BUSINESS OFFICE

FY21 Spending Deadlines
 

If you are unsure if your account qualifies please seek advice from your Sr. Accountant immediately.

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State funds do not carry forward to the following fiscal year. Therefore, if you do not spend the funds accordingly they will be lost.

 

The following information is being provided to assist with planning for the end of

Fiscal Year 2021 (July 1, 2020 – June 30, 2021).

Deadlines will be strictly enforced.

 

Black Out Period: June 27 – July 3, 2021.

Financial requests will not be processed during this time period.

Payroll will continue to be processed.

 

PAYMENT REQUESTS: June 18,2021

• Payment requests (invoices) with supporting documentation to be charged to FY21 funds must be in the Ecology Business Office by June 18, 2021.

 

TRAVEL: June 18, 2021

• Travel Authorities, Direct Charged Airfare, and Expense Statement Reimbursement Requests with supporting documentation must be in the Ecology Business Office by June 18, 2021.

• Contact your assigned Sr. Accountant about travel that concludes between June 19 and June 28. You may be able to count expenses against FY21 with pre-planning.

 

TRAVEL and NON-TRAVEL expense reports beginning June 29

will be made against the following fiscal year budget (FY22).

 

Reminder:  Travel Authorities no longer encumber (set aside) money.

*The only travel expenses that can be charged against FY21 dollars is travel that concludes by June 28.

Remember, paid airfare and some conference registrations can be reimbursed

ahead of time with proof of payment.

 

PURCHASING: various deadlines, listed below

• To GUARANTEE purchase orders are encumbered against the FY21 budget:  May 14, 2021

  • If you anticipate the purchase of a large ticket item ($25,000 or more) please work with your assigned Sr. Accountant as soon as possible and certainly before March 5, 2021.

  • Orders may be submitted up through June 4, 2021 but are not guaranteed to be charged against FY21 funds. Please plan accordingly.

• IT Purchases: Please see Brian Perkins by April 1, 2021.

• Pcard purchases: Ecology does NOT have a Pcard at this time.

 

INTRA-UNIVERSITY CHARGES: June 18, 2021

• This includes direct charges with other UGA departments such as CAIS, the Greenhouse, SKIO, Bulldog Print + Design, Campus Mail, Fleet Services, Automotive Center, etc.

 

PAYROLL:

No adjustments to state funded payroll can be made after February 12, 2021 (February 1, beginning FY22).  OSE is required to “set” the FY21 budget by this date. Any deviation involving payroll would cost OSE a financial penalty.

• Time recorded for June 13 – 30 will be charged to the FY21 budget ONLY if time is recorded by the employee and approved by the supervisor by July 1, 2021.

 

TRANSACTIONS INVOLVING SPONSORED/RESTRICTED FUNDS: June 18, 2021

If your grant ends 6/30/21, please be extra aware of these deadlines, as missing them could affect final invoicing and close out of your project.

 

Check with the Ecology Business Office for more details regarding deadlines, if needed.