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2008 Year End Deadlines
TO: Deans, Directors and Department Heads
FROM: Paul R. McDowell, Controller
DATE: April 25, 2008
SUBJECT: END OF YEAR DEADLINES FOR EXPENDITURES AND COMMITMENT DOCUMENTS
The 2008 fiscal year ends June 30, 2008. To permit timely handling of payments and the orderly closing of the fiscal year by the appropriate offices at the State Comptroller and the University, the following deadlines for the processing of purchase orders and voucher payments have been established. Your attention to and assistance in meeting these deadlines are necessary to assure an orderly closing of our financial records. THESE DEADLINES WILL, THEREFORE, REQUIRE STRICT ADHERENCE.
ENCUMBRANCES
The following documents must be received in the Purchasing Department by the deadline dates, if they are to be reflected in the current fiscal year:
Purchase Requisitions: |
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Purchases under $10,000 (Includes Office Max): |
June 11, 2008 |
Purchases over $10,000 for State and/or University Contract Items: |
June 11, 2008 |
Purchases over $10,000 for non-State and/or University Contract Items: |
May 2, 2008 |
Purchases over $50,000 including Federally funded for non-State and/or University Contract Items: |
May 2, 2008 |
Purchases over $2,500 for Federally-funded grants and contracts: |
May 2, 2008 |
PLEASE CONTACT THE COMMODITY BUYER FOR INFORMATION ON CONTRACT ITEMS.
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The following personal service agreements must be received by the Office of the Vice President and Chief Operating Officer by the deadline dates:
Personal Service Agreements: |
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$3,000 or less |
June 12, 2008 |
| Over $3,000 (University Attorney General needs to sign off): |
May 2, 2008 |
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EXPENDITURES AND INTERNAL TRANSFERS :
All voucher payments must be received in the Accounts Payable Department by the deadline dates, if payments are to be made in the current fiscal year.
Invoice/Voucher Payments : |
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Fellowship Voucher for June, 2007: |
June 13, 2008 |
General Obligation Bond Vouchers Paid by Comptroller:
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June 6, 2008 |
UConn 2000 Bond Vouchers:
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June 13, 2008 |
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June 13, 2008 |
Utility bills for off-campus facilities only covering services rendered by May 31, 2007: |
June 13, 2008 |
Telephone and Postage charges for off-campus Facilities only covering services rendered by May 31, 2007: |
June 13, 2008 |
| All other invoice/voucher payments: |
June 18, 2008 |
Flat files: |
June 18, 2008 |
Charges Made to Procurement Cards: |
June 20, 2008 |
| Procard reallocations for old fiscal year: |
July 16, 2008 |
Employee Vouchers: |
Travel:
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June 18, 2008 |
Non-Travel:
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June 18, 2008 |
| Transfer Vouchers: |
June 20, 2008 |
Central Stores: |
Department requests for coding corrections:
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June 25, 2008 |
Payroll: |
Adjustments/funding changes:
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June 11, 2008 |
| Budget |
Reallocations: A-1 Forms
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June 24, 2008 |
YEAR-END BALANCES:
1. University Supported Accounts (2 Ledger Tuition Funds):
On July 1, 2008, un-liquidated encumbrances will be carried forward with a corresponding budget.
2. Accounts in All Other Funds :
Unliquidated encumbrances will be carried forward June 29, 2008.
If there are any questions regarding "End-of-Year" deadlines and the procedures applicable thereto, please contact:
Glendarine King, Interim Director of Accounts Payable at 486-4137
Sharon Alexander, Executive Director of Procurement and Logistical Services at 486-2616
Lysa Teal , Budget Director at 486-6288
Jennifer Person, Director of Payroll at 486-0962
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University of Connecticut |