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Y E A R – E N D     D E A D L I N E S

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Ongoing Close Purchase Orders (PO’s) To identify completed PO’s for Accounts Payable to close, please follow the instructions here: RT Ticket
May 31, 2019 Requisition Purchases FY2019 Requisitions  must be approved by Department Approver by deadline COB. Barring any *unforeseen issues* the Requisition will be in FY2019.

*Unforeseen issues* may include, but is not limited to:  complex procurement situation,  a time-consuming solicitation, or a contract that requires additional time to negotiate terms.

Requisitions/Purchase Orders after deadline or with issues will be included in next Fiscal Year.

First day to start entering FY2020 Requisition/Purchase Orders is June 3, 2019.

Note:  See below for “Receipts for Goods & Services” deadline.

June 7, 2019 Budget Amendments Deliver amendments to adjust the FY2019 budget to the Budget Office, 305 Administration Building. Marlo Zeroth
June 11, 2019
Payroll – Retro Payroll 2019025 is Final Payroll in FY2019 to accept Retros and must be complete by deadline COB.

DBE’s have later deadline for FY 2019.

Next available Payroll with Retro will be 2020-002.

Rebecca Struckmeier

June 14, 2019


June 24, 2019

Procurement Card PCARD purchases for FY2019 should be made by PURCHASE deadline.

PCARD reallocations for FY2019 must be made by REALLOCATION COB of deadline.  Unreallocated transactions will post to the default chartstring.  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.

June 19, 2019 Off-campus Billing Invoice Deliver to the drop slot, 3rd floor Administration Building by deadline for FY2019.
Jasmine Zacharias
June 20, 2019 Payment Request Payment Request must be approved by Department Approver by deadline COB.

All payment requests submitted after the deadline be recorded in the next Fiscal Year.

Processing Payment requests will resume on Monday, July 1, 2019.

Linda Rothfus
June 20, 2019 R*STARS
Inter-agency Payment
Payment Transactions must be approved by Departmental Approver by COB on deadline. Be sure to include required items to ensure item gets into FY2019: Linda Rothfus
June 20, 2019 Travel Request Reimbursement Travel reimbursement expenses received after deadline will be recorded in next fiscal year.
Linda Rothfus
June 20, 2019 Receipts for Goods and Services Receipts for FY2019 must be entered by deadline along with invoices / supporting documents to AP.

Receipts that miss deadline or are missing the invoices / supporting documents will be paid in the next Fiscal Year.

Linda Rothfus
June 21, 2019 Petty Cash/

Working Fund

Petty Cash received by deadline will be in FY2019.

Working Fund checks issued by COB on deadline will be recorded as expenditures for FY2019, only if the check has been reconciled. (All paperwork, receipts and/or money has been returned to the Working Fund Custodian.)

Linda Rothfus
June 21, 2019 Inventory and Plant Accounting All inventory changes, additions, or deletion requests must be received by deadline to be recorded in FY2019.

Deliver to the Inventory Control Office, 420 Administration Building

Pick up Property Tags by Deadline for inclusion in FY2019, Contact Crystal Slowe x5-2673.

Tina Carter-Brown
June 25, 2019 Payroll – DBE’s Payroll DBE for PR 2019026 must be completed online by COB on deadline.
Rebecca Struckmeier

Restricted Funds
June 26, 2019


Unrestricted Funds
July 3, 2019

Journal Entry NOTE: 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 6/30/19 for Unrestricted Journals for FY2019.

Rebecca Struckmeier
June 28, 2019 Cash Receipts / Deposits Cash receipts received on or before deadline must be delivered to the Departmental Deposit Office, 300 Administration Building.

  • Departmental deposits must be received by 1:00 PM
  • Non-departmental deposits by 3:00 PM.

Any cash received after the cutoff times will be posted to next Fiscal Year.

For departments that process their own deposits, paperwork for deposits pertaining to FY2019 must be forwarded to Student Business Services (SBS) by Monday, July 1, 2019.

Vanchon Brooks
June 28, 2019 System Downtime PeopleSoft Finance will be offline starting at 3 p.m. for Year-End Processing of Purchase Orders

July 1, 2019

Payroll – DBE Payroll- DBE FY2020 opened. Rebecca Struckmeier

July 8, 2019

Payroll – Accrual Payroll Accrual Due by Financial Services. RT Ticket
July 16, 2019

State Deadline

Inter-agency Receipt
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 24, 2019 to be included in FY2019 if R*Stars Notice Form is complete.

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


John Alfano

Important dates