Year End Processing Deadlines
[NOTE] This is an expanded version of the year-end processing deadlines document to accommodate the implementation of Workday to replace Banner. Departments should carefully review the below announcement as it contains key information and blackout dates as we transition to Workday.
For additional information about the Workday project and full timeline details, please refer to the Workday Information website at miamioh.edu/workdayinfo.
Listed below are the deadlines for year-end processes and transactions that must be met in order to be recorded in the appropriate fiscal year. Please contact the appropriate office at the number listed below with any questions. It is important that everyone makes every effort to meet these deadlines and process all outstanding documents within the established time frame in order to have a successful year-end close.
As a general reminder, departments have 90 days from the date of the expense to submit requests for corrections or reclassification between accounts. This includes corrections and reclassification requests in the form of journal entries, interdepartmental uploads, and labor redistributions. Transactions with an original date prior to April should have already been submitted prior to June. Please note that General Accounting will deny requests that are beyond the 90 days. Exceptions may be made only if there is a valid reason, such as an expense charged to a fund that is not permitted. An example of this would be alcohol charged to an operating/E&G fund.
Journal Entries
Contact: General Accounting 9-6118
In accordance with our policies all transfers for expenses prior to April should have already been completed. Journal Entries for April, May and June of the current fiscal year’s expenses ONLY must be sent to generalAccounting@MiamiOH.edu by July 5. Please note these dates replace any previously published dates on the Journal Entry Form.
Banner Interdepartmental Uploads
Contact: General Accounting 9-6118
All interdepartmental charges, in the form of an upload, which are to be included in the current fiscal year must be sent to generalAccounting@MiamiOH.edu by July 5. Any uploads received after that date will be charged to the following fiscal year.
Requesting New Index Codes and Funds
Contact: General Accounting 9-6118
All new index code and fund requests with expected financial activity prior to July 1, 2024 must be submitted by May 15, 2024 to the appropriate office.
Labor Redistributions
Contact: General Accounting 9-6118
Labor Redistributions for April, May and June expenses ONLY must be submitted in Banner 9 Self Service by your area’s authorized user by July 5. Any April, May, and June redistributions received after the deadline will be processed in the following fiscal year within 90 days of the original expense transaction date.
For any questions related to Journal Entries, Banner Interdepartmental Uploads, and Labor Redistributions, please email General Accounting at generalAccounting@MiamiOH.edu.
Request for Purchase Order Requisitions and Purchase Order Closure
As Miami transitions from Buyway to Workday for departmental ordering and supplier invoice payments, departments should be aware of the below key dates when considering making purchases for the remainder of this fiscal year.
All invoices must be submitted AND approved in Buyway by close of business on 06/27/24. Any unapproved invoices after 06/27/24 will be returned to departments with a note to re-enter them in Workday. Any invoices due in July for goods/services should be entered in Workday when that system launches 07/01/24.
| Area Of Focus | Key Date | Important Notes | Questions? |
|---|---|---|---|
| Last Date for Departments to Submit Contract Review Requests for Strategic Procurement | 05/10/24 | All contract review requests must be submitted into Buyway by this date for a review by Procurement | Contact Us |
| Last Date for Departments to Submit Orders via Buyway | 05/31/24 | All requisition requests must be submitted into Buyway by close of business on 05/31/24. Any requisition entered must be for goods/services delivered within FY24 and where invoices will be submitted and paid before the end of June 2024. | Contact Us |
| Last Date for Departments to Submit Supplier Setup Requests | 05/31/24 | All supplier requests must be submitted and approved through Formstack by close of business on 05/31/24. | Contact Us |
| Last Date for Departments to Receive a Buyway Purchase Order | 06/07/24 | All purchase order requests not approved and converted into a Buyway purchase order by close of business on 06/07/24 will be returned to departments with a note to submit these requests in Workday when that system launches 07/01/24. | Contact Us |
| Last Date for Invoices to be Submitted AND Approved in Buyway | 06/27/24 | All invoices must be submitted AND approved in Buyway by close of business on 06/27/24. Any unapproved invoices after 06/27/24 will be returned to departments with a note to re-enter them in Workday. Any invoices due in July for goods/services should be entered in Workday when that system launches 07/01/24. | Contact Us |
| Last Date to Request Cash Advance/Reimbursements/Zelle/Prepaid Cards AND Approved in Chrome River | 06/22/24 | All Cash Advance/Reimbursements/Zelle/Prepaid Cards must be requested AND approved in Chrome River by 6/22/24. All requests not approved by that date will have to be re-entered by the requester in Workday. All requests for travel after 7/1/24 should be made in Workday. | Contact Us |
| Last Date to use Pcard | 06/22/24 | Please make Pcard transactions prior to 6/22/24 except for emergencies or if you are in travel status. Please reconcile as soon as transactions are available in the Chrome River eWallet. You can create multiple reconciliations if necessary. | Contact Us |
| Last Date to Submit Reconciliations AND Approvals in Chrome River for June 2024 cycle and any other FY24 transactions (including P-Card, Travel Reimbursement, & Cash Advance Reconciliations) | 07/05/24 | Please reconcile as soon as transactions are available in eWallet. You can create multiple reconciliations if necessary. All Chrome River reconciliations and approvals must be completed by close of business on 07/05/24 for the June billing period. July transactions will be posted to Workday. | Contact Us |
Additionally, both Accounts Payable and Strategic Procurement will be closing open financial documents in Buyway and Banner after 06/28/24. Please note that due to the work involved in transitioning a PO or Invoice to Workday from Buyway that we will not be carrying forward open departmental purchase orders. All Purchase Orders that have not been fully invoiced before transitioning to Workday will be closed and will need to be re-created in Workday starting 07/01/24.
Please send all questions for Strategic Procurement related items to purchasing@miamioh.edu.
Please send all questions for Accounts Payable related items to accountspayable@miamioh.edu.
Budget Transfers
Contact: Budget 9-4227
Permanent budget transfer for the current fiscal year must be received in the Budget Office by April 12. One-time budget transfers for the current fiscal year must be received in the Budget Office by June 23 of the current fiscal year.
Unclassified Staff - June 2023 Leave Reports
Contact: Human Resources or Academic Personnel
As we approach the end of the 2024 fiscal year, please plan accordingly to set reminders to submit and approve June leave reports no later than July 5, 2024. This early submission and approval are our standard practice to ensure a timely close for the 2024 fiscal year.
For any questions, please email HR at Employment@miamioh.edu or Academic Personnel at AcademicPersonnel@miamioh.edu.
Invoice and Travel/P-Card Expenses
Contact: Accounts Payable 9-9200
Invoices
FY23 ends on June 30th. In order to close out FY23 in a timely manner, we ask that you please have all invoices entered into Buyway and approved for processing no later than 5 p.m. on June 23. If items are received in the department after this date, please process invoices as soon as possible, and they may be posted to FY23.
Travel and P-Cards Expenses
Once the purchasing with your P-Card for the month of June is complete, please complete your expense report in Chrome River as soon as possible before the month of June ends. Even if unexpected additional transactions must be made for June, you can reconcile those separately with no penalty for creating multiple expense reports. If you have multiple expenses which will take place throughout the month of June, consider reconciling the first half of the month on one report in mid-June and the remainder at the end of the month.
All travel and P-Card expense reports for the month of June 2023 must be prepared and submitted for approval in Chrome River by Wednesday, July 5th.
All reports must be approved by approvers by Friday, July 7th.
All of the offices above appreciate your efforts to submit these items as early as possible throughout the fiscal year as well as during the last month of processing.