Please note this year's closing dates:

The first closing will take place on Friday, July 6
The second closing on Friday, July 13
The third closing on Friday, July 20

Accounts Payable Web Vouchers

A mail drop-off box will be located in Room 744 in Holyoke Center. Any items received at 1033 Mass. Ave. or deposited into the drop-off box by the deadlines listed below will be processed for FY2007.

All invoices received by the Accounts Payable office either at 1033 Mass. Ave. or at the drop-off box in Room 744 in Holyoke Center by 5 p.m. on Friday, June 29 (with the exception of special handling requests; see note below) will be processed in FY2007, assuming they have already been entered and approved in the Web Voucher system. A significant exception relates to foreign currency drafts and wires and US wire transfers (see the Foreign currency drafts and wires and the U.S. wire transfers sections for these earlier deadlines).

Invoices received between Saturday, June 30 and Friday, July 13 at 5 p.m. will be processed as part of FY2007 if PROCESS FOR JUNE 2007 is written on each invoice to be processed or there is a cover sheet clearly marked JUNE 2007 INVOICES on any batch of invoices.  Green FY07 stickers that can be placed on each invoice have been provided to the Tub Financial Offices.

Any invoices received between June 30 and July 13 that are not clearly marked with PROCESS FOR JUNE 2007 or that do not have a cover sheet indicating JUNE 2007 INVOICES will be processed as July 2007 (that is, FY2008) invoices.  Pink FY08 stickers that can be placed on each invoice have been provided to the Tub Financial Offices.

Please note that if you are submitting an invoice between Saturday, June 30 and Friday, July 13 for goods or services received in FY2007, you should request that the invoice be processed in JUNE 2007, and not in July, consistent with Generally Accepted Accounting Principles.  The availability of budget monies should not be a consideration in determining which fiscal year to process the invoice.

If you purchase items late in the fiscal year that you want charged in FY2007, be sure to request immediate billing from vendors so that you can meet these deadlines.

Special handling requests that need to be expensed in FY2007 must be received at 1033 Massachusetts Avenue, 2nd Floor by 12 noon on Friday, June 29.

Special handling requests received after 12 noon on June 29 cannot be expensed to FY2007.  If the special handling request is for an FY2007 expense you will need to accrue the item.

Petty cash fund settlement

If you maintain a departmental petty cash fund, you must submit your petty cash log for reimbursement to Accounts Payable either at 1033 Mass. Ave. or at the drop-off box in Room 744 in Holyoke Center by 5 p.m. on Friday, June 29 if you want the charges to be included in FY2007.

New vendor setup

For new vendors that need to be set up or for changes to current vendors, the approved vendor setup form must be received in Vendor Setup either at 1033 Mass. Ave. or at the drop-off box in Room 744 in Holyoke Center by 5 p.m. on Wednesday, July 11.

The Cash Receipts Office, Holyoke 953, will accept credit vouchers accompanied by cash or checks until 5 p.m. on Friday, June 29.

The Cash Receipts Office, Holyoke 953, will accept credit vouchers accompanied by a validated deposit slip until 5 p.m. on Friday, June 29.

Massachusetts taxable sales deposits

All Massachusetts Taxable Sales forms with a validated bank deposit ticket for deposits made in May through Friday, June 22 must be delivered to Cash Receipts, Holyoke 953, by 5 p.m. Monday, June 25.

Foreign check deposits on credit vouchers

Credit vouchers accompanied by foreign checks that need to be sent to the bank for collection should be submitted to the Cash Receipts Office, Holyoke 953, by 5 p.m. Friday, June 1. Because each bank and country's collection times and processes are different, we cannot guarantee that we will receive credit from the bank for these checks before June 30.

Voided checks

All checks that need to be voided and re-deposited must be received by Cash Management, Holyoke 451, by 5 p.m. Wednesday, June 27 in order for the credit to be included in FY2007.

Stopped checks

All checks that need to be stopped and re-deposited must be received by Cash Management, Holyoke 451, by 5 p.m. Wednesday, June 27 in order for the credit to be included in FY2007.

Escheat checks

All checks that need to be re-deposited must be received by Cash Management, Holyoke 451, by 5 p.m. on Wednesday, June 27 in order for the credit to be included in FY2007.

Foreign currency drafts and wires

Cash Management will process one last batch of foreign currency drafts and wires on Wednesday, June 27. The majority of these items should be value dated for June 30. These expenses will be included in FY2007. Web Voucher payments to be made in a foreign currency must be entered and approved online and the related invoices received by Cash Management, Holyoke 451, no later than Tuesday, June 26 at 5 p.m. Note: These invoices must have a bank draft authorization form or a wire transfer authorization form attached to the front of the invoice.

U.S. wire transfers

Web voucher payments to be wire transferred must be entered and approved online in the Web Voucher system with related invoices received by Accounts Payable, 1033 Mass Avenue, no later than Friday, June 29 at 10 a.m. Note: These invoices must have a wire transfer authorization form attached to the front of the invoice.

ACH payments
(Benefits/Tax)

Web Voucher payments via ACH must be entered and approved online in the Web Voucher system with related invoices received by Cash Management, Holyoke 451, no later than Thursday, June 28 at 1 p.m.  Note:  These invoices must have an ACH transfer authorization form attached to the front of the invoice.

In order to ensure that as many current PCard transactions as possible are swept in this fiscal year, the PCard sweeps originally scheduled for June 28, July 5, and July 12 will all be moved.

• The originally scheduled June 28 sweep will be moved to Wednesday, June 27 at 5 p.m. This sweep will contain PCard transactions loaded into the settlement system between June 8 and June 14. The sweep date will change in the settlement system on June 18.
• The originally scheduled July 5 sweep will be moved to Thursday, June 28 at 5 p.m. This sweep will contain PCard transactions loaded into the settlement system between June 15 and June 21. The sweep date will change in the settlement system on June 25.
• The originally scheduled July 12 sweep will be moved to Thursday, July 5 at 3 p.m. This sweep will be booked into FY2007 and contain PCard transactions loaded into the settlement system between June 22 and June 28. The sweep date will change in the settlement system on July 2.

Web Voucher Travel Authorization Forms (WV-TAFs)

WV-TAFs must be approved and ticketed by 5 p.m. on Friday, June 29 to be included in FY2007.

Web Voucher Reimbursement reports

Web Voucher Reimbursement reports that require a tax review must reach the Travel and Reimbursement Office at 1033 Massachusetts Avenue or the drop-off box at Room 744 in Holyoke Center by 5 p.m. on Friday, July 6.

Note: If you are submitting a reimbursement report that requires a tax review between Monday, July 2 and Friday, July 6 that should be included in FY2007, clearly mark the report PROCESS FOR FY2007.

Web Voucher Reimbursement reports that do not require tax pre-audit will be accepted either at 1033 Mass. Ave. or at the drop-off box in Room 744 in Holyoke Center until 5 p.m. on Wednesday, July 11.

Note that if you are submitting a report between Monday, July 2 and Wednesday, July 11 for reimbursements to be included in FY2007, you should clearly mark the report PROCESS FOR JUNE 2007.

If there is no indication on the voucher as to which month the report should be processed in (June or July), the report will be processed in July.

Web Voucher Reimbursement reports with advance settlements

Web Voucher Reimbursement reports with advance settlements, when accompanied by unused funds (checks), will be accepted by the Travel and Reimbursement Office at 1033 Mass. Ave. or the drop-off box in Room 744 Holyoke Center until 5 p.m. on Tuesday, June 26.

Central Accounts Receivable billing

Central Accounts Receivable will close FY2007 on Wednesday, July 11 at 5 p.m.

AR feeds to be included in FY2007 need to be entered into the Oracle AR system by 5 p.m. on Wednesday, July 11. Invoices and credit memos processed by the tubs can be entered into the AR system until 5 p.m. on Wednesday, July 11.

From July 1 to July 11, the GL date in Oracle AR will automatically default to the July date. In order for transactions to be included in FY2007 during this time, users will have to enter the date of June 30, 2007 to override the default date. This process applies to invoices and credit memos entered both manually and via feeds.

Please note that receivables for goods or services provided in FY2007 should be entered in the period of JUNE 2007, and not July, consistent with Generally Accepted Accounting Principles.

Central AR will accept invoice and credit memo templates that AR enters on behalf of local units until 5 p.m. on Friday, July 6.

As a reminder, the AR department will process invoices and credit memos for those units that process fewer than 10 invoices per month. Areas that process more than this number per month are responsible for entering the invoices and credit memos themselves.

Fiscal Year 2007
Close Dates

Detail Listing Report Periods:
Show Transactions “Between Dates”

CREW Scheduled
YE Closes "Event"
Kick-off Date

First Close

Fiscal June entries from June 1 through July 6

Saturday, July 7

Second Close

Fiscal June entries from July 7 through July 13

Saturday, July 14

Third Close

Fiscal June entries from July 14 through July 20

Saturday, July 21

Fourth Close

Fiscal June entries from July 21 through July 26

Friday, July 27

Fifth Close

Fiscal June entries from July 27 through August 3

Saturday, August 4

Thurs., May 24

5 p.m.

CoA values to be disabled that require approval submitted through CSMA

Fri., June 1

5 p.m.

Credit vouchers with foreign checks to Cash Receipts

Thurs., June 7

10 a.m.

CoA values to be disabled that do not require approval submitted through CSMA

Mon., June 25

5 p.m.

Mass Taxable Sales Deposit forms for deposits made in May and through June 22 to Cash Receipts

Tues., June 26

5 p.m.

• Web Voucher Reimbursement reports with advance settlements accompanied by checks to Travel & Reimbursement Office
• Web Voucher payments to be made in a foreign currency entered and approved by tub with related invoices to Cash Management

Wed., June 27

5 p.m.

• Stopped and re-deposited checks to Cash Management
• Voided and re-deposited checks to Cash Management
• Escheat checks to be re-deposited to Cash Management
• PCard sweep for transactions loaded between June 8 and June 14

Thurs., June 28

1 p.m.

Web voucher payments via ACH entered and approved online in the Web Voucher system with related invoices to Cash Management

5 p.m.

PCard sweep for transactions loaded between June 15 and June 21

Fri., June 29

10 a.m.

US wire transfers: web vouchers entered and approved by tubs; related invoices to Accounts Payable

12 p.m.

AP special handling requests to Accounts Payable

5 p.m.

• Petty cash logs for settlement to Accounts Payable
• Credit vouchers accompanied by cash or checks to Cash Receipts
• Credit vouchers with validated deposit slips to Cash Receipts
• Web Voucher Travel Authorization forms (WV-TAFs) approved and ticketed by tubs

Mon., July 2

12 p.m.

Massachusetts Taxable Sales Deposit forms for 6/29 to Cash Receipts

Tues., July 3

10 a.m.

First closing sponsored funds Cost Transfer requests to OSP

Thurs., July 5

3 p.m.

PCard system final FY2007 sweep for transactions loaded between June 22 and June 28

4 p.m.

First closing General Ledger feed deadline

Fri., July 6

11 a.m.

First closing manual journal entry deadline (including interdepartmental billing JVs)

5 p.m.

• Web Voucher Reimbursement reports requiring tax pre-audit to Travel & Reimbursement Office
• Templates for AR invoices and credit memos to be entered by Accounts Receivable to Central AR

Sat., July 7

9 a.m.

Data Warehouse updated for first closing results

Tues., July 10

10 a.m.

Second closing sponsored funds Cost Transfer requests to OSP

Wed., July 11

5 p.m.

• Web Voucher Reimbursement reports not requiring tax pre-audit to Travel & Reimbursement Office
• Web Voucher Reimbursement reports with advance settlements for zero balance or amount due to traveler to Travel & Reimbursement Office
• Central AR feeds entered into the AR system
• AR invoices and credit memos entered by tubs into the AR system
• Vendor setup forms for new vendors or changes to current vendors to Vendor Setup

Thurs., July 12

4 p.m.

Second closing General Ledger feed deadline

Fri., July 13

11 a.m.

Second closing manual journal entry deadline (including interdepartmental billing JVs)

5 p.m.

Web vouchers to be processed in FY2007 entered and approved by tubs; related invoices to Accounts Payable

Sat., July 14

9 a.m.

Data Warehouse updated for second closing results

Tues., July 17

10 a.m.

Third closing sponsored funds Cost Transfer requests to OSP

Thurs., July 19

4 p.m.

Third closing General Ledger feed deadline

Fri., July 20

11 a.m.

Third closing manual journal entry deadline

Sat., July 21

9 a.m.

Data Warehouse updated for third closing results

Fri., July 27

9 a.m.

Data Warehouse updated for fourth closing results

Sat., August 4

9 a.m.

Data Warehouse updated for fifth closing results

A column has been added showing the Earliest Transaction Date for an invalid code combination.  The existing column labeled ‘Transaction Date’ has been renamed to ‘Latest Transaction Date’.