June should be move to their proper awards or departments by July 31 st. All final entries to move items from the Clearing Accounts through June 30 th must be submitted by July 2 nd at 10am to process all PABs before the final year end close on July 6 th. The only items remaining in the clearing accounts should be expenses related to July 2016 such as rent and other leases that are paid prior to appropriate month. Mail Deadlines (a) Mailings that include Business Reply Mail (BRM) should be mailed on the earliest date possible prior to Friday, MAY 15, (BRM is mail which is returned to the University via permit 10057; these items must be received in the Mail Department by Tuesday, JUNE 30, 2015.)

5 Page 5 of 4 (b) Bulk Mailings handled via the Mail Department must be processed no later than JUNE 15, The maximum quantity for such mailings is limited to 3,000 pieces. Requests for this service received after the deadline will be processed starting on JULY 1, 2015 and the cost charged to the FY Payroll Adjustments The biweekly payroll 13 paid on Friday, June 19 th and monthly payroll 6 paid on Tuesday, June 30 th will be charged to June expenses. Adjustments and supplemental payrolls paid after June 30 th will be charged to FY However, if you have any supplemental payrolls for your departments, the payment request must clearly include the time period covered by the request. Bi-Weekly payroll charges for the period from June 8, 2015 through June 30, 2015 will be accrued and charged to FY Online CIS forms for redistributions must be through the approval process and ready for Payroll approval by noon June 30 th. All organizations should review their March, April, May and June 2015 Budget Performance Reports and their FY 2015 Payroll Labor Reports to review unresolved problems such as items charged in error, cost transfers which have not been recorded, and the accuracy of outstanding encumbrances. SCHEDULE FOR BEGINNING FISCAL YEAR 2016 July 1 st Procurement Requisitions for FY 2016 must be entered into the EAS System on or after July 1, Aug 5 th Submit all approved labor redistributions for January-June 2015 Effort Cycle.