Georgia Institute of Technology CHRONOLOGICAL CLOSEOUT SCHEDULE Fiscal Year 2018
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1 January 4, 2018 Thursday 8am Summer Semester Pay Panels opened in HR System March 21, 2018 Wednesday 9am - Noon Year End Town Hall Meeting, Clough Commons Auditorium (152) April 2, 2018 Monday Deadline for FY2018 Requisitions $25,000 or greater requiring formal bidding April 16, 2018 Monday Deadline to submit a carry forward request for General Operations (Gen Ops) funds April 23, 2018 Monday Early Annual Statements of Reasonableness (easr s) for FY2018. Provide a list of employees terminating in May. (Must have PSF term action processed and final salary distribution must be correct. Must be confirmed by employee. No first-hand knowledge confirmations) April 27, 2018 Friday Deadline for FY2018 Requisitions $10,000 or greater requiring informal bidding Deadline for FY2018 Requisitions $500,000 or greater requiring sole source justification approval from the State May 16, 2018 Wednesday PSFs for non-faculty (Graduate Students, Post Docs, etc.) summer semester appointments are due in May 18, 2018 Friday Deadline for FY2018 Requisitions $10,000 or greater requiring sole source documentation (not subject to the April 27, 2018 deadline above) May 23, 2018 Wednesday Deadline for Summer Semester Pay Entries for regular faculty May 25, 2018 Friday Deadline for FY2018 CoS Small Jobs Machine Shop charges to campus units Deadline for FY2018 Mass Spec Facility charges to campus units Deadline for FY2018 Nuclear Magnetic Resonance (NMR) Facility charges to campus units May 31, 2018 Thursday Deadline to revise previously submitted General Operations funding carry forward amounts June 1, 2018 Friday PSFs for Biweekly employees for pay period ending June 6, 2018 due in Deadline for FY2018 Requisitions $10,000 or greater on State or GT contract Deadline for FY2018 Focused Ion Beam Center (FIB) charges to campus units Biweekly Staff/Student pay date, period ending May 23, 2018 Page 1 of 5 Updated 3/8/2018
2 June 4, 2018 Monday Late or revised time documents for the Biweekly pay period ending June 6, 2018 are due in Payroll June 5, 2018 Tuesday 8am onebudget system open for final FY2018 Budget Amendments June 6, 2018 Wednesday Last day of Biweekly Pay Period June 8, 2018 Friday Noon Deadline for Biweekly Time Entry for period ending June 6, 2018 Petty cash fund replenishment requests due to Bursar and Treasury Services (Bursar s Office) Deadline for FY2018 Requisitions between $2,500 - $9,999 not requiring Bids but requiring Purchasing review Deadline for FY2018 Facilities charges to campus units Deadline for FY2018 OHR Training charges to campus units Deadline for FY2018 Parking Office charges to campus units June 11, 2018 Monday Final FY2018 Budget Amendments due to Budget Office Process Biweekly Payroll for pay period ending June 6, 2018 June 12, 2018 Tuesday June 13, 2018 Wednesday Noon Deadline for new Vendor Profile Request Forms for all BuzzMart Requisitions for FY2018 processing. Requisitions that do not have an established vendor will be returned. Deadline for FY2018 Printing and Copying Service (PCS) charges to campus units Deadline for submission of approved invoices, travel expense reports, and all other AP Payment Request Forms (includes epayments, recurring payments, honorariums, wires, and student payment requests) PSFs for Monthly employees for pay period ending June 30, 2018 due in Airline transactions included in the June 15, 2018 Travel Inc. /AirPlus invoice will be paid against FY2018 funds. Airline transactions after this date will be paid against FY2019 funds. June 15, 2018 Friday PSFs for Biweekly employees for pay period ending June 20, 2018 due on Deadline for submitting FY2018 Journal Entries (CY and PY) to be processed by the Controller s Office Deadline for written Cost Transfer Requests 90 days or greater Page 2 of 5 Updated 3/8/2018
3 June 15, 2018 Friday Deadline for over 90 Day Late SPD redistributions to externally funded sponsored projects Deadline for FY2018 Glass Shop charges to campus units Change Request Forms to update Purchase Orders due to Procurement and Business Services Biweekly Staff and Student pay date, period ending June 6, 2018 June 18, 2018 Monday Late or revised time documents for the Biweekly pay period ending June 20, 2018 are due in Payroll June 19, 2018 Tuesday Last day to create and approve small dollar FY2018 requisitions for $2,499 or less. June 20, 2018 Wednesday Deadline for Summer Semester Pay Entries for regular faculty Last day of Biweekly Pay Period June 21, 2018 Thursday Deadline for FY2018 Telecommunications charges to campus units Process Monthly Payroll for pay period ending June 30, June 22, 2018 Friday Noon Deadline for Biweekly Time Entry for period ending June 20, 2018 June 25, 2018 Monday Noon Noon Final FY2018 Off-Cycle check requests for Monthly pay due in Payroll Open Encumbrance Reports for closures only due to Procurement and Business Services. Any reports received after this deadline will be processed after July 1, 2018 and will be posted to the ledger with a transaction date of July 1, 2018 or later. FY2017 Prior Year PO s with balances $500 or less will be closed (excluding PY construction PO s) Deadline for departments to Close FY17 Sponsored PY PO s and Subagreements and Rekey them into FY18. After this date, they will not be able to close and rekey them until Monday, July 2, Deadline to approve all Voucher/Invoice Match Exceptions in BuzzMart and enter appropriate receipts for goods & services $3,000 and above Process Biweekly Payroll for pay period ending June 20, June 26, 2018 Tuesday Final FY2018 AP payment run (including wire payments) BuzzMart closed from 5PM Tuesday, 6/26 until 7AM Monday, 7/2 Final processing day for travel reimbursements by travel team Page 3 of 5 Updated 3/8/2018
4 June 27, 2018 Wednesday Noon Final FY2018 Off-Cycle check requests for Biweekly pay due in Payroll June 28, 2018 Thursday June 29, 2018 Friday Noon Deadline for cash receipts to Bursar and Treasury Services (Bursar s Off) SPD written salary distribution changes due to Grants & Contracts Accounting Final PCard transactions will post to the ledger from the Concur system. Use CPC journal entry to redistribute transactions until. PSFs for Biweekly Employees for pay period ending July 4, 2018 due in Deadline to submit carry forward requests for DSS funds to Budget Office Deadline for Online SPD changes by campus units Deadline to submit all Sponsored Project Budget Revisions to Grants & Contracts Accounting Deadline for written cost transfer requests < 90 days to Grants & Contracts Accounting Deadline for FY2018 Service Center (SVC) Journal Entries Deadline for FY2018 BuzzCard charges to campus units Deadline for FY2018 EBB/IBB Core charges to campus units Deadline for FY2018 GTRI Machine Shop charges to campus units Deadline for FY2018 GTRI Services to RI Units Deadline for FY2018 Post Office charges to campus units Deadline for Departmental Sales & Services (DSS) Carry-forward requests Deadline for FY2018 Campus PCard (CPC) Redistribution JE s Deadline to enter and send Campus Service Unit (CSU) JE s Deadline to enter and submit all Electronic Cost Transfer (ECT) JE s Biweekly Staff and Student pay date, period ending June 20, 2018 Page 4 of 5 Updated 3/8/2018
5 July 2, 2018 Monday 7am 7am First day to enter FY2019 requisitions in BuzzMart Departments can key in new Requisitions for Sponsored PY PO s and Sub-agreements that were closed in FY18 but not rekeyed First FY2019 AP payment cycle for EFT, ACH and check payment Late or revised time documents for the Biweekly pay period ending July 4, 2018 due in Payroll July 4, 2018 Wednesday Last day of Biweekly Pay Period July 5, 2018 Thursday Noon Electronic Annual Statements of Reasonableness (easrs) available based on June 30, 2018 salary distribution information July 6, 2018 Friday Noon Deadline for Biweekly Time Entry for period ending July 4, 2018 Deadline for FY2018 Service Center (SVC) JE s (GTPE Only) GT Professional Education (GTPE) Close July 7, 2018 Saturday Georgia Tech Research Institute (GTRI) Close July 8, 2018 Sunday Grants and Contracts Accounting Close July 9, 2018 Monday Budget Office Close Controller s Office Close Process Biweekly Payroll for pay period ending July 4, July 10, 2018 Tuesday All Day July 11, 2018 Wednesday 8am - - until July 12, 2018 Thursday 7am 7am Final Closing Processes, PSoft FIN Down - BuzzMart Open Fiscal Year-End Closing Review Checklist due Final Closing Processes, PSoft FIN Down - BuzzMart Open Accumulated FY2019 Transactions Posted to Ledger (except PCard) Financial System Open for FY2019 Accumulated FY2019 Transactions available on Financial Reports and the Data Warehouse (except PCard) July 13, 2018 Friday 9am SPD Open for FY2019 Accumulated FY2019 PCard Transactions Posted to Ledger Biweekly Staff and Student pay date, period ending July 4, 2018 August 31, 2018 Friday Certification deadline for FY18 Annual Statements of Reasonableness (ASR s) - can be certified online or completed & returned to G&C Acctg Page 5 of 5 Updated 3/8/2018
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