Year End Issues

​​​​​​​Fiscal Year-End Issues at June 30

Accounts Payable

All accounts payable should be processed through Payable Accounting prior to June 30. If you have outstanding items that have not been processed for whatever reason, please contact Payable Accounting or Accounting Services for advice. If any single or multiple outstanding invoice/invoices are greater than or equal to $50,000, they must be recorded as a liability at the fiscal year end when services have been performed or goods have been received. If you have any questions or need clarification, please contact Accounting Services at 3707 for additional information.

Cost Center Activity

Be sure to review your cost center activity for inappropriate charges and missing charges on a monthly basis.  All requests for corrections should be submitted within 90 days of the occurrence.  For June 30, all corrections must be received by 12 noon in Accounting Services, Warriner 304 based on the June SAP Month End Close Dates. All entries received after that time will be processed in the new fiscal year.  The availability for running reports are also listed at the link.

Commitment Items/Encumbrances

All commitments are to be reviewed before year end June 30. Any old commitments remaining should be removed if they are no longer valid. Any manual commitments will be deleted in June. Please contact Purchasing or Payable Accounting for assistance with old or invalid commitments.

College Work Study Charge Back

The university portion of College Work Study wages will be charged back to the user department at year end. Equal funding amounts are credited to all General Fund (2XXXX) cost centers. Designated Fund (4XXXX) and Auxiliary Fund (5XXXX) are responsible for their portion of work study wages.

Summer Session Tuition

All summer tuition revenue for classes is recorded in the departmental cost centers as students register, which includes Session I, and Session II tuition. Entries will be processed to remove Summer Session II tuition from the departmental cost centers because only Summer Session I tuition should be recorded in the fiscal year that is currently ending. Summer Session II tuition revenue will be recorded in the next fiscal year. The Session II revenue will be calculated and removed periodically prior to the closing of the fiscal year. Any tuition deducted from your cost center will be returned to the same cost center in the new fiscal year.

Wire Transfers

Be sure to process the appropriate journal entry when requesting a wire transfer out or when you are receiving a wire transfer. Please contact Payroll (OUT) ext 3481 or Accounting Services (IN) ext 3707 if you have any questions related to wire transfers. Payroll Forms Page


Be sure to go into ActivePay and update your credit card transactions for June before 5:00 PM on the date listed in the Credit Card Month-end Schedule posted on Travel and Payroll's website.  Please take extra care to use valid cost center, WBS and general ledger accounts to ensure accurate reporting for year-end.  A list of commonly used general ledger accounts is available at GL Accounting List Page.

(last reviewed  06/08/2021)