Deadlines & Schedules (rev. 8/2/02)
| Because of the fiscal year cycles and vendor policies, the Technical Services Division operates on a series of deadlines and schedules which can affect the activities of collection managers as well. The following list will provide some direction concerning these various deadlines and schedules.
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| 1. | Deposit of endowment income — mid-Aug. The university deposits income in endowment accounts once at the beginning of each fiscal year. The income is deposited in your OSCAR fund as soon as the 7/31 University accounting reports are received (usually mid-Aug.) |
| 2. | Deadline for encumbrance of endowment income — March 15 Orders are accepted on the endowment accounts until March 15. This allows for the orders to be placed, received, and paid before the fiscal year ends. Income which is not expended or encumbered is returned to the principal of the endowment in June so that the next income generated will reflect the amount returned to the principal. |
| 3. | Last date for continuation orders — March 1 Continuation orders received in the Serials & Electronic Resources Department by March 1 will be placed to begin with the January issue of that year. If the vendor cannot initiate the order for the earlier issues, the Serials & Electronic Resources Dept. replacement funds will be used to acquire those issues for the location. Orders received after March 1 will be placed for the first issue in the next calendar year. If the collection manager asks that the order be placed for the previous January, the SER Department will place the order but cannot guarantee receipt of the earlier issues. |
| 4. | Expenditure of Research Foundation grants — April 1 The Research Foundation continues to tighten its restrictions on the time frames for expenditure of grant funds. Although we have been told in the past that we have 90 days from the end of the grant to complete processing of the invoices, the reality is that the Research Foundation regularly cancels the documentation (the purchase orders) needed to facilitate the payment of the invoices very quickly after the close of the grant. Beginning on April 1, we begin moving incoming invoices from any of the related accounts for payment on the grant, i.e. ees1 invoices are moved for payment on rees3. |
| 5. | Last date for orders for the fiscal year — Between June 10-15 This is the last date that orders (unit & serial unit) will be accepted in the Monographs Department before the fiscal year is closed. Only rush orders will be placed until the funds are reopened. Funds are reopened quickly if budget information is known. If the budget is uncertain, funds may not be reopened for several months pending the release of the materials budget allocations. Funds with free balances will be reopened as soon as possible after July 1. |
| 6. | Last date for continuation cancellations — August 15 This is the last date that continuation cancellations can be accepted for the coming calendar year. If cancellations are received by this date, the title will not be renewed or paid. Cancellations received after August 15 will have been renewed and paid. The cancellation will be processed for the following year (ex. After 8-15-02, cancellations will go into effect 1-1-04).
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