Fiscal year-end is approaching soon for Federal Appropriations. Again this year, our goal is to have both Research (Fund Group 452, source 34xx) and Extension funds (Fund Group 456, source 31xx) closed by November 30 month-end. The closing process involves several sequential steps. In addition, there are mandatory federal guidelines for both federal research and extension funds to which we must adhere.
Units must review and reconcile all accounts monthly. Please use ADW and your Labor Distribution Reports (report 189) during the upcoming months to assist with the review of your accounts. Reviewing your accounts using ADW, which is accessible through the Brio portal, will allow for fewer late-cost transfers, corrections, etc.
If you need instructions or assistance with Brio, contact Financial Reporting.
Units must process reimbursement vouchers and journal corrections in a timely manner.
|2010 Due Dates||What's Due?|
|Tuesday, August 31||Purchase Order requisitions requiring bids must be processed by this date to allow sufficient processing time on special items. To promptly process these requisitions and meet federal year-end deadlines, contact the purchasing agent.|
|Wednesday, September 15
||Normal Purchase Order requisitions must be processed by this date to have funds committed or expended by September 30.|
|Monday, September 20||Labor Distribution Adjustments for September statements.|
|Tuesday, September 28||Payment Requests for September month-end.|
|Tuesday, October 5
||JEMS Journals for September month-end.|
|Wednesday, October 20||Labor Distribution Adjustments for October statements.|
|Thursday, October 28||Payment Requests for October month-end.|
|Thursday, November 4||JEMS Journals for final adjustments.|
|Friday, November 19||Final Labor Distribution Adjustments - payroll adjustments will not be accepted for FY10 after this date.|
|Monday, November 29||Payment Requests for November month-end.|
|Tuesday, November 30||Commitments: FY10 account commitments need to be cleared.|
|Friday, December 03||JEMS Journals for final adjustments.|
Units must see that a funding plan is in place, and so must continue reviewing all accounts on a monthly basis, with the principal investigator especially. No carry-over of funds at the project level is allowed. Federal research funds not expended or committed by September 30 will lapse back to the experiment stations.
In order for federal extension accounts to close, all commitments must be zero. To see that all expenses were posted correctly, review any unused balances before closing. Overdrafts on accounts are prohibited, and therefore, corrections and adjustments must be made in a timely fashion and documented properly.
For assistance with federal appropriations, contact the following individuals:
|Contact Name||Contact Phone Number
|Janice Valerio (Geneva)
||Contact Phone Number
|Janice Valerio (Geneva)||(315) email@example.com|