TIMETABLE FOR PROCESSING ALL TRANSACTIONS
DATES SHOWN BELOW ARE FOR RECEIPT IN BUSINESS
SERVICES
21 N Park St., Suite 6101, Madison, WI 53715-1218
Transaction Type |
Due Date |
External Requisitions with a dollar amount $25,000 & over requiring bid process* must be received in Purchasing Services, Suite 6101, 21 N Park St. |
April 1, 2009 |
External Requisitions may begin to be created for FY 2010 in the External Requisition Generator in MyUW. |
April 6, 2009 |
External Requisitions with a dollar amount $5000 - $24,999 requiring a bid process * must be received in Purchasing Services, Suite 6101, 21 N Park St. |
April 17, 2009 |
Orders after this date and expected to be received after June 30th must be charged to the new fiscal year, FY 2010. |
May 29, 2009 |
Salary Encumbrance application opens for FY10 entries. |
June 1, 2009 |
Any external requisition that
Must be received in Purchasing Services, Suite 6101, 21 N Park St. |
June 12, 2009 |
Encumbrance Management Forms for FY 2009 approved by your Dean’s office must be received in Purchasing Services. |
June 12, 2009 |
| Justification to Carryover Prior Fiscal Year POs | June 15, 2009 |
Invoices from External Vendors |
June 17, 2009 |
Materials Distribution Services (MDS) Orders for items in stock and ready for delivery from all Prime Vendors. Remember, back orders may be delivered after July 1, and therefore will be charged to FY 2010. |
June 19, 2009 |
Travel Expense Reports (TER), Employee Reimbursements (ER) & Payment To Individual Reports (PIR) for all expenses incurred prior to 7/1/09 |
June 19, 2009 |
Direct Payment billings for services/supplies received prior to 7/1/09 |
June 19, 2009 |
Refund of Receipt form for money deposited with the University as a receipt or sales credit prior to 7/1/09 must be received in Cash Management, Suite 6101, N. Park St. |
June 19, 2009 |
Salary Payment Transfers
Non-Salary Payment Transfers
|
June 24, 2009 |
Internal invoices and Internal Work Order billings for supplies/services received before 7/1/09must be received in Accounting Services, Suite 5301, 21 N. Park St. |
June 24, 2009 |
Emergency transactions on FY 2009 funding only, must be received in Accounting Services, Suite 5301, 21 N. Park St. |
June 26, 2009 |
Purchasing Card - All orders must be placed early enough to allow the vendor time to process the transaction and submit the charge to US Bank on or before Friday June 26th. The turn around time varies by merchant. Orders placed the week of June 22nd may or may not post to FY 2009. |
June 26, 2009 |
Internal billings for supplies/services received before 7/1/09 must be received in Accounting Services, Suite 5301, 21 N. Park St. |
June 26, 2009 |
Receipt/Sales Credit Deposit Forms |
June 30, 2009 |
Vendor Refund Deposits |
June 30, 2009 |
Last day that Travel Expense Reports (TER), Refund of Receipts, Employee Reimbursements (ER), Payment to Individual Reports (PIR), Direct Payments (DP), and invoices from External Vendors vouchers will post to FY 2009. The transactions will be visible in WISDM the following morning. |
June 30, 2009 |
Last day that e‑Reimbursement Expense Reports will post to FY 2009. The transactions will be visible in WISDM the following morning. |
June 30, 2009 |
Any e‑Reimbursement Expense Reports that are fully approved by approximately 7:30 AM will be processed in FY 2009 |
June 30, 2009 |
Freight: Departments who are currently using any shipping service must make sure that the funding line to be charged is valid for FY 2010. We encourage you to contact your current shipping providers to make sure the funding information has been changed. |
July 1, 2009 |
Encumbrances will begin to occur and be available in WISDM after this date. |
July 2, 2009 |
Last day to enter Accounting code changes for Purchasing Card |
July 2, 2009 |
Last day for major billing units to process JRB journals for supplies/services received before July 1, 2009. |
July 3, 2009 |
Last day for Purchasing Card posting. This will be visible on WISDM on Tuesday, |
July 3, 2009 |
Voucher entry of PO payments for FY 2010 begins. |
July 6, 2009 |
All FY 2009 Salary Encumbrances will be closed by this date. |
July 6, 2009 |
Last payroll for FY 2009 (June end of month) will post tonight. |
July 6, 2009 |
| A system job will be run to cancel (zero) out FY2009 salary encumbrances. | July 8, 2009 |
Last entry for FY 2009 internal billings, cost transfers, and revenue transfers in JET by Accounting Services staff. |
July 8, 2009 |
JET available for FY 2010 entry of internal billings and cost transfers. |
July 13, 2009 |
FY 2009 final adjustments by Madison Budget Office and Accounting Services only |
July 13,14, & 15, 2009 |
* All goods and services ordered after May 29, 2009 must have a planned receipt date by June 30, 2009 to be charged for FY 2009.
** Some items may be purchased from an existing UW-Madison or UW System contract, state bulletin or waiver regardless of dollar amount. If in doubt, contact Purchasing Services to determine if the bid process is required
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