| Important Dates for Fiscal 2018 Year-End Close Grants and Contracts-Monitored Activities |
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| Due Date | Comments | |
| May 31, 2019 | Friday | Update encumbrance build percentage on SPD Calendar Table - Need to change after every bi-weekly payroll in June. |
| June 14, 2019 | Friday | Load FY2019 Budget Information into HTEST database HRMS and SPD, Check for Inactive Projects, and Verify Load - PLEASE CHECK DATE! |
| June 14, 2019 | Friday | Last day for written cost transfer requests 90 days or greater to G&C - 5pm |
| June 15, 2019 | Saturday | Provide new overhead rates and fringe rates for FY2019. Send information to "Administrative Network" for distribution to campus. |
| June 19, 2019 | Wednesday | Remove security access to prevent campus users from entering Budgets at 5PM |
| June 19, 2019 | Wednesday | BUD/REV - Remove Post Bud/Rev from FDP Run Sheet |
| June 27, 2019 | Thursday | Post Bi-Weekly Payroll from SPD Accrual - Use process GTBWACCR via menu - Uses GT_SPD_ACCTG_LN and GT_SPD_ACCTG_GL tables |
| June 27, 2019 | Thursday | Refresh for FY2019. Need training data for July - September. |
| June 27, 2019 | Thursday | GTENCUMB/GTENC2GL in HPROD GTGLIN3 in FPROD - Stop running SPD encumbrance programs the day after the final June payroll is posted to the ledger (monthly/biweekly - whichever is last). |
| June 27, 2019 | Thursday | After last monthly payroll is posted, delete encumbrances from SPD tables |
| June 28, 2019 | Friday | Last day for written cost transfer requests to G&C |
| June 28, 2019 | Friday | All ECT's from campus must be cleared or cancelled. 6pm |
| June 28, 2019 | Friday | Last day to submit ECT journal entries |
| June 28, 2019 | Friday | Remove security access to prevent campus users from entering JE's - Remove access to GTFGSCSTJ. 6pm |
| June 28, 2019 | Friday | Clear 580, 680, and 880 projects - Check daily |
| June 28, 2019 | Friday | To capture Future rows populated by May/June JOB Action/Reasons for next FY that are overwritten by the Budget Load . Download snapshot for future rows for FY2020. |
| June 28, 2019 | Friday | Inactivate security for campus SPD users at 6 PM |
| June 28, 2019 | Friday | Inactivate security for GT_SPCOR at 6 PM - No HPROD from 7/1 to 7/12. |
| June 28, 2019 | Friday | Last day for cost transfers from Grants accountants - Remove access to GTGSCSTG |
| June 28, 2019 | Friday | All Type B must be cleared or cancelled. Remove access to GTFGSCSTA |
| June 28, 2019 | Friday | Remove Security Access to ECT panels for GC - Remove Security access for Grants users |
| July 1, 2019 | Monday | Ensure no Fund Balance at YrEnd Close; Move Fund Balance to receivable - Cleanup for fiscal year end. |
| July 5, 2019 | Friday | ASR's, SPD reports |
| July 5, 2019 | Friday | Remove GM access for G&C staff (PeopleSoft GM) |
| July 5, 2019 | Friday | Correct all SPD set up tables for new year business. Details are included in SPD documentation. |
| July 5, 2019 | Friday | Update Fringe Rates in SPD - This is included as part of the SPD Set Up Tables procedure. |
| July 5, 2019 | Friday | Load FY2020 Budget Information into production HRMS and SPD, Check for Inactive Projects, and Verify Load - Richard Tanner. No budget loaded when there are no raises for the fiscal year. PLEASE CHECK DATE!!! |
| July 5, 2019 | Friday | Run Correction Update for July Transactions that are applied to the previous year period. - Change July dates to 6/30/2019 and change accounting period to 12 for "action accounting period" |
| July 5, 2019 | Friday | Update Flat Rate Fringe percentages in Grants - Before Grants opens for FY2020. |
| July 5, 2019 | Friday | Check GT_PLN_BUD_DIST and make sure there is a parent record in GT_PLN_BUD_PRD and that all distributions are equal to 100% for FY2020 Budget Load. Normally 3rd week of May or early June. PLEASE PROVIDE CORRECT DATE FOR THIS TASK. BUDGET LOAD SHOULD BE AVAILABLE FOR TESTING BY MID JUNE. |
| July 5, 2019 | Friday | Verify Group positions and rates for people hired after budget load |
| July 5, 2019 | Friday | Verify pay dates are in Payroll Calendar table when OffCycle Payroll is received |
| July 6, 2019 | Saturday | Process JE to post the fringe benefit reduction by function for over recovery |
| July 6, 2019 | Saturday | Send notice to PI's and Grant Administrators regarding FPROD down time for the final FY end close process - 4PM |
| July 7, 2019 | Sunday | Reconcile GL Revenues to GL Expenditures and determine if any adjustments are required prior to GL close. Immediately following GM Close/ Revenue Posting |
| July 7, 2019 | Sunday | Reconcile GM to GL expenditures and make any final corrective adjustments. On the day of GM close, immediately prior to GM close |
| July 7, 2019 | Sunday | Final close for G&C Accounting for FY2019 - PM - after GTRI close |
| July 8, 2019 | Monday | Reconcile GM to GL expenditures and make corrective adjustments if necessary. Make sure grants tables in balance with gl tables |
| July 8, 2019 | Monday | JE BOR Sponsored Revenue Make adjustments to EII and GTPE YE revenue |
| July 11, 2019 | Thursday | Reverse BW Accrual 6/22-30 - Need to wait until FY2019 is open (during final close/open process) and post SPD process. Check for chartfield differences. |
| July 12, 2019 | Friday | Open SPD for FY2020 - Need rates from ONR |
| July 12, 2019 | Friday | Send notices to campus to redistribute accounting distribution for group positions, especially those charged to Summer School Instruction projects - Depends on SPD open. |
| September 28, 2019 | Saturday | Refresh of HTRN92 for FY20 Data |