Fiscal Year End
Departments should use fiscal year end deadlines to ensure timely process of transactions.
Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer, or Procurement & Payment Services at UND.pps@UND.edu for additional guidance.
2023 Fiscal Year End Deadlines
After all transactions have posted to the ledger for fiscal year 2023, central finance will notify departments that the actuals ledger has closed.
For additional information on each of the dates below, please review the associated Fiscal Year End 2023 Fact Sheets.
Date | Deadline Type |
---|---|
June 23 |
Last day to place an order through UND Marketplace (Jaggaer) and have the possibility of it being posted using FY23 funding. If an order submitted before June 24 is not fully receipted before July 10 with a receipt date of June 30 or earlier and not fully invoiced as of July 10, it will not be paid using FY23 funds and will be rolled over to FY24. Questions? UND.pps@UND.edu |
June 24 - 30 |
UND Marketplace (Jaggaer) orders placed during this time period will be held by UND PPS and not submitted to suppliers until July 3. Questions? UND.pps@UND.edu |
June 28 |
Accounts Receivable charges and credits are due by 4:30pm. Questions? melissa.dietrich@UND.edu |
June 29 |
All departmental deposits (cash/checks/credit card) are due by 4:00 pm. Cash and Checks must be dropped off to the Twamley drop box (room 107) by 4:00 pm. All payments on student accounts, the associated check, and account number must be delivered to One Stop Student Services by 3:00 pm, located in the Memorial Union Room 302. Questions? contact your division's finance department or central finance at UND.treasury@UND.edu |
June 30 |
Last day to submit payroll retroactive forms for fiscal year 2023. Questions? Consult your division’s finance department or payroll services at trish.muir@UND.edu |
July 3 |
Orders placed in UND Marketplace (Jaggaer) during the hold period will budget check against the FY24 budget and then be submitted to suppliers. Questions? UND.pps@UND.edu |
July 10 |
Last day to receipt a product to June 30 and have all invoice approvals completed for purchases made in UND Marketplace (Jaggaer). Questions? UND.pps@UND.edu |
July 12 |
Last day for a June payment request to be approved by the department and routed to payment services for payment with FY23 funds. Last day to approve and route a FY23 travel and expense report to central finance for review. Last day for a journal voucher to be approved for posting to FY23. Questions? UND.pps@UND.edu |
July 13 |
Last day for expenses on state grants to be processed by Grants and Contracts Accounting. Questions? Contact your Grant & Contract Accounting Grants Officer |
July 14 |
Last day for a journal entry or journal import to be approved and routed to central finance for review to post to FY23. Questions? Contact your division’s finance department or central finance at und.journalimports@und.edu |
Additional Departmental Deadlines
June 28
Last day to submit a request for an Emplid# and/or External Org ID for AR transactions.
Accounts Receivable charges and credits are due by 4:30 p.m.
Note: Accounts Receivable transactions cannot be backdated. If goods or services were provided by UND on or before 6/30/23 and were not posted to the accounts receivable system, please contact jodi.morgan@und.edu.
Accounts Receivable Fiscal Year End Fact Sheet
Contact
Please consult your division’s Chief Business Officer or the Office of Student Finance at melissa.dietrich@UND.edu for additional guidance.
June 30
Deposits must be received by the UND AA&F (Gorecki Alumni Center), 3501 University Ave, by 1 p.m. on Friday, June 30, 2023.
July 7
Transactions received by the UND Alumni Foundation after July 7 will be processed and charged to FY24.
*Note: A transaction must be fully approved (including central finance approval) by July 7 to be reimbursed by the Alumni Foundation in FY23.
Contact
Please consult your division’s Chief Business Officer or the Controller’s office at jodi.morgan@und.edu for additional guidance.
For use by departments in the timely processing of deposits. Situations may occur that require processing outside of the dates listed below.
June 29
Checks/Cash/Credit Card related to general revenue: All payments (cash, checks, or credit card transactions) received by a department on or before June 29, must be submitted for deposit by June 29th 4:00 pm. Please complete an electronic deposit form and drop off cash and checks at the drop box, located in Twamley, Room 107.
Checks related to student accounts: Departments who are submitting checks to be applied to a student account, please submit checks and student ID to One Stop Student Services, Memorial Union Room 302, no later than 3:00 pm on June 29. Please do not drop student payments in the Twamley Dropbox. Any checks related to student payments dropped in the Twamley dropbox will not be processed by the end of the fiscal year.
Departmental Deposits Fiscal Year End Fact Sheet
Contact
Please consult your division’s Chief Business Officer or central finance at UND.treasury@UND.edu for additional guidance.
July 13
All expenses on state grants must be approved and posted in PeopleSoft Finance by Thursday, July 13, 2023. This includes vouchers, journal entries/imports, journal vouchers, and travel & expense reports. Any items not posted by this date become the responsibility of the department.
Please note that Central Finance may have a later deadline to submit a FY2023 transaction. If you need to process a FY2023 expense on a state-funded grant, you must ensure this expense is submitted and posted by the G&C deadline of July 13.
July 14
Grants and Contracts is required to submit June invoices for state funded awards no later than July 14, 2023. State agencies do not grant special permission to rebill or extend the July 14, 2023 deadline.
On July 14, 2023 at 8:00 am, G&C will set state funded projects with an end date of June 30, 2023 to “hold” in PeopleSoft Finance. The hold status will prevent any transaction such as payroll or operating expenses from posting against a project. This process will help lessen the possibility of cost transfers after the award has ended. All expenses attempting to post after 8:00 am on July 14, 2023, including backdated expenses, will become the responsibility of the department.
Grants and Contracts Fiscal Year End Fact sheet
Contact
If you need additional guidance with the fiscal year end close out of your State of North Dakota grant award, contact your Grant & Contract Accounting Grants Officer.
For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below.
July 14
Last day for a journal entry or import to be approved and routed to central finance for posting.
Note: The journal entry or import must pass all edit checks, budget checks, and approvals by July 14th.
Note: Any journal entry or journal import received in central finance after July 14 for correction of a FY23 transaction that is not associated with a grant project will be deleted and will not be processed in FY23 or FY24. Exceptions may be made if the correcting transactions are associated with grant projects in which the correcting entry will post to FY24, but not back to FY23.
Journal Entry or Journal Import Fiscal Year End Fact Sheet
Contact
Please consult your division’s finance department or central finance at brandon.wallace@und.edu for additional guidance.
For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below.
The journal voucher must correspond with the date of the original voucher. If the original voucher date is 7/1/2022 - 6/30/2023, the correcting journal voucher must be dated in FY23. If the original entry posted after 6/30/2023, the correcting journal voucher must be dated in FY24.
July 12
Last day to approve a FY23 journal voucher to be routed to payment services for review.
*Note: For the journal voucher to be processed in FY23, the journal voucher must be at the AP audit review by the end of the day on July 12.
Journal Voucher (correction of a voucher payment) Fiscal Year End Fact Sheet
Contact
Please consult your division’s Chief Business Officer or payment services at UND.pps@UND.edu for additional guidance.
May 31
Last day to reallocate JP Morgan purchasing card transactions from May 1 – May 15.
June 7
Last day to reallocate JP Morgan purchasing card transactions from May 16 – May 31.
June 14
Last day to reallocate JP Morgan purchasing card transactions from June 1 – June 6.
June 21
Last day to reallocate JP Morgan purchasing card transactions from June 7 – June 13.
June 28
Last day to reallocate JP Morgan purchasing card transactions from June 14 – June 20.
July 7
Last day to reallocate JP Morgan purchasing card transactions from June 21 – June 30.
*Keep in mind that purchases made near the end of the month may or may not post to that month based on the vendor’s processing guidelines. Example: a purchase made by a UND employee with a purchasing card on June 28 may not post to JP Morgan until July. This is a July transaction and will post to the next fiscal year.
JP Morgan Purchasing Card Transactions Fiscal Year End Fact Sheet
Contact
Please contact PPS at UND.pps@UND.edu for additional guidance.
For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below.
June 30
Retroactive adjustments are strongly discouraged. This is the last day to submit any FY23 retroactive adjustments to be processed.
July 10
Review registers for PPE 6/30 (final payroll for FY23).
July 11
Confirm PPE 6/30 (final payroll for FY23).
July 14 Payday (Pay Period June 16-30)
Salary and all fringes will be accrued back to FY23.
The salary and fringes backdated to FY23 excludes the health insurance expense. The health insurance expense is posted to FY24, not FY23.
July 31 Payday (Pay Period July1-16)
Salary and all fringes will be charged to FY24.
Payroll Fiscal Year End Fact Sheet
Contact
Please consult your division’s Chief Business Officer or payroll services at trish.muir@UND.edu for additional guidance.
For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below.
June 23
Last day to place an order through UND Marketplace (Jaggaer) and have the possibility of it being paid using FY23 funding. If an order submitted before June 24 is not fully receipted before July 12 with a receipt date of June 30 or earlier and not fully invoiced as of July 12, it will not be paid using FY23 funds and will be rolled over to FY24.
June 24-30
UND Marketplace (Jaggaer) orders placed during this time period will be held by UND PPS and not submitted to suppliers until July 3.
July 3
Orders placed in UND Marketplace (Jaggaer) during the hold period will budget check again the FY24 budget and then be submitted to suppliers.
July 10
Last day to receipt a product back to June 30th in UND Marketplace (Jaggaer) (invoice must also be received in UND Marketplace) and last day to submit a Payment Request form for FY23 goods and or service invoices held by the department.
Marketplace (Jaggaer) Fiscal Year End Fact Sheet
Contact
Please consult your division’s Chief Business Officer or PPS at UND.pps@UND.edu for additional guidance.
For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below.
July 12
Last day to approve an FY23 expense report to be routed to central finance for review. For the expense report to be processed in FY23, the expense report must be at the AP audit review by the end of the day on July 12.
Travel and Expense Report Fiscal Year End Fact Sheet
Contact
Please consult your division’s Chief Business Officer or payment services at UND.pps@UND.edu for additional guidance.