UHD / Administration and Finance / Business Affairs / Business Affairs, Budget and Procurement Key Dates
Business Affairs, Budget and Procurement Key Dates 2024
| Item | Date | Day | Time | Description | Send To |
|---|---|---|---|---|---|
| 1 | 06/26/24 | Wed | 5:00 PM | Deadline for submitting FY24 payroll reallocations for paychecks posted from September 2023 through May 2024 BOB/1074 reports. Deadline for clearing up negative cost center Budget Balance Available (BBAs), negative fund equity balances and ledger 9 deficits on all May 31st reports. | Budget Office |
| 2 | 06/28/24 | Fri | 5:00 PM | Open Market Purchases (Bids $25K and above) for FY24. All purchase requisitions (HEAF and local) of supplies or equipment for which the total cost shall exceed $25,000, including freight charges. Exceptions are possible but must be approved by the Procurement Department. | Procurement |
| 3 | 07/03/24 | Wed | 5:00 PM | HR emails each College/Division Administrator a list of employees in their college/division that are at risk of losing vacation at the end of FY24. CDAs should notify the affected employees. An updated list will be sent on August 8th. | CDAs |
| 4 | 07/08/24 | Mon | 8:00 AM | Departments can begin creating and submitting FY25 requisitions, which should only be for goods and services to be received and paid for in FY25. (Acctg/Req. Date = 09-01-24) | Procurement |
| 5 | 07/08/24 | Mon | 8:00 AM | Departments can begin creating and submitting all FY25 vouchers, which should only be for goods and services to be received and paid for in FY25. (Acctg/Req/Goods Rec Dates = 09-01-24 or after) | Accounts Payable |
| 6 | 07/12/24 | Fri | 5:00 PM | Change fund custodians who want to renew their fund for FY25 can email Addendum A, Overage/Shortage Reports for the past 12 months (Addendum D), the most recent Audit/Review Report, and a justification memo for renewing their fund to General Accounting. The deadline to send all documents for FY25 fund renewal is Aug 15th. | General Accounting |
| 7 | 07/12/24 | Fri | 5:00 PM | General Accounting will email Division Administrators a list of employees who have Finance System access (spreadsheet). College/Division Administrators (CDAs) should review the Finance System access list and return required information to businessaffairs@uhd.edu by July 31st. If Finance System access needs to be added or removed, a UHS Finance System Access Form (found on the Business Affairs page) must be emailed to businessaffairs@uhd.edu. | General Accounting |
| 8 | 07/22/24 | Mon | 5:00 PM | Deadline for submitting FY24 requisitions of $25K or less that requires informal bidding. | Procurement |
| 9 | 07/22/24 | Mon | 5:00 PM | Purchase requisitions for the lease or rental of equipment (renewal), which shall begin September 1, 2024, must be received by July 24, 2023 (including copy machines). | Procurement |
| 10 | 07/24/24 | Wed | 5:00 PM | Deadline for submitting FY24 payroll reallocations for paychecks posted on June 2024 BOB/1074 reports. Deadline for clearing up negative cost center Budget Balance Available (BBAs), negative fund equity balances and ledger 9 deficits on all June 30th reports. | Budget Office |
| 11 | 07/26/24 | Fri | 5:00 PM | P-card FY24 deadline - To ensure the use of FY24 funds and allow vendors a few days to post all charges to the accounts, charges should be made on your p-card no later than July 26th. Charges made July 26th through August 3rd may post using FY25 funds. | Procurement |
| 12 | 07/31/24 | Wed | 5:00 PM | Deadline for College/Division Administrators to submit the Finance System Access information to General Accounting. | General Accounting |
| 13 | 07/31/24 | Wed | 5:00 PM | FY24 DocuSign Department Fraud Risk Surveys due to Business Affairs. | Business Affairs |
| 14 | 08/01/24 | Thurs | 5:00 PM | College/Division Administrators begin emailing certifying signature forms for FY25 (effective 09-01-24) to Accouting. Deadline is August 9, 2024. Changes to the certifying signature forms during the year should be emailed to businessaffairs@uhd.edu. | General Accounting |
| 15 | 08/01/24 | Thurs | 5:00 PM | Business Administrators report possible FY25 budget load issues to the Budget Office by this date. | Budget Office |
| 16 | 08/01/24 | Thurs | 8:00 AM | College/Division Administrators begin updating FY24 Baseline Standards and notify the appropriate party. Deadline is August 8th. | CDAs |
| 17 | 08/05/24 | Mon | 5:00 PM | Deadline for submitting all state vouchers including contract vouchers, receiving reports, PO invoices and wire transfer requests to AP for FY24 payment. | CDAs |
| 18 | 08/07/24 | Wed | 5:00 PM | Deadline for submitting FY24 payroll reallocations for paychecks that include ledger 1 cost centers on ANY portion of the paychecks. Due to previously stated deadlines, these paychecks should be for July and August payroll only. | Budget Office |
| 19 | 08/07/24 | Wed | 5:00 PM | Last day to initiate FY24 ePRFs (estimated date from UH). | Budget Office/HR |
| 20 | 08/08/24 | Thurs | 5:00 PM | HR emails each College/Division Administrator an updated list of employees in their college/division that are at risk of losing vacation at the end of FY24. CDAs should notify the affected employees. | CDAs |
| 21 | 08/08/24 | Thurs | 5:00 PM | Deadline for College/Division Administrators to update FY25 Baseline Standards and notify the appropriate party. | CDAs |
| 22 | 08/09/24 | Fri | 5:00 PM | Deadline for departments to finalize/close purchase orders. | Procurement |
| 23 | 08/09/24 | Fri | 5:00 PM | Deadline for College/Division Administrators to email FY25 certifying signature forms (effective 09-01-24) to businessaffairs@uhd.edu. Contact General Accounting for questions. | General Accounting |
| 24 | 08/14/24 | Wed | 5:00 PM | Deadline for submitting local vouchers, travel vouchers, contract work flow vouchers, receiving reports, PO invoices and wire transfer requests to AP for FY24 payment. | Accounts Payable |
| 25 | 08/14/24 | Wed | 5:00 PM | Deadline for submitting local Concur Expense Reports to AP (in Concur), including Expense Reports for Department Travel Cards with July 2024 transaction dates or earlier, to ensure FY24 payment. | Departments |
| 26 | 08/15/24 | Thrus | 8:00 AM | Departments can begin initiating and submitting FY25 ePRFs (estimated date from UH). | Budget Office/HR |
| 27 | 08/15/24 | Thurs | 5:00 PM | Deadline for change fund custodians who want to renew their fund for FY25 to upload Addendum A, Overage/Shortage Reports for the past 12 months (Addendum D), the most recent Audit/Review Report, and a justification memo to email General Accounting. | General Accounting |
| 28 | 08/23/24 | Fri | 8:00 AM | AP will run a batch process to delete or close credit vouchers that are not offset against payments. | Accounts Payable |
| 29 | 08/23/24 | Fri | 5:00 PM | Deadline for submitting local SC vouchers to General Accounting for FY24 payment. | General Accounting |
| 30 | 08/23/24 | Fri | 5:00 PM | Deadline for departments to convert all unprocessed (without final General Accounting approval) FY24 SC vouchers to FY25 by changing the Accounting Date and Scheduled Due Date to 09-01-24 and budget checking the voucher. FY24 SC vouchers, not updated, will be deleted at 5:00PM today. | General Accounting/Accounts Payable |
| 31 | 08/28/24 | Wed | 5:00 PM | Deadline for submitting August (period 12) payroll reallocations for paychecks that include ledgers 2-5 & 7 cost centers. Due to previously stated deadlines, these paychecks should be for July and August payroll only. | Budget Office |
| 32 | 08/28/24 | Fri | 3:00 PM | Deadline for departments to convert all unprocessed (without final AP approval) FY24 vouchers to FY25 by changing the Accounting Date and Scheduled Due Date to 09-01-24 and budget checking the voucher. FY24 vouchers, not updated, will be deleted at 5:00PM today. | N/A |
| 33 | 08/30/24 | Fri | 5:00 PM | Deadline for Department Property Custodians to submit Authorization for Off Campus Property form via DocuSign to Property Management for FY25 for existing off-campus equipment. Initial requests to remove equipment from campus may be submitted to Property Management during the year but must be submitted prior to removal. | Property Management |
| 34 | 08/30/24 | Fri | 5:00 PM | Deadline for College/Division Administrators to submit the FY25 Designation of Department Property Custodian form via DocuSign. | Property Management |
| 35 | 08/31/24 | Thurs | 8:00 AM | No voucher creation today so that it does not interfere with the PO carry forward process. Also, departments should not attempt to finalize or partialize PO vouchers on August 31, as this will interfere with the PO carry forward process as well. | N/A |
| 36 | 08/31/24 | Thurs | 8:00 AM | Departments should not create requisitions so that it does not interfere with the encumbrance process. | N/A |
| 37 | 09/03/24 | Tues | 8:00 AM | Departments can begin journal entries for period 998. | General Accounting |
| 38 | 09/09/24 | Mon | 5:00 PM | Target close date for period 12. The actual close date will be announced via email. | General Accounting |
| 39 | 09/09/24 | Mon | 5:00 PM | Deadline for submitting 998 payroll reallocations for paychecks that include ledger 2-5 & 7 cost centers to Budget Office. Due to previously stated deadlines, these paychecks should be for August payroll only. | Budget Office |
| 40 | 09/11/24 | Wed | 10:00 AM | After August (period 12) closes, Budget Office will email deficit cost center balances where appropriate to Business Administrators. Business Administrators should coordinate transfers to remove deficits where possible by September 21st (last day to submit journal entries for period 998). | Business Administrators |
| 40 | 09/11/24 | Wed | 5:00 PM | Deadline for submitting vouchers to Accounts Payable with a Goods Receipt Date prior to September 1, 2024 in order to be accrued in FY24, period 998. | Accounts Payable |
| 41 | 09/16/24 | Mon | 5:00 PM | Finance posts AP accruals in period 998, FY24, to department cost centers based on UHS_AP_VOUCHERS_TO_ACCRUE query. All vouchers posted Sept 1-15 with a Goods Received Date before Sept 1 will be accrued, except for grant cost centers. | Accounts Payable |
| 42 | 09/16/24 | Mon | 5:00 PM | Finance posts AP accrual reversal in period 1, FY25. | Accounts Payable |
| 44 | 09/18/24 | Wed | 5:00 PM | Deadline for submitting 998 GL journals to General Accounting, including journals for FY24 P-Card and Transaction Correction Requests. | General Accounting |