IMPORTANT FY2022 DEADLINE DATES FOR TECH SERVICES:

July 1, 2022 Stop ordering firm orders in order to receive materials in time to pay in FY22 

August 1, 2022: Submit change orders to disencumber blanket POs for which no other invoices are expected: 

 August 15, 2022 Estimated deadline to do budget transfers and still do requisitions or blanket change orders to pay 

August 26, 2022 noon: FY 22 BearKatBuy requisitions. All Requisitions for one-off invoices that are not on blanket PO's follow this deadline. Change orders to blanket PO's also follow this deadline.

August 31, 2022 - Deposits due to Cashier's Office by 3:30pm

September 5, 2022: All invoices for FY2022 payments must be in Disbursements before noon. (We prefer to have our invoices in by August 31, 2022. Have to have date of 8/31/2022 or earlier on vendor's invoice as invoice date AND PAYMENT DUE DATE to be paid in FY2022. Often Procurements will change the Payment Due Date for us for Library invoices but you can double check in Bearkat Buy by displaying the E invoice number and looking at the Payment Due Date. Otherwise, it will be paid by Disbursements in FY2023 which we don't want. If that happens, have to adjust Sirsi & payment spreadsheets to match Banner.)

September 12, 2022 by 5pm:  FY22 Corrections (Local Only). This includes any corrections to FOAPs or invoices paid incorrectly (wrong amount, wrong vendor, wrong FOAP etc.). Try to have Sirsi and Banner balanced before 9/12/22 to have time to submit corrections, if any.

NOTES:

Requisitions: have to go through approval process and be changed into POs before invoices can be added. $20,000 or less - approval by Eric Owen and Kristie Kelarek. $50,000 or more go to Eric, VP Office, then Kristie.

Blanket POs: if sufficient money, Tech Services add receipts and Disbursements adds E#. If change order needed to add more money, goes through approval process: $20,000 Eric and Kristie; $50,000 or more to Eric, VP Office, then Kristie.

If we don't have time to pay invoices in BKB in FY22, hold them until FY23. May have to remove orders in Sirsi and re-enter them as FY23 orders. Have to change the dates on the vendor invoices to 9/1/22 or later to be paid in FY23.

IMPORTANT FY2019 DATES FOR TECH SERVICES:

Deposits – Due by 3:30 p.m. 08/30/19 

FY 19 BearKatBuy requisitions (under $15,000 or on a contract not requiring bids) must be submitted by noon. 08/29/19

• Library One-off requisitions should be processed 5 days earlier  than the above deadline (i.e. 8/23/2019) to allow time for the requisition to be turned into a PO and then invoiced. For amounts over $15,000 it can take longer than 5 days so larger amounts should be processed a few days sooner, if possible.

Direct Pay (Local) – Due by 5:00 p.m. 08/23/19 - Interdepartmental payments (Tech Services seldom does these.)

All Invoices for FY 19 payments must be in Disbursements before noon. 09/06/19 -- Tech Services normally submits invoices for payment before the end of August to have time to reconcile Sirsi Acquisitions with university accounts.

Interdepartmental Transfer Vouchers (Local) – Due by 5:00 p.m. 08/29/19 -- Teri & Michael: budget transfers between library accounts and/or other departments to library accounts.

Prior Year Corrections (Local Only) – Due by 5:00p.m. 09/11/19

P-Card – The P-Card can be utilized through the end of the fiscal year. P-Card transactions requiring a Technology Oversight Approval (TOA) must have an approved TOA form issued from IT@Sam by August 1, 2019 at 5:00pm. The billing cycle for the P-Card will end on September 3, 2019 at midnight. You may begin generating your Expense Reports on Friday, September 6th. In an effort to ensure that all payments are made in a timely manner, all transactions (state, agency, grant, and local) must be reconciled and submitted in Chrome River by Monday, September 9, 2019 at 3:00pm. Any transactions utilizing STATE/APPROPRIATED funds during this billing cycle will be paid from FY 20 funds.

• Library Tech Services P-card use should stop as of July 31 to allow time for the transactions to post before August 31. If it has to be used in August it can be but it makes reconciling our accounts much more difficult because the  p-card charges can't be reconciled until September.

This will be the first year end using Bearkat Buy.  We need to check with Disbursements about whether our blanket POs need to be closed out and new ones set up for FY2017. What will be best for us?

• Trina and Teri want to close any blanket POs and start new ones in FY2017

Can money be carried from FY2016 to FY2017? If so, how? Probably best for Tech Services not to carry money.

• Ann Holder has said that we will not carry money forward.  If necessary, it will be rolled into the library fund balance although it is preferable to actually spend it all during FY2016.

How can we ensure one-offs get entered and paid in time to be paid from FY2016? 

• Plan to submit any one-off invoices by Wednesday, Aug 24 so the purchase orders can be approved. Trina said if the amount is less than about $10,000 the PO is usually ready the following day.  If more than $10,000 it can take a couple of days.  We want to get the invoices submitted by the August 29, 2016 5:00pm deadline (for local accounts.)
• The only money we have left in HEAF accounts is $16.51 in 120400/470000/720/40

P-card: what deadline is best for us so we can close out our books?

• Trina hopes to not have to use the P-card for any more orders this year.  She already order a few items that may not be posted until September 2016.

• Based on Year End Deadlines for FY2015 sent by VP of Finance & Operations, final dates for invoices to be sent to Accounts Payable are:
  • Direct Pay (State) – Invoices using State Money have to be sent to A/P Wednesday, August 19^th at 5:00 p.m.  We should try to have all invoices paid with state money to A/P by Tuesday, August 18^th at 5:00p.m. if possible
  • Direct Pay (Local)-- Invoices using Local Money have to be sent to A/P by Friday, August 28^th at 5:00 p.m.  We should try to have all invoices paid with local money to A/P by Thursday, August 27^th at 5:00p.m. if possible
  • Interdepartmental Transfers (State) -- Due by 5:00p.m. 8/19/15.  We should request by Friday, 8/14/15
  • Interdepartmental Transfers (Local) -- Due by 5:00pm 8/28/15. We should request by Monday, 8/24/15
  • Encumber FY2015 money on Banner to carry forward to FY2016 -- I believe due by 9/4/15 but we should enter encumbrances by 8/28/15
  • Check to be sure payment approvals have been invoiced by A/P beginning August 17th for state accounts and August 26th for local accounts
    • I have been told by Roz, Controller's Office, that for state accounts (e.g., 110100/470001), even if the Date Payment Due date is after August 19, they actually have until August 31 to pay the invoices and can even do some back dating if problems occur.  TLO 8/12/15
  • NOTE THAT IF THE INVOICE DATE (not the subscription start date) IS SEPTEMBER 1, 2015 OR LATER, IT CAN'T BE PAID IN FY2015. ASK THE VENDOR TO PROVIDE A REVISED INVOICE WITH AN AUGUST 2015 INVOICE DATE.
  • Note: Labor Day is Monday 9/7/15

BANNER UNIVERSITY ACCOUNTS & CARRYING MONEY FORWARD TO NEW FISCAL YEAR

Encumber it or lose it: AS OF FY2018 TECH SERVICES NO LONGER HAS HEAF OR DESIGNATED TUITION MONIES, JUST LOCAL MONEY FROM STUDENT LIBRARY USE FEE. ALSO, WITH BEARKAT BUY WE CAN NO LONGER ENCUMBER MONEY TO CARRY IT FORWARD. IF IT IS NOT SPENT IT ROLLS INTO THE LIBRARY FUND BALANCE--5/8/2019 TLO.

If this money is not used during the current fiscal year, it must be encumbered so that it will carry forward to the new fiscal year, otherwise the university takes it and it is no longer available to the library

State accounts

• HEAF (120400)
• E&G Fund (110100) and local account

Local account: Designated Tuition (140100)

Note: A question came up as to whether money for electronic resources (account codes in the 727600 group) could be encumbered and carried to the following fiscal year.  Acquisitions has been able to do this in the past and is not aware of any restrictions.

Rolls into library fund balance if not encumbered:

If this money is not used during the fiscal year and is not encumbered (NO LONGER POSSIBLE TO ENCUMBER IT), it rolls into the library’s fund balance and can be pulled back out and transferred into the student use fee accounts or copy services accounts in the new fiscal year.--IT IS DIFFICULT TO TAKE MONEY OUT OF THE FUND BALANCE AFTER THE BEGINNING OF THE FISCAL YEAR BECAUSE IN THAT CASE, ALL OF THE MONEY IN LIBRARY ACCOUNTS HAVE TO BE SPENT OUT, WHICH WOULD ONLY HAPPEN AT THE END OF THE FISCAL YEAR IF AT ALL. THEREFORE, IT IS VERY DIFFICULT TO GET MONEY BACK OUT OF THE FUND BALANCE DURING A FISCAL YEAR.  IT IS BEST TO SPEND ALL OF IT DURING THE FISCAL YEAR IF POSSIBLE.

• Jackie Conrad, Library Business Office Manager, often lets money roll into the fund balance at the end of the fiscal year
• Acquisitions encumbers money in Student Use Fee Accounts and Replacements account to be able to track it better

Local accounts—library income:

• Library Student Use Fee accounts (151800)
• Copy Services income accounts--Xerox Machine Library (183100/470001—Replacements)

Rolls forward without being encumbered:

Interest from Endowment Accounts—Joe L & Sallie Clark Texana (310417/470000)

• This money does not need to be encumbered at the end of the fiscal year and Acquisitions does not encumber it
• It rolls forward automatically
• The endowment is actually in a separate account and the interest from the endowment rolls into the account that is used by Acquisitions
• The interest is added to the account periodically throughout the year by the university and is put into the 720 pool.  Acquisitions generally uses this account for print books so the money that is needed for orders has to be transferred to the 770 pool
• At the beginning of the fiscal year, an estimate of the amount that will be needed for orders during the year is transferred to the 770 pool and is adjusted during the year as needed

(Notes from talking with Jackie Conrad 8/26/14, rev 8/12/15—TLO)

Firm Order Acquisitions’ Plans for End of Fiscal Year 2015

• In-Stock Ordering ONLY will begin after May 15^th.  Music is the exception to this…
  Tech Services Library Associate will email selectors a week before this deadline to remind them:
  • Acquisitions will start ordering “in-stock” only books on Monday, May 18^th.   If the book is not in-stock with our primary or secondary vendors, we will hold the order card(s) and search again for an available copy the following month.  If you have any order cards that you would like to turn in before we start this process, please do so this week.
• Based on Year End Deadlines for FY2015 sent by VP of Finance & Operations, final dates for invoices to be sent to Accounts Payable are:
  • Direct Pay (State) – Invoices using State Money have to be sent to A/P by Wednesday, August 19^th at 5:00 p.m.  We should try to have all invoices paid with state money to A/P by Tuesday, August 18^th at 5:00p.m.
  • Direct Pay (Local)--Invoices using Local Money have to be sent to A/P by Friday, August 28^th at 5:00
  • We should try to have all invoices paid with local money to A/P by Thursday, August 27^th at 5:00 p.m. if possible
    • Trina will retrieve the last B&T invoices Monday, August 24^th, pay them immediately in Banner.  Then she can check them in on Sirsi and process as they arrive and time allows by Friday, August 28th, at 5:00.  
• Trina & Dawn exchange information (log-ins, etc.) on how to order from each other’s vendors in case additional help is needed.
  Sarah (student worker) is going to help Dawn unpack boxes and pull order cards, as ordering slows down.  This will help Dawn as she gets more orders once we move to “in stock only” ordering…
• Decided at the June 17th budget meeting, an email will be sent to bibliographers on June 17th informing them that:
  • Bibliographers should submit order cards whether their funds have a positive or negative free balance. (Note for Acquisitions-not included in the email: Acquisitions has NOT stopped ordering on funds that have negative free balances this year as has sometimes been done in the past.  However, bibliographers who have negative free balances have not been submitting many orders.  We want to encourage them to do that at this time so we can try to get all of the free balance money encumbered before the end of the fiscal year.)
  • the deadline for ALL orders to be submitted will be Friday, August 14.  This will give acquisitions time to get the orders placed during the following week and, hopefully, for items to be invoiced by Baker and Taylor by August 24th.
  • Beginning July 15^th, if you have a fund with a positive free balance, Acquisitions may use that amount for orders submitted on funds that are already overspent.
• Decide on encumbrances to carry forward on Banner to FY2016
• Trina:  August 1st--run report for "Titles on Order-FY2015" to match against order cards in box.  Check on cancellations
• Check to be sure payment approvals have been invoiced by A/P beginning August 26th
• Final year-end reports and balancing:  Aug 31-Sep 3
• Sirsi “rollover” funds, vendors, and/or orders Friday, Sep 4^th
• Vendors:
  • Trina & Dawn will call & email all their vendors by August 20th to let them know anything ordered on or after September 1, 2015 must be on a separate invoice from any old/previous orders.
• Stop ordering from Baker and Taylor -- place those orders with YBP as of Aug 11, 2015 because B&T is getting out of the academic market except for dvds and audiovisual materials.

  • Ann H suggested to me that we should stop ordering from B&T now and just use YBP (except for B&T Audio/Media or whatever we call that account for dvds, etc.).  I see that we only have about $6871 left in the free balance of the F- funds (which does not include PSV or TEX) .  This money is also used to pay for PDA and STL.  I am estimating we will have at least $3000 in PDA/STL in the next 3 weeks which leaves even less money for individual firm order purchases (which is good since we don’t have many orders coming in right now.)

  • However, Jackie expects to have some money left in her accounts to give to Acquisitions before the end of the fiscal year.  So if we end up actually needing more money for individual book orders, we can use that money.  Any money we don’t use we can encumber and carry forward – for STL would be my preference.

  • Trina will get with Dawn about Dawn taking over the Baker and Taylor orders to place with YBP.

• Work on IPEDS statistics

• Request budget transfer of all remaining amounts into the 151800/470002/720 account and encumber on Banner to carry forward for short-term loans

GENERAL NOTES FOR SIRSI SUBSCRIPTION ORDERS

After rolling the subscription funds, vendors, and orders, a report needs to be run to list the notes that are in the orderlines about changes that need to be made in the new fiscal year so the orders can be updated according to the COVERAGE notes.

Also, run a report to see if there are subscriptions that have renewal dates after September 30 of the following year to find items that would not normally be paid in the new fiscal year.

• Sometimes the renewal dates get messed up when trying to correct the number of days of the subscription from 365 to 366 so those need to be fixed.  
• If a subscription was paid ahead from the previous fiscal year, it's renewal date will be for the fiscal year following the current fiscal year.  The amounts for these are normally set to zero for the new fiscal year with the expectation that it won't be paid ahead again in the current fiscal year for the following fiscal year.