FY23 Departmental Closing Schedule + Important Reminders

With the close of Fiscal Year 2023 approaching, the following important information includes: details about the departmental closing schedule, reminders about federal government’s Uniform Guidance when purchasing with federal grant funds as well as purchasing gifts with University funds, and resources available for different types of purchases.

Departmental Closing Schedule

Please refer to the Departmental Closing Schedule for Fiscal Year-End General Ledger Closing Schedule for 2023 where you will find the following cut-off dates related to Purchase, Pay & Travel and Financial Records Services:

  • PantherExpress System transactions to be approved by Purchasing Services
  • Specialty Form (including Contract Payment Form) invoices in the PantherExpress System
  • Invoiced and fully matched PantherExpress System Purchase Orders
  • Disbursements, travel advances, and petty cash reimbursements to the Payment Processing Department (paper)
  • Travel Expense Reports - Online T&Bs (Concur System)
  • OneCard, Travel Card and/or P-card reconciliations 
  • Paper journal entries and salary/wage cost transfers to the Financial Records Services Department
  • Supplier Verification Form

Uniform Guidance When Purchasing with Grant Funds

When purchasing goods or services with federal grant funds, it is important to remember that the purchase is subject to the federal Uniform Guidance (UG) and University purchasing procedures. UG has specific requirements for all purchases of goods or services made with federal grant funding over $10,000.

Review more information on the Purchase, Pay & Travel website.

Purchasing Gifts with University Funds

It is important to understand the policies (University Policy FN28 and Uniform Guidance 200.445) and procedures associated with the purchase of gifts, awards, and prizes using University funds and federal grant funds for employees and non-employees.

Visit the Purchase, Pay & Travel website for full details, including next steps if you have already purchased gifts, awards, and prizes using University funds.

Various Checklists to Assist with Purchases

The following various checklists are available on the Purchase, Pay & Travel website to assist with different purchases:

If you have questions about the above information, please contact Purchase, Pay & Travel Customer Service.