Important Dates - Fiscal Year End 2020

For general year-end assistance, please contact outreach@fso.arizona.edu.

Item Deadline Analytics Notes
Last day for departments to submit Purchase Requisitions Friday,
May 1
N/A Last day for departments to submit fully approved Purchase Requisitions to Purchasing to ensure the order is placed, delivered, and paid in FY 2020.
Begin departmental review of FY 2020 account setups and attributes Friday,
May 1
N/A Departments should begin review of their accounts for any FY 2020 changes that need to be made.
Requisitions and PO’s can be created for FY 2021 Monday,
May 4
N/A Requisitions and Purchase Orders can now be created for the new FY 2021
Begin dual updating of maintenance tables Monday,
May 4
N/A All Sub-Object Codes and Project Codes will need to be maintained in both FY 2020 and FY 2021.
Budget Organization Changes (Reorganization/Dept. Title/Account Remapping) Friday,
May 15
N/A Deadline for approved reorganization/ department title/account remapping changes to the Office of Budget and Planning.
Purchase Order Amendments Friday,
May 15
N/A Last day for departments to submit fully approved amendments to Purchasing to assure the amendment is processed in FY 2020.
Transfer of Funds (TFs) for Endowments Friday,
May 15  
N/A Last day to submit endowment TFs to guarantee they will be processed for FY 2020. 
Campus training on Accounts Receivable, Inventory, Unearned Revenue, Prepaid and Accrued Expenses, and Deposits Thursday,
May 21
2-3 p.m.
N/A Campus training for A/R, Inventory, Unearned Revenue, Prepaid and Accrued Expenses and Deposits. Register for the Webinar through UAccess Learning, course UA-1239-10. You will receive a confirmation email that includes the Webinar meeting link.
Change expiration dates for accounts Wednesday,
May 27
N/A Last day to update account expiration dates in UAccess Financials to extend an account into the new FY for purposes of payroll funding. Transactions to update account expiration dates must show final in Financials by May 29. Account expiration changes made after this date will require account changes to funding in UAccess Employee as well. 
Request for Budget Change (RBC) – FY 2021 Monday,
June 1
N/A FY 2021 RBCs will be available for creating budget transfers and budget revisions for the new year.
Request for Budget Change (RBC) – Perm Budget Friday,
June 12
N/A Deadline for FY 2020 permanent budget transfers and revisions (to affect FY 2021 Original Budget).
Disbursement Voucher Vendors (PVEN) Friday,
June 12
N/A Deadline for creating new DV vendors for FY 2020 payments to ensure DVs are fully approved and can be created by June 19.
Disbursement Vouchers (DV) Deadline Friday,
June 19
N/A Deadline for Disbursement Voucher approval by department fiscal officer by 5 p.m. Friday, June 19 to ensure disbursement and expenditure recorded in FY 2020 (Period 12). Accounts Payable will continue to process as many expenditures as possible by June 30 to record FY 2020 expenses.
Travel advance and operational advance settlements Friday,
June 19
N/A Deadline for submitting DIs or DVs for settlement or partial replenishments for travel and operational advances. Documentation must be attached to the DI or DV by 5 p.m. Friday, June 19 to ensure approval and posting in FY 2020 (Period 12). 
Request for Budget Change (RBC) – Temp Budget Friday,
June 19
Monday,
June 22
Deadline for FY 2020 temporary budget transfers and revisions (FY 2020 temp budget transfers and budget revisions will be processed on a case-by-case basis).
Asset Retirement and Transfers Friday,
June 26
Monday,
June 29
Last day for campus to turn in asset retirements and transfers to Property Management for FY 2020.
API payment files for FY 2020 Friday,
June 26
Monday,
June 29
Deadline for API units to submit files for FY 2020.  API Units may begin submitting FY 2021 files on Wednesday, July 1.
Cash Receipts Monday,
June 29
Wednesday,
July 1
Departmental deposits for FY 2020 must be received in the mail by 4 p.m. on Monday, June 29 to ensure sufficient processing time. If you have any questions, please contact Maria Miranda at 621-0887.
Student Snapshot Tuesday,
June 30
Wednesday,
July 1
All Student activity that posts to Financials for FY 2020 will be included in this snapshot.
Service Billings and Interdepartmental Billings Tuesday,
June 30
Wednesday,
July 1
Service Billings and Interdepartmental Billings must be fully approved by June 30 in order to post to FY 2020.  SBs and IBs will post to Period 12.
Deadline for DV Approval by AP/Travel Tuesday,
June 30
Wednesday,
July 1
Last day for Accounts Payable/Travel to approve Disbursement Vouchers to expense in FY 2020. DVs submitted by June 19 deadline must be fully approved by fiscal officer and supporting documentation attached to the Disbursement Voucher. Accounts Payable will continue to process as many expenditures as possible as DVs will post to Period 12.
Purchase Order Invoices Tuesday,
June 30
N/A All PO invoices and documentation for FY 2020 must be received in Accounts Payable by noon on Tuesday, June 30 to be processed.  They will require final approval by departmental business offices by 5 p.m. July 13 to ensure expenditure in FY 2020.
Interim FY 2020 Period 12 close (Preliminary Interim close) Tuesday,
June 30
Wednesday,
July 1
Interim FY 2020 Period 12 close for regular transaction processing. Items (including payroll and ASC) may continue to post to Period 12 until Final Period 12 close on July 18.
Auto-Disapprove GEC/TF/SET/DI/CR documents Tuesday,
June 30
Wednesday,
July 1
All enroute GEC/TF/SET/DI/CR documents will be disapproved. 
Last day to close accounts Tuesday,
June 30
N/A Last day to close accounts until August 3.
Last Payroll encumbrance load for FY 2020 Wednesday,
July 1
Thursday,
July 2
Last full Payroll encumbrance load for FY 2020. This encumbrance load will post to Period 12. Encumbrances will not post again until they are zeroed out for FY 2020 on July 18.
Payroll for June 15 – June 28, 2020 Wednesday,
July 1
Thursday,
July 2
after 12 p.m.
Payroll will be posted to Period 12. File runs on Tuesday. Available to campus Thursday afternoon.
Period 13 Opens and FYE documents are available Wednesday,
July 1
Thursday,
July 2
Year-End versions of BA/DI/GEC/TF, and SET/STBT will post to FY 2020 Period 13.  All other documents, except PCDOs with postdates prior to July 1, 2020, will post to FY2021 Period 01. 
EFT Claims - Begin scrutinizing “Deposited Date” to determine correct version of document Wednesday,
July 1
Thursday,
July 2
EFTs claimed after June 30 but with a “Deposited Date” prior to July 1 should be recorded utilizing the Year-end Distribution of Income & Expense (YEDI) document.  These will post to FY 2020 Period 13 through July 17. Any transactions with a “Deposited Date” of July 1 or later will use the regular DI document. These transactions will post in FY 2021.
FY 2021 – Period 01 Opens Wednesday,
July 1
Tuesday,
July 2 
Activity begins posting to FY 2021 – Period 01.
First Payroll encumbrance load for FY 2021 Monday,
July 13
Tuesday,
July 14
First full Payroll encumbrance load for FY 2021.
FY 2021 Base Budget Wednesday,
July 1
Thursday,
July 2
FY 2021 Base Budget (BB) will be available in UAccess Financials and Analytics on July 2.
PCDO transactions Thursday,
July 2
Friday,
July 3  
PCDO transactions with a post date of June 30 should be available in Financials on July 2.
Collector feeds for FY 2020 Thursday,
July 2
Friday,
July 3 
Final Collector file feed for FY 2020 for units who send files to UAccess Financials.  These files will post to Period 12.
4th of July Holiday Friday,
July 3
N/A July 4 Holiday - System will be available but no batch processing will occur.
PCard – FY 2021 PCDOs Available Friday,
July 3
Tuesday,
July 7
First day that FY 2021 PCDOs will be available in Financials is July 3.
Accounts Receivable/ Inventories/Unearned Revenue/Prepaid and Accrued Expenses and Deposits Monday,
July 6
Tuesday,
July 7
The last day for departments to submit documentation for accounts receivable, inventories, and other accruals or deferrals for FY 2020.
Line Item Receiving Tuesday,
July 7
Wednesday,
July 8
Deadline for Line Item Receiving documents for any invoices dated June 30 or earlier to ensure expenditures are recorded in FY 2020.
PCard transactions Monday,
July 13
Tuesday,
July 14
All PCard transactions with June Post Dates must be finalized by 5 p.m. July 13 or they will be auto-approved.  These PCard transactions will post to Period 13. For questions regarding PCard transactions please contact PCard Customer Service at 626-9091.
PREQs (Invoices) Monday,
July 13
Tuesday,
July 14
Deadline for Accounts Payable to process PREQ invoices for FY 2020.  Invoices dated June 30 or earlier must be fully approved by the campus business office by end of business to post correctly.  FY 2020 PREQs will post to Period 12.
Final Payroll for FY 2020 Wednesday,
July 15
Thursday,
July 16
after 12 p.m.
Payroll will be posted to Period 12. File runs on Wednesday. PELs available to campus Thursday after 12 p.m.
Administrative Service Charge (ASC) Posts for FY 2020 Period 12 Wednesday,
July 15
Thursday,
July 16
Administrative Service Charge calculates and posts for FY 2020 Period 12.
FY 2020 Period 12 Close Saturday,
July 18
Saturday,
July 18
Final FY 2020 Period 12 close.
Year-end Documents (YEDI/YEGC/YETF/YEST) Friday,
July 17

Initiate
by noon

Approve
by 5 p.m.
Saturday,
July 18
Campus deadline for initiating Year-end documents is noon. 
Deadline for business office to approve Year-end documents is 5 p.m.  Year-end documents post to Period 13.
Remove Year-end Document Access Friday,
July 17
at 5 p.m.
N/A Remove access to Year-end Documents from campus at 5 p.m.
Last day for FY 2020 account changes. Friday,
July 17
N/A Last day for any FY 2020 changes to accounts.
First Payroll for FY 2021 Monday, 
July 20
Tuesday, 
July 21
after 12 p.m.
Payroll will be posted to Period 01. PELs will be available to campus Tuesday, July 21 after 12 p.m.
Edit Accounts for FY 2021 Monday,
July 20
Tuesday,
July 21
Campus can edit accounts for FY 2021.
FY 2020 Period 13 Close Friday,
July 31
Monday,
August 3
FY 2020 Period 13 close and Fiscal Year-end close (after Nominal Activity transactions have been verified).