2019-2020 Fiscal Year End Closing and New Finance Deadlines
From: Dr. Gloria J. Walker, Vice President for Business Affairs/CFO
As you know, the University of New Orleans is migrating to Workday on July 1, 2020 as our Enterprise Resource Planning (ERP) system. The move to Workday will help the University transform its business processes.
The schedule below lays out new deadlines for all accounts payable, bursar, general accounting, procurement, and research financial activities as we approach the July 2020 Workday go-live date. Despite the current remote working arrangement, employees must meet these important deadlines to ensure that all financial activities seamlessly transition to Workday.
The following activities apply to internal and external funding sources. Having a spending freeze exemption does not exempt departments from the deadlines below.
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Contact Department |
Transaction |
Received/Due by Close of Business unless otherwise noted (4:30pm) |
Blackout Dates |
Notes |
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Purchasing Office |
Requisitions over $15,000 |
April 17, 2020 |
April 18 – June 30, 2020 |
All requisitions requiring a bid or price quotations must be received (fully approved with all back-up documentation). This excludes state contracts, sole source, software, maintenance of information technology equipment, repairs to equipment, repair parts from LA authorized dealers, scientific and lab supplies for research not to exceed $25,000 per transaction. |
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Requisitions $5,001.00 - $15,000.00 |
May 15, 2020 |
May 16 – June 30, 2020 |
All purchase requisitions requiring price quotations ($5,001.00 - $15,000.00) must be received no later than 4:30PM on 5/15/2020. This includes those that are exempt from the above deadline. |
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All requisitions and all orders placed against purchase orders $5,000 and under. |
May 29, 2020 |
May 30 – June 30, 2020 |
All requisitions (including verbal purchase order requests) and all orders placed against blanket purchase orders must be submitted prior to 4:30PM on May 29, 2020. All end users are encouraged to plan ahead for the month of June, and will be responsible for ensuring that these invoices are received in Accounts Payable prior to June 15, 2020. |
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Contact Department |
Transaction |
Received/Due by Close of Business unless otherwise noted (4:30pm) |
Blackout Dates |
Notes |
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Accounts Payable – Travel |
Travel Authorizations |
June 1, 2020 |
June 2 – June 30, 2020 |
Approved Travel Authorization Forms for travel June 1 – June 30 must be emailed to the Accounts Payable Coordinator of Card Services (ELRobin2@uno.edu) by June 1, 2020. |
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Travel Advance Requests |
May 15, 2020 |
May 16 – June 30, 2020 |
All travel advance requests for FY 2019-2020 must be received in Accounts Payable by May 15, 2020.
(Travel advances will be posted to department budgets upon receiving properly supported travel vouchers submitted to the Accounts Payable department.)
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Travel Vouchers and Travel Logs (Including BOA State Travel Card Charges) |
Travel completed by June 10 are due by June 15, 2020
Travel completed between June 11 and June 30 are due by June 30, 2020 |
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All travel vouchers and travel logs for travel completed by June 10, 2020 must be received in Accounts Payable by June 15, 2020. All travel vouchers and travel logs for travel completed between June 11 and June 30 must be received in Accounts Payable by June 30, 2020.
Due to cutover activities from PeopleSoft to Workday, the process of reimbursements may take longer than usual. Reimbursements will be processed on a first come first served basis; therefore, please submit vouchers in a timely manner.
All travel not received in Accounts Payable by due dates will be charged against FY2020-2021.
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Accounts Payable – Other |
Check Requests, Contractual Services |
June 15, 2020 |
June 16 – June 30, 2020 |
All check requests and contractual service documentation must be received in Accounts Payable by June 15, 2020.
As a reminder, do not forget to attach spending freeze exemptions to check requests and contractual service forms if applicable. |
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Contact Department |
Transaction |
Received/Due by Close of Business unless otherwise noted (4:30pm) |
Blackout Dates |
Notes |
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Vendor Payments |
June 15, 2020 |
June 16 – June 30, 2020 |
Invoices for all received goods and services must be submitted immediately, and received in Accounts Payable no later than June 15, 2020 in order for vendors to be paid in FY2019-2020.
All vendor payment requests must be supported by a purchase order.
Reimbursements or payments directly to a vendor via a check request or contractual agreement request are not allowed on items which should have been purchased through the purchase order process. If you miss the PO deadlines, these items WILL NOT be accepted on a check request (see above schedule for requisitions).
If goods/services will be delivered/rendered by June 30, 2020 for which invoices have not been received, please notify Accounts Payable via email (fgduran1@uno.edu) of the amount that needs to be expensed in FY2019-2020.
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Match Exceptions/Receipts |
June 20, 2020 |
June 21 – June 30, 2020 |
All receipt match exceptions MUST BE CLEARED by close of business by 4:30PM June 20, 2020. |
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P-Card Purchases |
June 15, 2020 |
June 16 – 30, 2020 |
All P-Card purchases for FY2019-20 must be made by June 15, 2020.
P-Cards will be inactive effective June 16, 2020. |
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P-Card Logs |
June 25, 2020 |
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All P-Card logs (including original receipts/invoices, purchasing logs, and preapproval, etc.) must be received in Accounts Payable by June 25, 2020. |
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General Accounting |
Interdepartmentals |
June 19, 2020 for transactions thru June 15, 2020
July 6, 2020 for transactions from June 16-June 30, 2020 |
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Inventory Adjustments |
July 6, 2020 |
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Inventory adjustments must be completed and submitted to General Accounting by close of business on July 6, 2020. |
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Contact Department |
Transaction |
Received/Due by Close of Business unless otherwise noted (4:30pm) |
Blackout Dates |
Notes |
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Bursar
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Departmental Deposits |
June 30, 2020 by noon |
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All departmental deposits must be turned into the Bursar by noon on June 30, 2020. |
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Petty Cash |
June 30, 2020 |
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Office of Research |
Grant/Contract - New Proposals |
June 30, 2020 |
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Grant and Contract Proposals will be submitted on the SharePoint Routing Form through 6/30/2020
Effective 7/1/2020 Grant and Contract Proposals will be submitted on a new SharePoint Award Proposal Form that links into Workday |
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Grant/Contract - New Awards - Advance Number Request Forms - Budget Adjustments - No Cost Extensions - Cost Transfers |
June 12, 2020 |
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No new awards/speedkeys will be created in PeopleSoft after 6/12/2020
New awards will be created in Workday as soon as possible
Advance Number Request Forms can be submitted if you anticipate a new award during the blackout dates – if your dean approves and submits prior to June 12 |
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Subawards |
Follow requisition dates for Purchasing |
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In PeopleSoft, Subawards are encumbered via requisition and must follow the same deadlines as outlined by the Purchasing Office |
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Please note: Transactions requested after the cutover deadlines shown above
will require approval from Dr. Walker, Vice President of Business Affairs.
Procurement
General Questions: purchasing@uno.edu
Office of Research Proposal Questions: researchoffice@uno.edu
Office of Research Accounting Questions: spa@uno.edu
Accounts Payable
Check Info: Deirdra Hall dlhall1@uno.edu
Check Requests, Honorariums, Contractual Services: Hien Trinh hmtrinh1@uno.edu
Travel Voucher Questions: Hien Trinh hmtrinh1@uno.edu
Purchase Order Invoice Issues: Philip Coco pcoco@uno.edu
Travel Card Questions, and BOA Travel Issues: Charlotte Dover cldover@uno.edu
Travel CBA and P-Card Issues: Eddie Robinson elrobin2@uno.edu