Fiscal Year-End Process and Key Dates
YEAR – END/NEW FISCAL YEAR PROCESS:
Key Dates –
– Thursday, June 30th – Concur expense reports with deposits must have money deposited at the Cashier’s Office by 4:00 and the expense report must be approved by 5:00 pm. Depositing money due Rice at the Cashier’s Office prior to June 30th is strongly recommended to allow sufficient time for the report to be approved.
– Monday, July 4th – Pcard charges sent to the bank by the vendor on or prior to this date will be included in FY17 business. Charges after July 4th will be recorded in FY18. Please refer to the two dates below regarding expense reports where re-allocations are done.
– Friday, July 9th by midnight – Concur expense reports without deposits must be approved in order to be recorded in FY17.
– Monday, July 10th – This is the first day to submit expense reports for FY18.
Process –
– All charges are in the 72356 account, whether they are for travel or non-travel.
– Any travel charge pertaining to FY18 must have a Concur expense report started and the header record field “Trip/Report End Date” completed with the future trip’s end date; the travel related charges in these expense reports will be recorded as FY18 expense.
– Please remember to allow time for the report to route to the Concur Audit Service (if selected) and for the report to be approved by the approver(s).
– The Concur system will remain available for use. FY18 expense reports can be worked on but should NOT be submitted before Monday July 10th. If reports are submitted and approved prior to July 10th, the expenses will be recorded in FY17.
– Expense reports must be approved by the specified deadlines. If deadlines are missed, there is no alternate reallocation method available. Please remember to factor in the possibility that expense reports may be routed through Concur’s Audit Service (CAS); 10% of expense reports are randomly selected for audit by CAS. The expense report routing occurs once reports are submitted and prior to reports being sent to the approver. CAS has on average a monthly goal of responding within 72 hours. Since this timing is an average, some reports do exceed 72 hours.
Please clear pcard expenses for FY17. There are a significant number of pcard charges that are uncleared. For those areas with few uncleared charges, thanks very much for the good work!
