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Events, Deadlines, and Important Dates

  • Tuesday, Jan. 7, 2014: FY2015 Budget Submission Increase Submissions – Phase II due electronically to Finance & Administration at 12 noon
  • Wednesday, Jan. 8, 2014: FY2014 Second Quarter financials can be downloaded from Web*Financials on or after this date
  • Thursday, Jan. 23, 2014: FY2014 Second Quarter Reports due from SLAS departments to Finance & Administration
  • Monday, Mar. 3, 2014: Hyperion Planning Training offered by the Office of Financial Planning and Analysis on various dates throughout the month of March
  • Wednesday, Mar. 19, 2014: Funding transfer forms to correct any potential NSF conditions through 02/28/14 must be submitted to the Office of Finance and Administration by close of business Wednesday, March 19, 2014 to ensure timely approval and submission. 
  • Monday, Mar. 31, 2014: UNIVERSITY DEADLINE - FINAL DATE for the submission of Fiscal 2014 capital equipment and furniture requisitions to the University Procurement office due to the lead time for the delivery and installations.  This will allow for the invoices to be charged or accrued in Fiscal 2014 for equipment and furniture delivered and installed by June 30
    • Performance management goals for FY2014 must be entered in Career Pathways. Goals saved as a DRAFT will not be pulled into the evaluation.
  • Friday, Apr. 4, 2014: Last day to submit invoices and requests for payments to AP for 9 months ended 3/31/14
  • Tuesday, Apr. 8, 2014: FY2014 Third Quarter financials can be downloaded from Web*Financials on or after this date
  • Tuesday, Apr. 15, 2014: Capital Asset Confirmation process begins with notification and instructions sent to the Custodians which include assets with a value of $5,000 or more.  Custodians will be notified if selected for on-site asset verification
  • Tuesday, Apr. 22, 2014: FY2014 Third Quarter Reports due from SLAS departments to Finance & Administration
  • Wednesday, Apr. 30, 2014: The University Procurement Office will provide a listing of blanket Purchase Orders to each cost center administrator for review
  • Friday, May. 9, 2014: FY2014 Performance Evaluations must be completed and signed by Managers in Career Pathways
  • Thursday, May. 15, 2014: Online Capital Asset Confirmations are due. All inquiries can be submitted either to Gina Verdi at 215-895-1429 or gina.m.verdi@drexel.edu) or Leamsy Cruz at 215-895-1432 or lmc74@drexel.edu) for additional information
  • Friday, May. 16, 2014: UNIVERSITY DEADLINE - FINAL DATE for submitting routine Fiscal 2014 Purchase Requisitions to the University Procurement office (scan and email to procure@drexel.edu). Approved requisitions for routine purchases received after May 16th will be held and keyed in Fiscal 2015. Regardless of when the order is placed, goods and services must be received by June 30th to be charged to Fiscal 2014
  • Friday, May. 23, 2014: UNIVERSITY DEADLINE - FINAL DATE for submitting routine Fiscal 2014 Funding Transfer Forms
  • Saturday, May. 31, 2014: Responses to any Non-Sufficient Funding (“NSF”) inquiries related to any Other Than Personnel Services (“OTPS”) transactions are due back to the Office of Financial Planning and Analysis. Beginning June 1, the Office of Financial Planning and Analysis will fund any unresolved deficits from available departmental discretionary (designated) funds. Should you have questions regarding your account, please contact Susan Medina (Drexel) at 215-895-2843 or sm57@drexel.edu or Qadim Ghani (College of Medicine) at 215-762-4691 or Qadim.Ghani@DrexelMed.edu
  • Friday, Jun. 13, 2014: UNIVERSITY DEADLINE - FINAL DATE to submit Fiscal 2014 supplemental payroll authorizations to Human Resources, 3201 Arch Street, Suite 430.
    • UNIVERSITY DEADLINE - All budget transfers for Personnel Service (“PS”) related NSF transactions are due. 
    • UNIVERSITY DEADLINE - FINAL DAY to submit any Fiscal 2014 PCard and Telrose/Office Depot purchases for guaranteed delivery by June 30; purchases made after June 13 are not guaranteed for delivery by June 30. However, orders placed after June 13 that manage to be delivered by June 30 will be charged to the Fiscal 2014 budget.
  • Wednesday, Jun. 25, 2014: Recurring check requests for Fiscal 2015 lease and contract payments can begin to be submitted to Accounts Payable and Fiscal 2015 budgets will be encumbered.  For additional information, contact Kim Smegal (Drexel: 215-895-6190 or kas45@drexel.edu) or Lillian Clegg (College of Medicine & ANS: 215-895-1250 or lc36@drexel.edu)
    • Fiscal 2015 Blanket Purchase Order lists can begin to be submitted to the University Procurement office.
    • Procurement will begin accepting Fiscal 2015 Purchase Requisitions for deliveries on or after July 1. Contact the University Procurement Office at procure@drexel.edu.
    • UNIVERSITY DEADLINE - FINAL DATE to adjust open encumbrances from the Open Encumbrance Reports issued on April 30th for:
      • Purchase Requisitions where items were received and charged to a PCard.
      • Completed or canceled Purchase Orders.
      • Purchase Orders paid via Check Request Forms
    • The following encumbrances are subject to automatic deletion.
      • Encumbrances with original issue date before April 1, 2014 and a remaining balance less than $500.
      • Encumbrances that have been inactive since December 31, 2013, regardless of dollar amount. (Exceptions are Fiscal 2014 Blanket Purchase Orders and research subcontracts.)
    • Please contact your vendors and Accounts Payable to verify that invoices related to these encumbrances have been satisfied. Research subcontractor Purchase Orders will remain open unless Principal Investigators make a request to close them. Contact procure@drexel.edu with any questions.
  • Friday, Jun. 27, 2014: Administrators will be notified of any open Purchase Order invoices that have NOT BEEN APPROVED for payment.  Authorized signers can approve invoices by signing, scanning and emailing a copy of the PO to acctpay@drexel.edu.  For the College of Medicine, School of Public Health, the College of Nursing and the Academy of Natural Sciences, email your approval to Lillian Clegg (lc36@drexel.edu).  For Drexel University, email your approval to Kimberlee Smegal (kas45@drexel.edu). Please include the payee name, Purchase Order number and amount. If you are not approving an invoice for payment, state the reason in your reply
  • Tuesday, Jul. 01, 2014: The University Procurement office will begin processing Fiscal 2015 Purchase Requisitions.
    • Fiscal 2015 salary, fringe benefit budgets and encumbrances will be available in Web*Finance and Web*Salary.
    • Fiscal 2015 unrestricted general expense budgets will be available in Web*Finance for Drexel and ANS, as well as estimated Fiscal 2015 budgets for research, designated, restricted, plant and agency funds. Research and plant fund estimated budgets will be recorded in the pooled budget account #4999. Actual budget balances for these cost centers will be entered in late August when the annual audit is complete.
    • Fiscal 2015 budgets for the College of Medicine are subject to the Dean’s Office review prior to availability in Web*Finance.
  • Monday, Jul. 07, 2014: UNIVERSITY DEADLINE - FINAL DATE to deliver the documents below to Accounts Payable, 3201 Arch Street, Suite 400, for all goods and services received on or before June 30:
    • Invoices and Check Request Forms
    • Purchase Order Payment Approval Forms for open invoices
    • Travel and Local Business Expense Reports for trips and expenses incurred on or before June 30
    • Expenses for deliveries, services and trips after June 30 will be charged to 2015 budgets
  • Friday, Jul. 11, 2014: UNIVERSITY DEADLINE - FINAL DAY to reconcile PCard transactions in PaymentNet for purchases posted between June 20 and June 30 where the transaction date is June 30 or earlier.
    • UNIVERSITY DEADLINE - FINAL DATE for Drexel, College of Medicine and ANS service providers to submit Fiscal 2014 service charges to General Accounting. Please scan and email to Karen Glisson (karen.glisson@drexel.edu) or genaccting@drexel.edu.
    • UNIVERSITY DEADLINE - FINAL DATE for General Accounting to receive Fiscal 2014 corrections and adjustments as well as documentation to support accruals greater than $5,000. To accrue revenue earned or expenses incurred on or before June 30, 2014, when the cash or invoice is received after June 30, submit cash deposit slips, receiving slips or other documentation for audit purposes. For questions or accruals that come to your attention after July 12, immediately contact Leamsy Cruz (Drexel: 215-895-1432 or lmc74@drexel.edu) or Kathy Le (College of Medicine: 215-895-6480 or kl386@drexel.edu) or Mike Minko (ANS: 215-299-1039 or minko@ansp.org)
  • Tuesday, Jul. 15, 2014: Any remaining Fiscal 2014 open encumbrances will be transferred and automatically encumber Fiscal 2015 budgets
  • Saturday, Aug. 31, 2014: Final Fiscal 2014 Web*Finance reports will be available for review pending completion of the annual consolidated audit. The financials are subject to review and potential adjustments could be made up until the completion of the audit which extends through the month of September.