Preparation Checklist

• Review your budget to ensure that funds are available to process necessary requisitions.
• Advise all staff to assess any anticipated needs and submit requisitions as soon as possible to guarantee the goods or services are issued/received before the end of the fiscal year which is June 30, 2023.
• Review central charges (telephone, copier, duplicating, central stores, gourmet, and purchasing card) to ensure adequate funding is in place through year end. Please keep in mind, the central charges are normally a month behind, so please make projections until year end before placing any other orders.
• Verify purchase order encumbrances to ensure there is adequate funding in place to process invoices.
• Confirm open purchase orders are necessary for payment (Open purchase orders will carry forward to FY24 and will be charged against your FY24 budget).
• Validate all your receiving has been completed in Banner, as applicable.
• Send all invoices to the Accounts Payable department dedicated inbox at: invoices@rowan.edu.
• Determine if all invoices have been processed and received against the purchase order in Banner before sending a request to: closeouts@rowan.edu. 

FYE Reminders

Invoices Paid Against a Purchase Order

• Friday, July 7th— last day to submit any invoices to be processed for FY 23
  • Ensure all invoices have been sent to Accounts Payable via invoices@rowan.edu 
  • Ensure you send the vendors you are working with their approved PO#(s) as soon as you obtain them & request that they send their invoices with the PO# on it to invoices@rowan.edu 
    • Can request that the vendor copy end-user on the email

*Only services that have been rendered or items that have been physically received on or before June 30th will be recorded in FY 23*

• To avoid processing delays:
  • Ensure you process electronic receiving in Banner as soon as you receive the product/service
  • If you know you will be invoiced a higher amount than you originally thought & requested on the requisition, submit a change order ASAP & ensure you process electronic receiving for the additional amount
    • NOTE: If the invoice amount is more than 10% of PO amount or greater than $100 you will need to request a change order
  • An invoice needs to be submitted - Proforma invoice or quote is NOT accepted
  • Start & end date of the service need to be provided if not listed on the invoice
    • For example, Membership/subscription term
  • Ensure you are responding to AP requests in a timely manner
• If receiving is required in order for the payment to be processed:
  • AP sends out reminder emails to process receiving – these emails will be sent out weekly & daily as we get closer to FYE
  • Automated daily emails are sent if receiving is incomplete

Non-PO Payment Requests

• Friday, July 7th— last day to submit any Non-POs to be processed for FY 23
  • Email all requests directly to invoices@rowan.edu with “Non-PO” listed in the subject line – please do not send via inter-office mail. 

• To avoid processing delays: 
  • Review the Non-PO Category List to ensure you are not submitting a Non-PO that is not reimbursable  
  • Double check that all required documentation is attached to your Non-PO Payment Request Form & that all approvals have been obtained 
    • For example, ensure proof of payment is attached (examples shown on slides 24-25) & all approval signatures have been obtained 
    • For additional information on required documentation, visit our Non-PO Payment Request Webpage

**Please keep in mind that orders that do not arrive by June 30, 2023, will be charged to FY24.

If you have any questions or concerns regarding year-end processes, please contact the appropriate person below.