Completing Payment Documents During Period 13

With the Fiscal Year-End deadline fast approaching, users who create payment documents should be reminded that the fiscal period may need to be entered on their documents.  Payments made between July 1 and July 10 have the option to be paid from either 2008 Old-Year (OY) funds or 2009 New Year (NY) funds.  Users who intend for the payment document to post to Fiscal Year 2008 (FY08), Period 13 (OY) must enter the entire fiscal period on the payment document: Budget FY (2008); Fiscal Year (2008); and Period (13).  These fields may be entered on the Header of the payment document or on each accounting line.  If entered on the Header, the Fiscal Period will apply to all accounting lines on the document.

If the fiscal period is not entered on the payment document, then the current fiscal period (Period 1, 2009) will infer upon final approval.

Note:  Payments created during June (Period 12, 2008) must be submitted and all approvals applied before COB June 30.  Otherwise, Period 1, 2009 will be inferred. 

For example, a PRC is created and submitted on June 25 with the Budget FY, Fiscal Year and Period left blank; if the final approval is applied before COB on June 30, then Period 12, 2008 will be inferred.  If the final approval is not applied until July 2, then Period 1, 2009 will be inferred.

In summary, pay attention to the following points when completing payment documents during Period 13. 

Note:  These rules do not apply to Capital Funds (BFY=9999).

• The entire Fiscal Period 13 (BFY=2008, FY=2008, Period=13) must be entered on the document.  If the BFY is blank, a staging error is returned.
• Fiscal Period 13 (BFY=2008, FY=2008, Period=13) may be entered on the Header section or on the Accounting Line of the document.
  • Fiscal Period entered on the Header will infer on all blank Accounting lines.
  • Fiscal Period entered on an Accounting Line will always override Fiscal Period on Header.
  • Fiscal Period 13 (BFY=2008, FY=2008, Period=13) must be entered on the Header section of a PRCI document.
  • Fiscal Period 13 (BFY=2008, FY=2008, Period=13) must be entered on the Header section of a PRC2 document.
• Any Fiscal Period other than Fiscal Period 13 should never be entered on the payment document.  If left blank the Fiscal Period will properly infer based on the calendar date at the time the document is submitted to Final phase.
• Fiscal Period 13 payment documents must be submitted to final by COB Thursday, July 10.  Fiscal Period 13 payments against encumbering awards must be submitted to final by COB, Thursday, July 3.