To:
Control Agents
From: Business Office
Date: March 18, 2016
Re:
Fiscal Year End Deadlines
Once again, we are fast approaching the end of the fiscal year. The Business Office needs your help to
ensure timely completion of all transactions affecting your FY16 (fiscal year 2015-2016) department budgets.
Please review all your department’s open purchase orders and process the paperwork to pay, close or revise
them as necessary. Before closing any Purchase Order (PO), please verify that all invoices
against the PO have been paid. A list of open purchase orders can be viewed on the Organizational
Encumbrance Form (FGIOENC) via Banner’s Control Agent Menu or via the Encumbrance Query on the
MyCNM Finance Tab (select encumbrance type ‘open’).
Purchase orders that are not closed will roll into next year and encumber FY17 (fiscal year 2016-2017) funds.
Invalid, old, and obsolete purchase orders encumber or commit funds, and this will decrease your FY17
budget level. Closing these purchase orders for FY16 will release fund balance and correctly report your FY17
budget level.
When submitting requisitions for end of year purchases, please remember the following:
 Requisitions will be processed in the order they are received.
 Requisitions are subject to the procurement guidelines established in Source Document #IS-1808.
 There must be sufficient funds in the cost account for the purchase or the requisition will go into NSF
status.
 Online requisitions for goods and services to be received by June 30th must be completed and
approved by June 24th.
 After June 24th, all FY16 requisitions must be for emergencies only. Departments will be required to
contact Purchasing prior to submitting PRs for FY16 after this date regarding the emergencies or PRs
will be rejected.
The following criteria must be met for an invoice to be charged to the FY16 budget:
 Merchandise or services must be received on or before Thursday, June 30th regardless of
invoice date.
 All documentation (i.e. DPO’s, invoices and receiving reports) must be received in the
Business Office by Thursday, July 21st.
 Invoices must be approved in OnBase by July 21st.
All FY16 invoices not paid by July 21st may be paid out of the FY17 fiscal year budget, so get your orders in
early. The Accounts Payable staff will review all invoices and receiving reports to ensure payment in the
proper fiscal year. Payment can only occur if Accounts Payable has all the required documents including:
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an approved invoice via OnBase
a matching receiving report if required
the purchase order or DPO
purchase order revision, if necessary
Your expediency in processing the above (even hand delivery of invoices, as the deadline draws near) will
help ensure payment in the proper fiscal year.
Year End and FY 17 Training
The Business Office, Budget and Purchasing will be conducting training sessions for Year End of FY 16 and FY
17. Sessions will begin in April to discuss process changes.
Many blanket orders (BOs) will terminate June 30th. Beginning May 2, 2016 the FY17 fiscal period will be
opened. This will allow departments to enter PRs for FY17 to replace blankets or submit for a new
procurement through Purchasing processes.
If you have any questions, please call Susan Lederle (extension 44445), Wencui Yang (extension 44443) or
Robert Ortega (extension 44561). Thank you for your prompt attention and cooperation.
Note: Business Office, Budget, and Purchasing staff should be back in A Building at Main
Campus by end of May or early of June.