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WASHINGTON STATE UNIVERSITYACCOUNTS PAYABLE2018 Fiscal Year End (Closing Period)July 1 - July 13, 2018IMPORTANT DATES:ThursdayJuly 5Invoices Due in Accounts PayableExpenditure Transfer Requests Due in Accounts Payable Miscellaneous IRI’s Due in Accounts PayableTuesdayJuly 10PAPR-PC (uploads) closes, PAPR-WEB closesWednesdayJuly 11FINAL DAY TO POST FY18 EXPENSES PAPR closesSCBAIMS closesFridayJuly 13FACTS closesExpenses for goods/services are to be charged to the fiscal year which the goods/services are RECEIVED. RCW 43.88.290.RIP PaymentsOld Year (FY18) RIP invoices mailed July 2, 2018 or later will follow the schedule below. July 2nd-11th Old Year (FY18) RIP Schedule: July 2 RIP stamp date changed to 6 daysJuly 3RIP stamp date changed to 5 daysJuly 5 RIP stamp date changed to 4 daysJuly 6 RIP stamp date changed to3 daysJuly 7 RIP stamp date changed to2 daysJuly 10 RIP stamp date changed to1 dayJuly 11 Scheduled same dayNew Year (FY19) RIP invoices will be future scheduled as normal.PAPRChecks cannot be cancelled on July 2nd. Please have checks cancelled prior to June 29th or after July 2nd. Verify RECEIPT OF GOODS date on all Purchase Orders & Department Orders. Expense to appropriate fiscal year.Most confirming reimbursements (i.e. employee reimbursements) will be paid Old Year (FY18).Most Memberships, Subscriptions & Maintenance/Software licenses will be paid New Year (FY19).The first working day after PAPR closes (i.e. 7/12/18) is not a good day to pay Purchase Orders. PO’s are OK to pay beginning 7/13/18.As we approach the end of June, let the system future schedule RIP invoices 9 days out or sooner (not the standard 23 days). Exception Reports for Fiscal Year errors begin July 2nd.Fiscal Year corrections require 2 one-sided JV’s (i.e. 1 for each year). PAPR UPLOADSSubmit July Nonservice Pay Upload no later than June 27th. NSP’s will be paid Old Year (FY18). Submit Lease Upload no later than June 25th. These are processed Old Year (FY18). If expenses need moved to FY19 the department must submit a request.PAPR-WEBPAPR-WEB uploaded on or before June 29th will automatically post Old Year (FY18).If we receive Departmental PAPR-WEB batch with mixed fiscal years process payment to the fiscal year which has the majority of invoices. Final day for Old Year (FY18) PAPR-WEB uploads is July 10th. Payments will be scheduled July 11th and checks mailed July 12th. We will notify Facilities and PAPRWeb Departments of FY cutoff dates.OTHERFor ETR’s review payment details to determine correct FY. FACTS will default to New Year (FY19) on July 2nd.Mark expense recoveries OLD YEAR (FY18) or NEW YEAR (FY19). Watch for blankets expiring (a lot of blankets expire on 6/30). Send note to Purchasing/Department.Notify Jessica of large dollar invoices (over $10K) not received by 7/5/18. We report FY18 accruals to the Financial Statement through August. It’s important to capture these expenses for Audit.Release JV’s same day. PURCHASING CARD/CTA Card final day for FY18 upload is July 10th.LIBRARY-Pad 858 (LIBRARY) final day for FY18 upload is July 10th. Last day to pay ACH and post Old Year (FY18) is July 10th.Last day to pay Wires and post Old Year (FY18) is July 11th.WednesdayJuly 4HOLIDAYThursdayJuly 5Invoices Due for Processing Through Accounts Payable (PAPR)Expenditure Transfer Request Forms Due (other than Payroll)Miscellaneous IRI’s DueTravel Expense Vouchers for June are DueRevenue Transfer Requests DueThursdayJuly 5Interagency Billings DueTuesdayTuesdayJuly 10July 10Close PAPR-PC, Close PAPR-WEBAll FY18 Pcard and CTA Transactions must be reconciledWednesdayJuly 11Close PAPRClose SCBAIMSThursdayJuly 12Adjustments and Corrections in FACTSFridayFridayJuly 13July 13Close FACTSAccounts Receivable Reports DuePhysical Inventory Reports DueCompensating Balances Reports DueFridayJuly 13Property Inventory Reports DueWednesdayJuly 18AFRS 13th Month RunsTuesdayJuly 31All Reports Due ................
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