FISCAL CLOSE UPDATE

Deadlines, Guidelines, Website To Assist With Financial Close

With the end of the fiscal year only a few weeks away, Divisions finance and business management staff are working hard to meet the FY08 fiscal close deadlines.  In addition to communications aimed at the finance and business community-such as targeted e-mails, details on the BLIS and IRIS portals, a regular column in TABL will note important fiscal close dates and deliverables, or visit the OCFO Year End Close Wiki to obtain detailed close schedule, forms, policies, contacts, and other useful information.

*Important Dates

Weekly “soft close” schedule: Friday, Sept. 5, Wednesday, Sept. 10, and Wednesday, Sept. 17

“Hard close” schedule: Friday, Sept. 19, Tuesday, Sept. 23, and Wednesday, Sept. 24

Payroll/Personnel
Wed, Sept. 10 (5pm): Last day for GSRA's certification sheets due in Payroll Office
Wed, Sept. 10 (Noon): Last day for all PAF forms due in Payroll Office to process: leave w/o pay, employee termination, etc.
Wed, Sept. 17 (Noon): LETS sweep (biweekly 09/14 - 09/20)
Fri, Sept. 19 (3pm):   LETS sweep (biweekly 09/21 – 09/27)
Fri, Sept. 19 (3pm):   LETS sweep (biweekly 09/28 – 09/30)
Fri, Sept. 19 (3pm):   LETS sweep (monthly 09/01 – 09/30)

AP/Procurement
Fri, Sept. 12: Recommended deadline for submitting regular purchase requisitions.

(Note: Procurement will process orders as quickly as possible. However, long lead time items or complex purchase requests need to be requested even sooner to ensure the items are received by LBNL Receiving BEFORE the FY08 close cut off Friday, Sept. 19, 6:30 p.m.)

Thur, Sept. 18 (Noon): Last day for submitting Non-PO payment requests (RFICs)
Fri, Sept. 19 (Noon): Final submission of invoice certification requests to AP staff via emails for splitting projects or substitute certifier approvals
Fri, Sept. 19 (2pm): PO Related Year-End Accruals for Epro, Ebuy, B2B due to AP
Fri, Sept. 19 (6:30pm): Last day for on-line invoice certification

PO Accruals are necessary for:

* Services and materials received between 9/20 & 9/30.

* If FOB shipping point requested, materials shipped by 9/30

• * Accruals booked in Sep FY08 will be reversed in Oct FY09)

Sponsored Research
Fri, Sept. 12 (5pm): Last day for Integrated Contractor (IWO) September cost estimates due to AR ([email protected])
Thur, Sept. 18 (Noon):  Last day for all FY08 Non-Federal SPAAs (including advance and IWO) due to Budget/Division/AR
Thur, Sept. 18 (5pm): Last day for FY08 Federal Funding to DOE for acceptance (not including NIH)
Thur, Sept. 18 (5pm):  Last day for all FY08 Federal SPAAs due to Budget/Division/AR

Travel
Mon, Sept. 08 (Noon): Last day for all foreign travel vouchers to Travel Office
Fri, Sept. 12 (noon): Last day for all relocation expenses (join the staff) to Travel Office
Tue, Sept. 16 (1pm): Last day for Travel Accrual corrections to (Craig Gaylor) in GA
Tue, Sept. 16 (5pm): Last day for local and domestic vouchers entered to Travel Office

Budget and Project Management
Mon, Sept. 15 (Noon): Last day for rate changes (org. burden or recharges) and Overhead Budget changes due to Indirect Budget
Thur, Sept. 18 (Noon): Last day to request awards to be on hold status (SPO) Budget to confirm (accruals)
Thur, Sept. 18 (Noon): Last day to request to open any FY08-FY09 project ID's (including project status changes and reparenting) due to Budget Office