The new PI dashboard is now available in Summit. The PI Dashboard has been created for PIs with the objective of providing simple, easy to navigate pages that accurately convey data pertinent only to them. We are working to organize grants information in a way that makes it easy for a PI to access up-to-date details about their projects, milestones, remaining balances, etc.
To view the PI dashboard, go to the Dashboards dropdown menu and select FDM Reports > PI:
If you don’t see this option, please submit a Financial Services Access Request Form and request the Summit role SUMMIT_FDM_PI_User. Please send any questions to SummitFeedback@uml.edu.
In preparation for fiscal year-end (FY25 – June 30, 2025), we need your assistance to ensure an orderly financial closing process. This memorandum provides important information and cut-off dates to be followed. Please take a moment to review the following information to understand the impact on your budget and areas of responsibility.
Year-End Close:
The June 30, 2025 actuals ledger closing will be on Friday, July 18th. SUMMIT and PeopleSoft reports will be available to view/download after the June month-end close on Saturday, July 19th.
SUMMIT Reporting:
Please be sure to review your operating accounts and reconcile all transactions prior to the year-end close. Contact the Controller’s Office or Budget Office for discrepancies. For help reading reports, please contact the Controller’s Office.
Reports During Year-End Close – SUMMIT is updated one day after transactions are posted in PeopleSoft. Activity may be viewed online using SUMMIT.
FY26 July Balances – Will be available in SUMMIT on Tuesday, July 22nd.
Prior to the roll forward of FY25 balances to FY26, users will not see available balances for Fund Balance type funds (i.e., Research Investment Funds and Department Discretionary funds) in SUMMIT.
If the chartfield did not have activity in FY25, the chartfield will not be listed on the Summary page in SUMMIT.
If the chartfield had activity in July 2025, the chartfield will be listed on the dashboard summary page in SUMMIT; and the beginning fund balance will be $0 until Tuesday, July 22nd.
If a user changes the “Through Fiscal Period” filter back to “2025-12 (June, 2025)”, the user will see their ending balance as of June 30, 2025.
Due Dates for Campus Transactions:
Transaction Type
Description
Due Date
Journal Requests
All journal entry requests for FY25 must be received by Wednesday, July 16th. Please email journal entry requests to Controller@uml.edu
July 16
Cash Deposits
All cash is to be picked up by Brinks or delivered to Cash Management Services by end of business day on Thursday, June 19th
June 19
Cash Transmittals
The cash transmittal is to be submitted to Cash Management Services by Friday, June 20th
June 20
Endowment Sweep
Please have all journal entries and transactions posted by Friday, June 20th for endowment projects set to sweep. Balances remaining after this date will be returned to the UMass Foundation.
June 20
Account Deficits
Budget deficits and any anticipated transactions through fiscal year-end should be fully funded by Friday, June 20th. Budget transfers will be done thru June 30th. Please contact Budget_Office@uml.edu with any questions.
June 20
New Chartfield Requests
Requests New chartfield requests must be submitted by Monday, June 23rd. Chartfield changes received after this date, will be held and processed after Monday, July 7th (this includes sponsored and non-sponsored requests).
June 23
Equipment Retirements
For equipment no longer in service as of June 30, 2025, please complete an equipment decommission form by Friday, July 18th: Asset Decommission/Surplus Form. Please contact Inventory@uml.edu with any questions.
July 18
Rollback of Invoices (General Operating Funds)
Invoices for FY25 processed in July 2025, will initially be posted to FY26, then later posted back to FY25. This activity will be available to view in SUMMIT after the July month-end close on Monday, August 11th.
August 11
Accounts Payable:
UPST has published the following cut-off dates for contacts for procurement, expense reimbursement and accounts payable. For additional information, job aides, training assistance and other information please contact UPST directly at: upst@umassp.edu
Transaction Type
Description
Due Date
Supplier Requests
Supplier requests should be submitted in BuyWays by Friday, May 9th. This includes foreign, domestic, entities and students.
May 9
Sourcing/Bids
A sourcing event takes an average of 6 to 8 weeks to complete. Staff are encouraged to submit all requests to UPST by Monday, May 12th
May 12
Contracts Processing
Staff are encouraged to submit requests by Monday, May 12th.
May 12
Supplier Registration
Supplier registrations need to be completed by the supplier on Monday, May 19th. Automatic reminders will be sent out to suppliers to remind them to take action.
May 19
Bank Card Allocations
All Bank Card allocation and expense activities for FY25 should be submitted in Concur no later than Friday, June 20th.
June 20
Accounts Payable
All supplier invoices must be received on or before Saturday, June 21st. This also includes all transactions that are entered directly in Peoplesoft.
June 21
Travel & Expense Reports
Approval The last day to approve expense reports in Concur is Monday, June 23rd.
Administrators are expected to monitor expenses all year for appropriate classification, comparing actual expenses to budget, and resolving any significant variances. Routine review and reconciliation of transactions are necessary to verify the accuracy of records, the appropriateness of transactions, and compliance with policies. This is best accomplished using SUMMIT reporting dashboards.
Administrators are also entrusted to ensure cash, inventories, equipment, and other property are secured physically, counted periodically (at least annually) and compared with control records. In addition, safeguards should be in place to prevent the loss or unauthorized use of university assets, including data.
A speedtype lookup field has been added to the Sponsored Activity Page on the Summit Department Management dashboard. Users may now select or look up a speedtype to populate the associated department, fund and project chartfields in the main prompt or use the main prompt.
In preparation for fiscal year-end (FY24), we need your assistance to ensure an orderly financial closing process. This memorandum provides important information and cut-off dates to be followed.
Please take a moment to review the following information and understand the impact on your budget and areas of responsibility. Any questions or concerns may be addressed to the Controller’s Office at Controller@uml.edu. The Controller’s Office will host monthly drop-in sessions to assist with questions and concerns. See “Useful Resources & Links” at the bottom of this memo for more information.
Year-End Close: The June month-end and FY24 actuals ledger closing will be on Friday, July 19.
Reports: Please be sure to review your operating accounts and reconcile all transactions prior to year-end close. Contact the Budget Office or Controller’s Office for discrepancies needing correction. For help reading reports, please contact the Controller’s Office.
Reports During Year-End Close – Activity may be viewed online using SUMMIT. The reporting system is updated one day after transactions are posted in PeopleSoft.
June Reports – SUMMIT and PeopleSoft reports will be available to download after the June month-end close on Saturday, July 20.
July Reports – Are available in SUMMIT on Tuesday, July 23.Prior to the roll forward of balances to FY25, users will not see their Fund Balance type funds (i.e., Research Investment Funds and Department Discretionary funds) in SUMMIT:
If the fund did not have activity in FY24, the fund will not be listed on the summary page in SUMMIT.
If the fund had activity in July 2024, the fund will be listed on the summary page in SUMMIT; and the beginning fund balance will be $0 until Tuesday, July 23.
If a user changes the “Through Fiscal Period” filter back to “2024-12 (June, 2024)”, the user will see their ending balance at June 30, 2024.
Cut-off Dates for Campus Transactions:
Transaction Type
Description
Due Date
Journal Requests
All journal entry requests for FY24 fund and cost transfers must be received by July 17. Please email journal entry requests to Controller@uml.edu
July 17
Cash Deposits
All cash is to be picked up by Brinks or delivered to Cash Management Services by end of business day on Thursday, June 20.
June 20
Cash Transmittal
The cash transmittal is to be submitted to the Cash Management Services by Friday, June 21.
June 21
Endowment Sweep
Please have all journal entries and transactions posted by Wednesday, June 26 for endowment projects set to sweep. Balances remaining after this date will be returned to the UMass Foundation.
June 26
Account Deficits
Budget deficits and any anticipated transactions through fiscal year-end should be fully funded by Friday, June 21. Budget transfers will be done through June 30. Please contact Budget_Office@uml.edu with any questions.
June 21
New Chartfield Requests
New Chartfield requests must be submitted by Monday, June 24. Chartfield changes received after this date, will be held and processed after Monday, July 8 (this includes sponsored and non-sponsored requests).
FY24 General Operating balances will be closed after final invoices have been processed. This activity will be reflected in SUMMIT after July month-end close Friday, August 9. Activity will be available in SUMMIT on Monday, August 12.
Aug. 9
Accounts Payable: Invoices for goods and services received prior to June 30 that are funded from operating budgets will be posted to FY24. Any invoices for FY24 processed in July 2024, will initially be posted to FY25, then later posted back to FY24.
UPST has published the following cut-off dates for contacts for procurement, expense reimbursement and accounts payable. For additional information, job aides, training assistance and other information please contact UPST directly at upst@umassp.edu.
Transaction Type
Description
Due Date
Supplier Requests
Supplier requests should be submitted in BuyWays by Friday, May 10. This includes foreign entities, domestic entities and students.
May 10
Sourcing/Bids
A sourcing event takes an average of 6 to 8 weeks to complete. Submit all requests to UPST by Wednesday, May 15.
May 15
Contracts Processing
Submit all requests by Friday, May 17.
May 17
Supplier Registration
Supplier registrations need to be completed by the supplier on Friday, May 24. Automatic reminders will be sent out to suppliers to take action.
May 24
Final Bank Card Reallocation in PeopleSoft
All Bank Card reallocation and expense activities for FY24 should be completed and approved by Noon on Wednesday, June 12. (This only applies to activities before use of Concur.)
June 12 (Noon)
Accounts Payable
All supplier invoices must be received by UPST on or before Friday, June 21. This also includes all transactions that are entered directly in Peoplesoft.
June 21
Travel & Expense Reports Approval in Concur
The last day to approve expense reports in Concur is June 26.
Administrators are expected to monitor expenses all year for appropriate classification and accuracy, comparing actual expenses to budget and resolving any significant variances. Routine review and reconciliation of transaction records to the PeopleSoft financial system is necessary to verify the accuracy of records, the appropriateness of transactions and their compliance with policy. This is best accomplished using the SUMMIT reporting dashboards.
Administrators are also entrusted to ensure cash, inventories, equipment and other property are secured physically, counted periodically (at least annually) and compared with control records. In addition, safeguards should be in place to prevent the loss or unauthorized use of university assets, including data.
Due to the implementation of the Concur system for business/travel expenses and bank card transactions, there have been two changes to the Department Management-Transaction Detail Page in Summit:
Concur Bankcard Transactions are listed in a new section
The previous section labeled Expenses (Expense Module) is now called Expenses (Employee Reimbursements), and it lists all employee reimbursements including those processed through Concur
