June 2018 July 2018 Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat 1 2 1 2 3 4 5 6 7 3 4 5 6 7 8 9 8 9 10 11 12 13 14 10 11 12 13 14 15 16 15 16 17 18 19 20 21 17 18 19 20 21 22 23 22 23 24 25 26 27 28 24 25 26 27 28 29 30 29 30 31
FY18 Monthly Accounting Closing Schedule Month End Day of the Week Date Payroll Pay Periods Included May Thursday 05/31/2018 PP22; PP23 June Friday 06/29/2018 PP24; PP25; PP26 June (Interim) Friday 07/13/2018 N/A June (Final) Friday 07/20/2018 N/A July (FY18) Tuesday 07/31/2018 PP01; PP02
Fiscal Year 2018 Closing Schedule Deadline Description Friday
Payroll Check Cancellations : Payroll checks cancellation requests due to Payroll 1101L Chesapeake Building. Contact Kim Williams on extension 5-7480. Monday
Non-Payroll Check Cancellations : Non-payroll checks returned for cancellation are due in Accounts Payable, 3101 Chesapeake Building. Contact Jacqueline Kilgore-Mattocks on extension 5-2644 with any questions. Monday
Purchase Orders: Last day to submit Requisitions/Purchase Orders for inclusion in the FY 2018 KFS database to Procurement & Supply, 2101 Chesapeake Building. Contact Jim Newman on extension 5-3372 with any questions. Friday
Working Fund Disbursements: Working Fund checks for which all documentation (i.e. invoices, receipts, etc.) have been received by the Working Fund issued up to and including this day will be recorded as expenditures for FY 2018. Checks disbursed and/or receipts received between 6/11 and 6/29 may be recorded as expenditures for FY2018, but it is not guaranteed. Contact Kathy Moody on extension 5-2595 with any questions. Monday
Non-Payroll Hard-Copy Travel Expense Statements: Non-payroll hard-copy Travel Expense Statements are due to Accounts Payable, 3101 Chesapeake Building.
Contact Jacqueline Kilgore-Mattocks on extension 5-2644 with any questions.
Vendor Invoices: Vendor invoices must be received, all Disbursement Vouchers must be approved in KFS and the original documentation delivered to Accounts Payable, 3101 Chesapeake Building, in order to be recorded as expenditures by June 30. Contact Jacqueline Kilgore-Mattocks on extension 5-2644 with any questions. *Note* – All Payment Requests (PREQ’s) must be approved in KFS by Tuesday 6/26 Monday
Expenditure Accruals: Additional expenditures for goods and services received by June 29 may be recorded in FY 2018 upon request if material in amount and substantiated by invoices and receiving confirmation reports. Business officers should refer to the upcoming annual 3D's memo for additional guidance on the accruals. Friday
ELF Budget Amendments (BAs): All ELF Budget amendments must be received by the ‘BFA’ ELF group by this time to be recorded in FY 2018. Contact Cindy Barnes on extension 5-2602 with any questions. Friday
Freight: Freight Invoices need to be delivered to Physical Distribution by this date to be charged to FY 2018 funds. Contact Doug Waterman on extension 5-5852 with any questions. Friday
Stores – Guy Brown and Rudolph: All Stores orders for Guy Brown and Rudolph, which are placed by this date and delivered on 6/22, will be charged to FY 2018 funds. Contact Tyler Parsons on extension 5-5718 with any questions. Friday
Terrapin Trader: All purchases from Terrapin Trader will be charged to FY 2018 funds. Contact Tyler Parsons on extension 5-5718 with any questions Monday
Travel Card Management System Reallocation: All travel card reallocation (including trip number and cost code updates) for the billing period of 5/9/18-6/8/18 must be completed by 5:30pm. Contact Cecilia Jabonete on extension 5-0607 with any questions. Monday
Bursar's Office Distributes FY18 Credit Card Revenue: This is the last day for the Bursar's Office to distribute FY 2018 credit card revenue. All subsequent credit card revenue will be recorded in FY 2019. Contact Adrienne Okoro on extension 4-9924 with any questions. Monday
External Department Billing: All invoices and cancellations are due to Central Billing for inclusion in the FY 2018 KFS database. Contact Julia McTague on extension 5-9004 with any questions. 11:59 pm Wednesday
Electronic Forms (ELF): Travel Management Program ELF employee must be approved by 11:59pm on Wednesday, 6/20. Approved employee reimbursements will be included in the paycheck on 6/29. Contact Cecilia Jabonete on extension 5-0607 with any questions. Wednesday
Terrapin Technology Store: All purchases placed by June 20th, will be charged to FY 2018 funds. Contact Michael Hooker (firstname.lastname@example.org) on extension 5-3028 with any questions. Tuesday
Auto Disapprove – Payment Requests (PREQ): All Payment Requests (PREQ’s) that have not been approved by Fiscal Officers will be automatically disapproved in KFS during the nightly cycle Tuesday
Open Commitment Cancellations – Purchase Orders : Please refer to the how to remove Purchase Order Encumbrances instructions located on https://kualifinancial.umd.edu/KFS/ Tuesday
Open Commitment Cancellations - Travel: Please refer to the how to remove Travel Encumbrances instructions located on https://kualifinancial.umd.edu/KFS/ Wednesday
KFS Financial Documents (AV,DI, GEC, JV, IB, SB, TOF, ST) : All Financial Documents must be received by this date to be included in the June 29 (Period 12) closing. Please keep in mind the workflow process in KFS and allow sufficient time for your department approvers to review the documents.
*Reviewers* – Please take action on the items in your Action List. Other Campus Units are depending on you to review and approve documents in a timely manner as they may be affected if their accounts are on the document as well.
Contact Janice Oakley on extension 5-8860 with any questions regarding Salary Transfers and Trina Tanner on extension 5-2633 with any questions on the DI, GEC, AV, IB, SB and TOF.
6:00 pm Wednesday
Automated "Feeder" Systems: Final Input to KFS* All batches from automated billing/posting systems must be submitted and transferred to the KFS system by Wednesday, 6/27. Any batches that are rejected in the nightly batch cycle on 6/27 should be corrected and resubmitted no later than COB on 6/28. Systems not meeting this cut-off date should be batchdated July 1 with Fiscal Year = 2019 (and University Fiscal Period = '01' for KFS formatted files) and assigned the first batch number of FY 2019. Contact Carlos Castillo on extension 5-1915 with any questions. 4:00 pm, Thursday
Procurement Card*: All procurement card reallocations for the statement-billing period ending 06/24/18 must be completed on the Procurement Card Web Site by 4:00 pm on Wednesday, 6/28. Contact Tyler Parsons on extension 5-5718 with any questions. Thursday
Auto Disapprove – Financial Documents: All Financial Documents that have been submitted to Central Administration after the cutoff date of Wednesday, 6/27 will be automatically disapproved in KFS during the nightly cycle Please keep in mind the workflow process in KFS and allow sufficient time for your department approvers to review the documents. Thursday
Process the final FY18 Payroll Friday
Cash Receipts to Bursar: All cash receipts must be delivered to the Cashier's Office, 1115 Lee Building by Noon, Friday, 6/29, for inclusion in FY18. All cash receipts received after Noon will be processed for FY19. Contact Denise Poling on extension 5- 9017 with any questions. Friday
June Month End and Fiscal Year End Closing Begin: KFS and KFS Web will not be available
June Account Information Available on KFS Web: KFS account information will be available. If there is a delay with the posting of the data, an announcement will appear on KFS Web and Kualifinancial.umd.edu. Monday
KFS Year End Financial Documents (DI, GEC, TOF): The year-end financial documents are available for processing year-end transactions through Wednesday, 7/11/18. Contact Trina Tanner on extension 5-2633 with any questions on the DI, GEC and TOF. Friday
Second Close Begins (COB) Friday
Final June Close Begins. KFS will not be available Monday
Final June Year End Account Information Available on KFS Web: KFS account information will be available. If there is a delay with the posting of the data, an announcement will appear on KFS Web and Kualifinancial.umd.edu Friday
Directions for removing Travel and PO Encumbrances can be found on these links:
Directions for requesting security and KFS access can be found on these links:
Month End Notice:June 2018 month end (First Close) is finished and the reports are now available on KFS Web.
Training registration is now available. Please go to the Training menu and select the Training Registration for more details.
Information on Multi-Factor can be found on this link:
Reimbursement for Fringe Benefit Expenses Announcement:
Information on Reimbursement for Fringe Benefit Expenses can be found on this link: