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Controller's Office Calendar

Payroll Calendars 

    


Year End Dates for Fiscal Year 2013 (year ending June 30, 2013) 

Date  Description 

Friday, JUNE 7

Payroll:  Adjustments for first close due to Payroll office 

Friday, JUNE 14

Payables:  Close out old travel encumbrances by submitting online or paper travel statement

Tuesday, JUNE 18

Payables:  Submit online check requests, invoice, TE/BM forms, new purchase orders to Payment Solutions to ensure posting by June first close

Wednesday, JUNE 19

Gift deposits (cash, check, credit card) for FY13 must be received in Development.  NOTE: Gifts received after this date but on or before June 30 must still be hand-delivered (by noon on July 1) to Development for processing.  Any gift transaction information received after noon on July 1 will be processed for the following fiscal year.

Payroll:  Deadline to submit personnel action forms for B2 bi-weekly, hourly staff to Human Resources for any changes that should be reflected on the first paycheck of FY14.

Friday, JUNE 21

Payroll:  Deadline to submit personnel action forms for SM semi-monthly, salaried staff and faculty to Human Resources for any changes that should be reflected on the first paycheck of FY14.

Friday, JUNE 28

Cashier, Payables:  All deposits for FY13 (on-line and paper) must be in the Cashier’s office by 2 p.m.  If deposit applies to a travel envelope (TV) document, TV document must be approved today.

Cashier:  Petty cash vouchers for FY13 business due to Cashier’s Office by 3 p.m.

Purchase orders in Marketplace must be entered by the end of calendar June to post in FY13 business.

Monday, JULY 1

Payables:  Approving officials should not approve open FY13 TV documents when a deposit is due to Rice.  Please wait until JULY 12 to approve TV documents if a deposit is due to Rice and was not completed by JUNE 30.

Purchase orders in Marketplace entered in calendar July will post in FY14 business.

Thursday, JULY 4 (Holiday)

Payables:  Purchasing card charges posted to the bank on this day or earlier will post to FY13.  Charges cannot be moved from one fiscal year to another once posted.

Friday, JULY 5 (Holiday)

Payables:  Purchasing card charges posted to the bank on this day or later will post to FY14.  Charges cannot be moved from one fiscal year to another once posted.  If you are concerned about the year in which your charges will post, you may wish to consider establishing a much earlier cut-off for use of the purchasing card in your department.

Tuesday, JULY 9

General, Payables:  First Close. Documents for data entry must be received in the Controller’s office by 8 a.m.  Reports available through web applications approximately 7 p.m.  D purchasing card clearing funds with negative balance will be charged to department’s A1 fund after travel entry is completed [see next paragraph].

Payables, Travel/Pcard:  5 p.m. deadline to move FY13 general purchase transactions to travel, clear purchasing card travel/entertainment expenses with online travel system.  Expenses not cleared will be credited to FY13 expense and roll to (and be charged to expense in) FY14.  Online purchasing card reallocation will not be available from 5 p.m. July 9 until 8 a.m. July 12. (TIP: You can download your unaccounted for Travel/Entertainment/Business Meetings/Pcard Charges under Pcard Travel Queries to determine the amount that will be credited to FY13 expense.)

Payroll:  Payroll adjustments for second close due to Payroll office.

Friday, JULY 12

Payables:  Online purchasing card and travel available in FY14 business at 8 a.m. 

Tuesday, JULY 16

General:  Second Close. Documents for data entry must be received in Controller’s office by 8 a.m.  Reports available through web applications approximately 7 p.m.

Tuesday, JULY 16

Payables:  Encumbrances FY13 invoices must be received in Payment Solutions on or before July 16 to ensure posting against FY13 budgets.

Monday, JULY 22

Encumbrances not paid in FY13 business available to be paid with FY14 invoices beginning on this date.

Wednesday, AUGUST 7

General:  July close.  C, D, G and H fund balances rolling forward from FY13 to FY14 will appear on or before this date.

 

If you are planning ahead: FY 2014 monthly closes: 

July – Wednesday, August 7

August – Monday, September 9

September – Monday, October 7

October – Thursday, November 7

November – Friday, December 7

December – Wednesday, January 8

January – Friday, February 7

February – Friday, March 7

March – Monday, April 7

April – Wednesday, May 7

May – Friday, June 6

June (1st) – Wednesday, July 8 (tentative)

 

For questions or additional information: 

Teresa Blumentritt Brooks – x4812, blument@rice.edu - travel/pcard roll

Patti Gaylord – x6707, Patricia.L.Gaylord@rice.edu – A/P payments

Bobby McBride – x2633, bobby.mcbride@rice.edu - payroll

Gwen Aldridge – x3444, gkellogg@rice.edu – payroll

Sandra Wilkerson – x4696, sandra.k.wilkerson@rice.edu – gifts

Cashier’s Office – x4946, cashier@rice.edu – deposits (other than gifts), petty cash

Brian Soika – x4726, brian.soika@rice.edu – encumbrances and purchase orders

Crystal Davis – x2478, crystald@rice.edu – all other, general questions