BCTC Closing Schedule
FY 2008-2009
April 1 – Wednesday
April 10 - Friday
- Requisitions for items to be received by June 30, 2009 that will require sealed bids (over $20,000) must have met budget checking requirements, be electronically approved in PeopleSoft and specifications (quotes) must be received in BCTC purchasing by the end of the day. This deadline does not apply to Grants, Gifts and Construction Funds unless it is a grant/budget that expires on June 30, 2009.
April 24 – Friday
- Requisitions for items to be received by June 30, 2009 that do not require sealed bids (under $20,000) must have met budget checking requirements, be electronically approved in PeopleSoft and specifications (quotes) must be received in BCTC purchasing by the end of the day. This deadline does not apply to Grants, Gifts and Construction Funds unless it is a grant/budget such as Perkins that will expire June 30, 2009.
- Confirming requisitions are exempt from this requirement.
May 1- Friday
- Match Exceptions/Purchase Order Activity Clean Up – Each department should review requisitions entered for the fiscal year. Check to see if any items have not fully paid, received or closed. Reasons for a PO not being closed would be no receiving in PeopleSoft (contact James Poole), no invoice received by KCTCS A/P, etc.
June 1 - Monday
- Match Exceptions/Purchase Order Activity Not Yet Cleaned Up – Departments continue reviewing their respective PO’s to resolve any items not yet fully paid, received or closed.
- All journal entries for goods or services (transacted before June 1, 2009) between BCTC and other KCTCS colleges must be submitted to the BCTC Budget Office (Karen Manley).
- All transactions posted to the general ledger prior to June 1, 2009, are to be reviewed. Any correcting entries need to be submitted to the BCTC Budget Office (Karen Manley).
June 10 - Wednesday
- All travel reimbursements requests (travel vouchers) for travel taken prior to June 1, 2009 are due to Amy Spears.
June 19 - Friday
- All confirming requisitions using any fund code for expenses incurred on or before Friday June 19, 2009, must be approved, have complete and correct vendor information and be successfully budget checked by noon. Any confirming requisitions entered after this date will be cancelled by KCTCS Purchasing and must be reentered after July 6, 2009.
June 22 - Monday
- ProCard cardholder statements for the June cycle (May 20 – June 19) are available. Edits must be posted and budget checked by June 29, 2009. After this date any transactions failing budget check must be corrected by a journal entry; therefore, it is imperative that edits are posted and budget checked by June 29, 2009.
- No requisitions can be created from close of business on June 19 to July 6, 2009.
- Expenses from June 22 through June 30 must be added to your accrual listing (use accrual template) to be forwarded to BCTC Purchasing by Monday, July 6, 2009. Write the word ACCRUED on invoices before forwarding to KCTCS A/P.
June 24 - Wednesday
- For expenses incurred on June 1 through June 30, 2009 - check requests and travel vouchers must be received by BCTC Accounts Payable (Amy Spears).
- Receiving must be entered in PeopleSoft for goods or services that have been physically received on or before June 30, 2009 and ordered on a regular (not deferred) purchase order.
- Received purchase orders not yet invoiced will automatically be included on the accounts payable accrual list.
- Three way receiving purchase orders placed and not delivered from the vendor before June 30, 2009 will be charged to FY 2010 business unit. Each department is responsible to insure that FY 2010 funds are available for the transaction to be completed.
- Invoices for confirming requisitions are to be submitted to KCTCS A/P, Kim Freeman, and Tammy Horn by noon via email.
June 29 – Monday
- ProCard edits for the May 20 through June 19 cycle must be completed and budget checked in Paymentnet by 4:30pm.
June 30 – Tuesday
- Final review of all requisitions entered for the fiscal year. Check to see if items have not been paid, received or closed. This review is critical to avoid cancellation of transactions. Please call if you have any questions.
- Last day for on-line receiving in PeopleSoft for FY 2009.
- All "non student" related services provided by BCTC before or on June 30 must be billed/invoiced through the PeopleSoft Financials Billing Module. Such services include but are not limited to training, tests and facility rentals. Please call Craig Dundon at Ext 56640 if you have any questions.
July 1 - Wednesday
- Access for receiving in PeopleSoft will be suspended from July 1 – July 6, 2009.
- ProCard cardholder statements for June 20 – June 30 are available. Edits will need to be completed and budget checked in Paymentnet by Wednesday, July 8, 2009.
- ProCard transactions not posted by June 30, 2009 must be added to a special Procurement Card accrual list and submitted to Kim Dennis by Thursday, July 2, 2009.
- Note: If the posting date of a transaction (the date the vendor processes the transaction with their bank and the date the charge is posted to your ProCard) is after June 30 the transaction will be charged to FY 2010 unless an accrual request is submitted for the expense.
Purchases must be physically received by June 30, 2009 to be included in FY 2009.
- All journal entries for goods or services (transacted from June 1 through June 30) between BCTC and other KCTCS colleges must be submitted to the BCTC Budget Office (Mindy Huang).
- All correcting journal entries for entire fiscal year 2008 general ledger activity must be delivered to the BCTC Budget Office (Karen Manley).
July 2 - Thursday
- ProCard transactions not posted by June 30, 2009 must be added to a special Procurement Card accrual list and submitted to Kim Dennis by Thursday, July 2, 2009.
July 7 - Tuesday
- Travel vouchers from June 1, 2009 through June 30, 2009 not yet processed for payment are to be received by BCTC’s Accounts Payable no later than noon and will be included on BCTC’s Accounts Payable accrual list by Amy Spears.
Note: Travel vouchers received after July 7, 2009 must include written explanation – justification for late submittal and are subject to being returned.
- Procard edits for the June 20 through June 30 cycle must be completed and budget checked in Paymentnet by 4:30pm.
- Expenses from June 21 through June 30 must be added to your accrual listing and submitted to BCTC Purchasing by Wednesday, July 8, 2009. Write the word ACCRUED on invoices before forwarding to KCTCS A/P.
- Procard pre-paid expense lists need to be submitted to Kim Dennis. In addition, submit any pre-paid expenses to Mindy Huang along with the BA8 and a copy of all supporting documentation.
- Submit an Accounts Payable Accrual List using the template provided to Tammy Horn listing goods or services received on or before June 30, 2009 but have not processed a payment document such as a check request or confirming requisition because an invoice has not been received by the vendor.
BCTC FUNCTIONAL AREA CONTACTS
ACCOUNTS PAYABLE - Tammy Horn, Ext. 56637
BUDGET – Mindy Huang, Ext. 56636
BUDGET – Karen Manley, Ext. 56372
GRANT ACCOUNTING – Questions Related To:
Purchasing / Accounts Payable – Tammy Horn
Forms (GC1) – Mary Forbes
Forms (GC2) – Mindy Huang
Budget – Mindy Huang
Position Number or Payroll Encumbrances – Karen Manley
INSTITUTIONAL ADVANCEMENT – Linda Epling, Ext. 56584
PROCUREMENT CARDS – Kim Dennis, Ext. 56639
NON-STUDENT RECEIVABLES – Craig Dundon, Ext. 56640
PURCHASING – Tammy Horn, Ext. 56
