Dear Colleagues,
As we approach the end of another fiscal year, please see below for a review of our end-of-year deadlines. By meeting these deadlines you will help us better prepare for our audit and successfully close fiscal year (FY) 2011.
EXPENSE PROCESSING
1. Purchase Orders: We anticipate that if the P.O.s were in place by May 31, all items will most likely be received by June 30. For the exceptional cases where this does not happen, departments will need to contact us and submit documentation (i.e. e-mails, correspondence, etc.) evidencing that all possible efforts were made with the vendors to receive the items by June 30. Unless we hear from the departments before July 15 reporting that there have been unforeseen issues delaying deliveries, we will assume that all items received after June 30 are to be charged to the 2012 budget.
2. Purchasing Cards: If you will be gone all summer and will not need your P.C., we suggest you leave it in a locked desk at Whitworth or send it to A/P for safekeeping to prevent using it by mistake. It causes a great difficulty when charges are made against P.C.s, log sheets are generated, but the employee and/or supervisor is off campus for the summer.
- If you are a P.C. holder and will be off campus during the summer, please check your e-mail periodically around the end of the month to see if there are questions regarding your PC log.
3. Other Procurement Less Than $5,000: This includes honorariums, pending invoices, mileage reimbursements, petty cash expenses, and expense reimbursements. Any goods and/or services rendered/received prior to or on June 30, 2011, need to follow the same requirements as Purchase Orders and Purchasing Card transactions, i.e. all documentation and check requests need to be submitted for reimbursement as close as possible to June 30 and no later than July 15, 2011. Unless we are notified before or on that date that a specific good or service was received before June 30 and that there are delays in receiving billing documents, we will post all documents received after July 15 against next year's budget. July 15 is the date we start closing our books in preparation for the auditors’ visit.
Budget officers, please note that incurring additional expenses once the department’s budget is exhausted is in direct violation of the university’s policy and qualifies as a work-performance issue.
We really appreciate your help with the compliance of these deadlines and all our policies. Please feel free to call us with your questions, comments or concerns regarding these deadlines or any other issues.
Thanks much in advance for your help.
Blessings,
Luz Merkel
