To: Department Heads, Chairs and all Account Authorities
From: Tara Judson, Comptroller
Date: April 4, 2016
Subject: Fiscal Year-End - April 30, 2016

1. Department Heads and Chairs are reminded that the University's fiscal year-end is April 30, 2016. To ensure that 2015-16 expenditures are recorded in the 2015-16 operating budget, all external requisitions (both electronic and hard copy) to be processed for purchase orders must be received by the Procurement Services office no later than 12 noon Friday, April 22, 2016. Our auditors require that goods charged to the 2015-16 budget must be both invoiced and received on or before April 30, 2016 and as such, requisitions will be reviewed for
acceptability prior to the April 22, 2016 final cut-off date. Please request your suppliers to forward their invoices to the Accounts Payable on or before May 6,2016.

2. Goods invoiced or received after April 30, 2016 will be charged to the next fiscal year (2016-17). The April 22, 2016 cut-off date will be strictly enforced, so please make your plans now for the remaining weeks of the 2015-16 fiscal year.

3. Hours worked and approved for the month of April will be charged to the 2015-16 fiscal year for students and other hourly-rate employees.

4. Project Beacon - As you are aware, effective the 2016-17 fiscal year, we will be using our new system (Colleague) and portal (myUPEI) for all purchases. Therefore, PO’s created using UIS in 2015-16, with remaining balances, will not be carried forward to 2016-17 fiscal year as in previous practice. For ongoing
commitments, a new PO will need to be issued for 2016-17. Training sessions for myUPEI will be schedule from April 18-29. Details for Registration will be released by the Project Beacon team on April 8).
Your cooperation on this matter will be appreciated by all concerned.
Thank you.