Finance has released the 2023 Fiscal Year-End Closing Dates and Procedures. Below are Office of Sponsored Programs (OSP) deadline reminders to ensure financial transactions for sponsored projects are completed in a timely manner for fiscal year-end. As certain transactions require OSP prior approval, please ensure your requests are submitted by or before the noted deadlines below. See OSP Operating Standard 500.04 for more details on Pre-Audit approvals.
Resources
Notable Deadlines
Vouchers
Departments must approve all outstanding vouchers and requisitions by 5 pm on May 26.
Prepaid Cards
The Bank of America Prepaid Card Program will end on June 30. Wednesday, May 31 is the last day to issue the remaining prepaid cards to study subjects in the PAT. After this date, departments should shred their inventory of unloaded prepaid cards. Reconciliations must be fully completed and posted in ConnectCarolina by Friday, June 30.
Travel
All Concur expense reports and Web Travel reimbursements must be processed and approved by end of business on June 12.
Journals
All Journals requiring OSP approval must be submitted to OSP by end of business on June 16. Not applicable to Cash Advance reconciliation journals.
Cash Advances
All outstanding cash advances for projects ending in FY 2023, older than 60 days for domestic (90 days for foreign), must be reconciled and approved at the department level by the end of business on June 23. See OSP Operating Standard 500.14 on reconciling cash advances.
Budget Override Requests
All requests for budget overrides must be submitted to OSP by noon on June 16 via ServiceNow. Guidance on using ServiceNow is on the OSP Forms and Tools webpage in the section ServiceNow for OSP Help. Please remember to note in your description, “ROUTE TO OSP HELP” and include all applicable ConnectCarolina transaction IDs.
Deposits
All OSP deposits submitted with the OSP Deposit Memo must be received by OSP at noon on June 30.
Upcoming ConnectCarolina Workflow Approval Change
Effective July 3, 2023, departmental workflow and approval requirements for financial transactions change so that all financial transactions will require departmental approval, including:
- vouchers
- independent contractor requests
- budget journals and transfers
- fund source requests
- vendor catalog orders (BuyCarolina)
- purchase requisitions
- journal entries
Self-Approval of these transactions will be disabled. This means transactions originated by a departmental approver will require review by another departmental approver. Please be prepared for this change and submit your transactions to OSP Pre-Audit to account for additional processing time required in departmental workflow. See the Finance memo, Changes to Financial Transaction Approvals, for more information.
Get Help
- For questions on pre-audit approvals, email the OSP Pre-Audit Technicians assigned to your department.
- For questions on OSP deposits, email cash manager Dawn DiLello, dawn_dilello@unc.edu.
- For questions on travel systems, email travel_team@unc.edu.
- For questions on prepaid cards requests, email prepaidcards@unc.edu.
- For questions on the ConnectCarolina workflow change, email controller@unc.edu.
- For all other general inquiries, email SponsoredPrograms@unc.edu.