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Events, Deadlines, and Important Dates

  • Monday, Mar. 18, 2013: Requisitions & Encumbrances: How They Work: This training will cover how the Requisition process works on the Procurement side, how Business Officers can monitor and maintain cost center encumbrances, and what each Business Officer needs to know about this process.
  • Monday, Apr. 8, 2013: Third Quarter financials can be downloaded from Web*Financials on or after this date
  • Friday, Apr. 26, 2013: LAST DAY to submit Fiscal Year 2013 (FY13) capital equipment and furniture requests to purchase (RTPs) to University Procurement
  • Tuesday, Apr. 30, 2013:  FY13 Open Commitment/Encumbrances Report will be sent out to departments for review/confirmation
  • Tuesday, May 14, 2013: SLAS Business Officers Meeting at Intercultural Center - Lower Level
  • Friday, May 24, 2013:  FINAL DATE for submitting routine fiscal 2013 Funding Transfer Forms.  
  • Friday, May 31, 2013:  LAST DAY to submit FY13 operating expenses (accounts 3xxx, 4xxx) RTPs to University Procurement
  • Monday, Jun. 3, 2013: Divisional Deadline for Performance Evaluations to be completed in either HRSmart or Cornerstone; Divisional Deadline for Compliance with the Drexel University Conflict of Interest and Commitment Policy; Divisional Deadline for Completion of Preventing Workplace Harassment Training
  • Wednesday, Jun. 5, 2013: 12 noon: SLAS Divisional Deadline for Web*Merit to be completed; Documents are due to AVP, Finance and Administration by 12 noon unless requested extension
  • Monday, Jun. 10, 2013: FINAL DATE to submit FY13 supplemental payroll authorizations
  • Friday, Jun. 14, 2013:  LAST DAY for FY13 Pcard purchases (assumes vendor can ship and charge item before June 30, 2013); FY14 Blanket PO Renewal lists are due back to University Procurement
    LAST DAY for FY13 Telrose/OfficeDepot purchases (assumes product ship before June 30, 2013); Online Capital Asset Confirmations are due; All budget transfers for Personnel Service (“PS”) related NSF transactions are due
  • Tuesday, Jun. 25, 2013:  Procurement will begin accepting FY14 RTPs for deliveries on or after July 1, 2013; Recurring check requests for Fiscal 2014 lease and contract payments can begin to be submitted and fiscal 2014 budgets will be encumbered; FY14 unrestricted general expense budgets will be available in Web*Finance for Drexel and ANS, as well as estimated fiscal 2014 budgets for research, designated, restricted, plant and agency funds.  Research and plant fund estimated budgets will be recorded in the pooled budget account #4999.  Actual budget balances for these cost centers will be entered in late August when the annual audit is complete.
  • Wednesday, Jun. 26, 2013:  FINAL DATE to adjust open encumbrances from the Open Encumbrance Reports issued on April 30th for: 
    • Purchase Requisitions where items were received and charged to a PCard.
    • Completed or canceled Purchase Orders.
    • Purchase Orders paid via Check Request Forms
    The following encumbrances are subject to automatic deletion. 
    • Encumbrances with original issue date before April 1, 2013 and a remaining balance less than $500. 
    • Encumbrances that are inactive since December 31, 2012, regardless of dollar amount.   (Exceptions are fiscal 2013 Blanket Purchase Orders and research subcontracts.)
  • Friday, Jun. 28, 2013:  Administrators will be notified of any open purchase order invoices that have NOT BEEN APPROVED for payment.
  • Monday, Jul. 1, 2013:  University Procurement office will begin processing FY14 Purchase Requisitions; FY14 salary, fringe benefit budgets and encumbrances will be available in Web*Finance and Web*Salary.
  • Friday, Jul. 5, 2013:  LAST DAY to reconcile FY13 PCard transactions in PaymentNet for posting between June 20 and June 30, 2013; FINAL DATE to deliver the documents below to Accounts Payable, 3201 Arch Street, Suite 400, for all goods and services received on or before June 30:  
    • Invoices and Check Request Forms 
    • Purchase Order Payment Approval Forms for open invoices  
    • Travel and Local Business Expense Reports for trips and expenses incurred on or before June 30
    Expenses for deliveries, services and trips after June 30 will be charged to FY14 budgets.
  • Friday, Jul. 12, 2013:  FINAL DAY to reconcile PCard transactions in PaymentNet for purchases posted between June 20 and June 30; FINAL DATE for General Accounting to receive FY13 corrections and adjustments as well as documentation to support accruals greater than $5,000.  To accrue revenue earned or expenses incurred on or before June 30, 2013, when the cash or invoice is received after June 30, submit cash deposit slips, receiving slips or other documentation for audit purposes.  Do not submit accruals for single items under $5,000.
  • Monday, Jul. 15, 2013:  FY13 Open Commitments/Encumbrances will be transferred to FY14 budgets