Y E A R  –  E N D       2 0 2 0      D E A D L I N E S
DEADLINE
ACTIVITY
I N S T R U C T I O N S
CONTACT
*JOIN*  

 

 Using your UMBC email account, *JOIN* click here to join Deadline Calendar for Reminders

Please work with your Shared Services Department, as they may have earlier deadlines in order to meet the “Central Deadlines” listed below.
June 1, 2020

 

 Requisition Purchases

 

 FY20 Requisitions must be approved by Department Approver by deadline COB. Barring any *Unforeseen Issues* the Requisition / Purchase Order will be in FY20 as an Encumbrance until it is “Received in PAW”.

Ideally, this deadline is enough time for items to be Shipped, “Received in PAW”, and posted as an Expense in FY20.

  • Requisitions/Purchase Orders after deadline or not “Received in PAW” will display as an Encumbrance in FY20.
  • If item is not “Received in PAW” by the “Receipt for Goods & Services Deadline”,  Encumbrance will roll into FY21.
  • “Receipt” more closely determines what Fiscal Year the Expense will appear in, so see  “Receipts for Goods & Services Deadline” below.

FY21 Requisition: Start entering July 1, 2020.

 Elizabeth Moss

emoss@umbc.edu
June 8, 2020 Budget Amendments Email Budget Amendments to adjust the FY20 budget to the Budget Office’s contact. Marlo Zeroth
mzeroth@umbc.edu
June 8, 2020
Payroll – Retro Payroll 2020-025 is Final Payroll in FY20 to accept Retros.  Next Payroll that will accept Retros is 2021-002. Click HERE for Calendar. Rebecca Struckmeier
rstruck@umbc.edu
 

Pcard PURCHASE
*June 19, 2020

_______

 

Pcard REALLOCATION
June 29, 2020

 

 

 

 

 

 

 PCard

 

 

 

 

 

 PCARD purchases for FY20 should be made by PURCHASE deadline.

*Continue to use Pcard. The transactions after this deadline might be in FY21.

PCARD reallocations for FY20:

  • Reallocate transactions loaded on June 22-29 daily after 11:00am.
  • Reallocate until June 29 at 11:59 PM.
  • Reallocation to default chartstring has occurred already, for any transactions with a posted date 6/24 & 6/25, loaded from the bank today 6/29 at 10:30AM.  Journals will post at 2PM.

If UMBC experiences unforeseen bank delays this week, any unreallocated transactions will post to the default chartstring on June 30, 2020.

Any Pcard charges after Reallocation Deadline will be in next Fiscal Year.

NOTE: In the month of June, reallocation of both May and June charges will be required in order to meet year-end fiscal deadlines with the State of Maryland.

 

 Elizabeth Moss

emoss@umbc.edu

 

 

 

 

 
June 22, 2020 Close PO in PeopleSoft PeopleSoft Support and DoIT will be processing a Mass PO Close in PeopleSoft to clear encumbrances. Open RT Ticket under “Financial Services & Accounting”
*IMPORTANT*

June 22, 2020

 Receipts for Goods & Services Enter FY20 Receipts  along with invoices / supporting documents to AP.

  • If item is not “Received in PAW” by the “Receipt for Goods & Services Deadline”,  Encumbrance will roll into FY21.
  • “Receipts” that miss deadline or are missing the invoices or supporting documents will be paid in the next Fiscal Year.    Click HERE for Instructions.
 Open RT Ticket under “Invoice/Payment Inquiry”
June 22, 2020 Off-Campus
Billing Invoice		 Please email Off-Campus billing request forms to Contact by deadline for FY20. Click here for Off-Campus Billing webpage. Jasmine Zacharias
zacharia@umbc.edu
June 22, 2020 Payment Request Payment Request must be approved by Department Approver by COB.

All payment requests submitted after the deadline be recorded in the next Fiscal Year or if there are any *Unforeseen State Delays*

Processing Payment requests will resume on Monday, July 1, 2020. Click HERE for Instructions.

 Open RT Ticket under “Invoice/Payment Inquiry”
June 22, 2020 Payroll – DBE’s Payroll DBE for PR 2020-026 must be completed online by COB.
Click “Straddle Fiscal-Year” DBE Instructions.		 Rebecca Struckmeier
rstruck@umbc.edu
June 22, 2020 Travel
Request Reimbursement		 Travel reimbursement expenses received after deadline will be recorded in next fiscal year or if there are any *Unforeseen State Delays*. Review UMBC’s Travel Policy and Procedures. Open RT Ticket under “Invoice/Payment Inquiry”
June 22, 2020 Petty Cash/

Working Fund

 Petty Cash received by deadline will be in FY20.  Click Here for Petty Cash Form & Instructions.

Working Fund checks issued by COB on deadline will be recorded as expenditures for FY20, only if the check has been reconciled. (All paperwork, receipts and/or money has been returned to the Working Fund Custodian.)

 Open RT Ticket under “Invoice/Payment Inquiry”
June 23, 2020 Inventory & Plant Accounting All DocuSign inventory changes, additions, or deletion requests must be received by deadline to be recorded in FY20. Click HERE to get to Docusign Form and other information.

When UMBC reopens, schedule time to pick up official Property Tags.

 Tina Carter-Brown
tcbrown@umbc.edu
June 24, 2020 R*STARS
Inter-agency Payment		 Payment Transactions must be approved by Departmental Approver by COB. Be sure to include required items to ensure item gets into FY20: Click HERE for Instructions. Open RT Ticket under “Invoice/Payment Inquiry”

Restricted Funds
June 25, 2020

_______

Unrestricted Funds
June 30, 2020

 Journal Entry Earlier deadline for Restricted Funds: 1114,1115,1253.

Journals must be approved by Department Approver by COB of deadline.

“Journal Date” dictates the Fiscal Year, please back-date journal to 6/30/20 for Unrestricted Journals for FY20. Click HERE for Instructions to backdate Journal.

 Join Deadline Calendar
June 30, 2020 Cash Receipts / Deposits Cash receipts / received on or before deadline must be delivered to the Departmental Deposit Office, 300 Administration Building. Click for SBS Departmental Deposit webpage.

  • Everything must be received by 12:00 PM

For departments that process their own deposits, paperwork for deposits pertaining to FY20 must be forwarded to Student Business Services (SBS) by June 30, 2020. Any items received after the cutoff times will be posted to next Fiscal Year.

 Vanchon Brooks
vbrooks@umbc.edu

June 30, 2020

 – This is the Campus Department Journal Deadline including Spreadsheet Billing.  Department approver must approve by this date.

Central Departments will have the following available for REX Finance Reports: Payroll Accrual, Aux. Admin Overhead, and Deferred Summer Revenue by deadline.

 Rebecca Struckmeier rstruck@umbc.edu

July 1, 2020

 Payroll – DBE Payroll- DBE FY21 is open. Click here for “Straddle Fiscal-Year” DBE Instructions Rebecca Struckmeier rstruck@umbc.edu

Happy  4th of July  Weekend  !!!
July 15, 2020

State Deadline

 R*STARS
Inter-agency Receipt
Transactions		 Departments expecting transactions from another State agency must coordinate directly with that agency to ensure processing. Call the applicable agency directly to verify that the agency has posted each transaction.Highly Recommended: Coordinate with agencies ~2 weeks prior to the State’s deadline rather than waiting to see if your receipt is processed.

Once received by State Deadline, transactions will be recorded in PeopleSoft Finance by July 17, 2020 to be included in FY20 if R*Stars Notice Form is complete.

Please follow instructions for the R*Stars Notice Form: Here.Keep a copy of all supporting documentation.

 Open RT Ticket “R*STARS Receivable – Funds for UMBC”