Timetable for Processing 2015 Fiscal Year End Transactions

Dates Shown Below are for Receipt in Business Services

(Downloadable PDF version available)

FY 2015 Final Timetable for Processing All Transactions
DATES SHOWN BELOW ARE FOR RECEIPT IN BUSINESS SERVICES

Transaction Type

Due Date

External Requisitions for FY 2015 with a dollar amount $50,000 & over must be received in Purchasing Services, Suite 6101, 21 N. Park St.

April 1, 2015

External Requisitions for goods and services expected to be delivered in FY 2016 may begin to be created for FY 2016 in the External Requisition Generator in My UW.

April 1, 2015

External Requisitions for FY 2015 with a dollar amount $5,000 - $49,999 must be received in Purchasing Services, Suite 6101, 21 N. Park St.

April 20, 2015

Justification to Carryover Prior Fiscal Year POs.  Campus can begin to justify PO rollover.

May 1, 2015

Orders after this date and expected to be received after June 30th must be charged to the new fiscal year, FY 2016.

May 22, 2015

Any external requisition for FY 2015  that

  • is less than $5,000
  • is PO from a Delegated department

Must be received in Purchasing Services, Suite 6101, 21 N. Park St.

June 5, 2015

Invoices from External Vendors must be received in Accounts Payable, Suite 5301, 21 N. Park St.

June 5, 2015

Direct Payments (DP) & Payment To Individual Reports (PIR) must be received in Accounts Payable, Suite 5301, 21 N. Park St.

June 5, 2015

Refund of Receipt form for money deposited with the University as a receipt or sales credit must be received in Cash Management, Suite 6101, 21 N. Park St.

June 5, 2015

Encumbrance Management Forms for FY 2015 approved by your Dean’s office must be received in Purchasing Services. Email forms to purch@bussvc.wisc.edu.

June 12, 2015

Last Day to justify Carryover of Prior Fiscal Year POs.

June 15, 2015

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 June 19, 2015. The turnaround time varies by merchant. Orders placed the week of June 15, 2015 may or may not post to FY 2015.

June 19, 2015

Salary Cost Transfers (SCTs) processed through the Cost Transfer Tool for Fiscal Year 2015 must be fully approved by June 22, 2015 to guarantee entry into Fiscal Year 2015.  After this cut-off date, SCT’s and Direct Retros will be processed as time permits.

June 22, 2015

Internal invoices / Internal Work Order billings for supplies/services received before July 1, 2015 must be received in Accounting Services, Suite 5301, 21 N. Park St.

June 22, 2015

Internal billings for supplies/services received before July 1, 2015 must be received in Accounting Services, Suite 5301,21 N. Park St.

June 22, 2015

All Shop@ UW orders must be shipped and invoiced by June 23, 2015 to ensure charges are applied to FY15 funding.  Orders placed in June 2015 may or may not be billed to FY15 depending on product lead-time, receipt date and potential back-order status.

Contact for Questions: Shop@UW Customer Service 608-497-4400

June 23, 2015

Emergency transactions (ET's)- Final ET’s for June and FY 2015 will be processed on Friday, June 26, 2015 and distributed on Monday, June 29, 2015. No ET payments will be made on June 29, 2015 and July 1, 2015.  The next day for processing will be July 2, 2015, unless there is an extremely urgent need.

June 26, 2015
before 9:00 AM

Last Day for AP Voucher Entry

June 26, 2015

Expense reimbursement (GET/E-Reimbursement) - Expense reports not fully approved by 8:00  a.m. on June 30, 2015 will not be processed for payment until July 2, 2015 and will be processed in FY 2016.  No reimbursement payments will be made on July 1, 2015.  The next day for processing will be July 2, 2015.

June 30, 2015
Before 8:00 AM

JET and Cost Transfer Tool – Last day for June FY 2015 (period 12) journal entries

June 30, 2015

JET and Cost Transfer Tool Opens for Period 13 - Accounting dates will change to July, 1, 2015 (period 13) at 4:00 pm on Friday, June 30, 2015.  All JET and Non Salary Cost Transfers submitted in the Tool after 4:00 pm June 30, 2015 through July 6, 2015 at 4:00 pm will have an accounting date of July 1, 2015 recorded in FY 2015.

June 30, 2015

Check Deposits - Must be received in Cash Management, Suite 6101, 21 N. Park St.

June 30, 2015

Department Bank Deposits - For FY 2015 postings, deposits must be picked up by armored car services or delivered to US Bank before end of day June 30, 2015.

June 30, 2015

Freight - Departments who are currently using any shipping service must make sure that the funding line to be charged is valid for FY 2016. We encourage you to contact your current shipping providers to make sure the funding information has been changed.  Please utilize the UPS CampusShip portal to enter default funding strings in a valid funding string format.  This will expedite UPS payment processing.

July 1, 2015

Receipt/Sales Credit Transfers - Forms for FY 2015 must be received in Cash Management, Suite 6101, 21 N. Park St by July 1, 2015.

July 1, 2015

JET – Last day for JRR (Revenue), entries in JET for FY 2015. July 2, 2015
Deferred Revenue - Completed forms to record deferred revenue for receipts collected in FY2015 for FY2016 activity must be received in Cash Management, Suite 6101, 21 North Park St. See Deferred Revenue policy. July 2, 2015

Non-Salary Cost Transfers processed through the Cost Transfer Tool must be approved by 4:00 PM July 6, 2015 to ensure entry for FY 2015.

July 6, 2015

JET – Last day JRB (Internal Billings), and JRT (Non-salary cost transfer) entries in JET for FY 2015.

July 6, 2015

JET & Cost Transfer Tool Down - JET will be turned off from July 7, 2015 until July 13, 2015 to allow final clean-up for Fiscal Year 2015

July 7-13

PO Encumbrances (FY2016) will begin to occur and be visible in WISDM after this date.

July 8, 2015

JET - First day for JRR (Revenue), JRB (Internal Billings) and JRT (Non-Salary Cost Transfer entry for FY 2016

July 14, 2015

Cost Transfer Tool – First day for FY 2016 entry of Salary Cost Transfers or Non-Salary Cost Transfer in the Cost Transfer Tool.

July 14, 2015