Timetable for Processing 2013 Fiscal Year End Transactions
Dates Shown Below are for Receipt in Business Services
(Downloadable PDF version available)
FINAL
FY 2013 Timetable for Processing All Transactions
DATES SHOWN BELOW ARE FOR RECEIPT IN BUSINESS SERVICES
Transaction Type |
Due Date |
External Requisitions for FY 2013 with a dollar amount $50,000 & over must be received in Purchasing Services, Suite 6101, 21 N. Park St. |
April 1, 2013 |
External Requisitions may begin to be created for FY 2014 in the External Requisition Generator in MyUW. |
April 1, 2013 |
External Requisitions for FY 2013 with a dollar amount $5,000 - $49,999 must be received in Purchasing Services, Suite 6101, 21 N. Park St. |
April 22, 2013 |
Justification to Carryover Prior Fiscal Year POs. Campus can begin to justify PO rollover. |
May 1, 2013 |
Orders after this date and expected to be received after June 30th must be charged to the new fiscal year, FY 2014. |
May 24, 2013 |
Any external requisition for FY 2013 that
Must be received in Purchasing Services, Suite 6101, 21 N. Park St. |
June 7, 2013 |
Invoices from External Vendors must be received in Accounts Payable, Suite 5301, 21 N. Park St. |
June 7, 2013 |
Encumbrance Management Forms for FY 2013 approved by your Dean’s office must be received in Purchasing Services. Email forms to purch@bussvc.wisc.edu. |
June 14, 2013 |
Direct Payments (DP) & Payment To Individual Reports (PIR) must be received in Accounts Payable, Suite 5301, 21 N. Park St. |
June 14, 2013 |
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 14, 2013 |
Last Day to justify Carryover of Prior Fiscal Year POs. |
June 17, 2013 |
All prime vendor and MDS core stock orders must be processed by June 17, 2013 to ensure charges are applied to FY13 funding. Orders placed after June 17, 2013 may or may not be billed to FY13 depending on product receipt date and potential back-order status. |
June 17, 2013 |
Salary Cost Transfers (SCTs) processed through the Cost Transfer Tool for Fiscal year 2013 must be fully approved by June 19, 2013 to guarantee entry into Fiscal Year 2013. After this cut-off date, SCT’s and Direct Retros will only be processed as time permits. |
June 19, 2013 |
Internal invoices / Internal Work Order billings for supplies/services received before July 1, 2013 must be received in Accounting Services, Suite 5301, 21 N. Park St. |
June 21, 2013 |
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 21, 2013. The turnaround time varies by merchant. Orders placed the week of June 17, 2013 may or may not post to FY 2013. |
June 21, 2013 |
Internal billings for supplies/services received before 7/1/13 must be received in Accounting Services, Suite 5301, 21 N. Park St. |
June 21, 2013 |
Emergency transactions (ET's)- Final ET’s for June and FY 2013 will be processed on June 26, 2013 and distributed on June 27, 2013. No ET payments will be made on June 27, 2013 and July 1, 2013. The next day for processing will be July 2, 2013, unless there is an extremely urgent need. |
June 26, 2013 |
Last Day for AP Voucher Entry |
June 26, 2013 |
E-Reimbursement - Expense reports not fully approved by 8 AM on June 28, 2013 will not be processed for payment until July 2, 2013 and will be processed as FY 2014. |
June 28, 2013 |
JET and Cost Transfer Tool – Last day for June FY 2013 (period 12) journal entries |
June 28, 2013 |
JET and Cost Transfer Tool Opens for Period 13 - Accounting dates will change to July 1, 2013 (period 13) at 4 pm on Friday, June 28, 2013. All JET and Non Salary Cost Transfers submitted to the Tool after 4pm June 28, 2013 through July 5, 2013 at 4pm will have an accounting date of July 1, 2013. |
June 28, 2013 |
Vendor Refund Deposits - Must be received in Cash Management, Suite 6101, 21 N. Park St. |
June 28, 2013 |
Department Bank Deposits - For FY2013 postings, deposits must be picked up by armored car services or delivered to US Bank before end of day June 28, 2013. |
June 28, 2013 |
Freight - Departments who are currently using any shipping service must make sure that the funding line to be charged is valid for FY 2014. We encourage you to contact your current shipping providers to make sure the funding information has been changed. |
July 1, 2013 |
Receipt/Sales Credit Transfer Form For FY 2013 must be received in Cash Management, Suite 6101, 21 N. Park St by July 1, 2013. |
July 1, 2013 |
| JET - Last day for JRR (Revnue), entries in JET for FY 2013 | July 2, 2013 |
Non-Salary Cost Transfers processed through the Cost Transfer Tool must be approved by 4:00 PM July 5, 2013 to ensure entry for FY 2013. |
July 5, 2013 |
JET – Last day JRB (Internal Billings), and JRT (Non-salary cost transfer) entries in JET for FY 2013. |
July 5, 2013 |
JET & Cost Transfer Tool Down - JET will be turned off from July 6 until July 14, 2013 to allow final clean-up for Fiscal Year 2013 |
July 6-14 |
PO Encumbrances (FY2014) will begin to occur and be visible in WISDM after this date. |
July 9, 2013 |
JET - First day for JRR (Revenue) entry for FY2014. |
July 15, 2013 |
JET - First day for JRB (Internal Billings) and JRT (Non-Salary Cost Transfer) entry for FY2014. |
July 15, 2013 |
Cost Transfer Tool – First day for FY2014 entry of Salary Cost Transfers or Non-Salary Cost Transfer in the Cost Transfer Tool |
July 15, 2013 |