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Controller's Office Fiscal Year-End Departmental Guide

Cutoff Date

Procedure With Contact Person and Extension
March 31 Wed CAPITAL EQUIPMENT REQUISITIONS submitted to Procurement (1) Procurement (94231)
April 9 Friday QUESTIONS OR CORRECTIONS submitted to Controller's Office concerning Accounting transactions posted to your Index(es) for the period 6/1/09 through 3/31/10 Controller's Office (2)
April 30 Friday OPERATING EXPENDITURES REQUISITIONS submitted to Procurement Procurement (94231)
May 3 Monday DEPARTMENTS may begin processing 2010/2011 requisitions and blanket orders (3) Procurement (94231)
May 7 Friday QUESTIONS OR CORRECTIONS submitted to Controller's Office concerning Accounting transactions posted to your Index(es) for the period 4/1/10 through 4/30/10  Controller's Office (2)
May 26 Wednesday DEPARTMENTAL PETTY CASH REIMBURSED, CASH DEPOSITS, and CERTAIN EXPENSE REPORTS (see note 8) submitted to Bursar's Office Marianne Holt (94497)
  OFFICE BASICS orders are to be submitted on-line or order forms faxed to Office Basics (4) John Durham (97164)
  VU PROCUREMENT CARD orders placed (5) Helene Mercanti (97445)
  VALIDATE COMMITMENTS with a transaction date prior to 3/1/10 and an amount less than $500 or they will be deleted (6)  Katie Morris(94230)
June 1 Tuesday INTERDEPARTMENTAL CHARGES submitted to Controller's Office  Tina Andrien (94249)
June 4 noon Friday INVOICES, REQUESTS FOR PAYMENTS, TRAVEL EXPENSES, and CERTAIN EXPENSE REPORTS (see note 8) submitted to Procurement (7) Claudia Cashion (7289)
  ON-LINE RECEIVING posted or SIGNED RECEIVING DOCUMENTS submitted to Procurement Department for items over $10,000 Alven Taliaferro (94246)  
  Resolving deficit balances to restricted funds Controller Office (2)
June 4 Friday QUESTIONS OR CORRECTIONS submitted to Controller's Office concerning Accounting transactions posted to your index(es) for the period 5/1/10 through 5/31/10 Controller's Office (2)

 

REVIEW OF TRANSACTIONS CHARGED AGAINST YOUR BUDGET SHOULD BE DONE ROUTINELY AND DISCREPANCIES REPORTED IMMEDIATELY.

  1. With regard to capital purchases, in order to be charged to fiscal year 2010, items must be received and invoiced by 31 May 2010. Otherwise these expenditures will be charged to FY 2011.
  2. Controller's Office: Tina Andrien (94249), Melani Stratts (94259), RaMonda Crosby (94242), Joanne Dragone (96848).
  3. IMPORTANT: You will need to change the "Transaction Date" on the FPAREQN form or the NOVASIS web requisition form to "01-JUN-2010" when entering 10/11 fiscal year requisitions. In addition, the "Delivery Date" must be entered as "01-JUN-2010" or later. For ALL new year requisitions, please type the following note in the header text portion of the requisition "FY2010/2011." These orders must be delivered and billed on or after June 1, 2010.
  4. If for any reason Office Basics is not able to ship your item(s) by 31 May, the charge will be incurred in June, not May.
  5. Items ordered in May but not shipped until June will usually be charged to your credit card when the item is actually shipped. These will not be charged to the 2010 fiscal year. Also, because some vendors do not put through charges on a daily basis, some May sales may not be processed until June. Neither the bank nor the University has any control over the vendors' schedule. Please remember that all procurement card charges are available for viewing on the Works web site within a day after they are processed by the vendor. Any charges processed by May 31, 2010 will be charged to the 2010 fiscal year budget.
  6. Open Commitments - It is critical to validate all existing commitments and notify Katie Morris in Procurement if commitments should be deleted for any reason shown below:
    • order was received in full or completely cancelled
    • part of the order was filled; the remainder was cancelled
    • invoice was processed for payment by department using a Request for Payment
    To view your current encumbrances in the Banner Finance System from the Organizational Budget Status Form (FWIBDST), simply click on the second option in the Options drop-down menu, "Organization Encumbrances."
  7. To facilitate year-end processing, the Procurement Department would like to receive as many old-year invoices as possible by this cut-off date. Please be aware, however, that invoices that relate to old-year expenses (invoice dated May or work performed/goods received by 31 May) that are received after the cut-off will still be charged to the old year. This practice is in keeping with generally accepted accounting principles and is subject to the review of our outside auditors.
  8. Expense reports should be taken to the Bursar's Office (May 26 deadline) under any of the following circumstances:
    1. If you received an advance and your actual expenses are less than the advance, you should submit your expense report with cash or check for the amount owed the University. -or-
    2. If you received an advance and your actual expenses exceed the advance by no more than $100, you can submit your expense report to the Bursar's Office and receive the balance of your expenses in cash. -or-
    3. If you did not receive an advance, and your expenses do not exceed $100, you can submit your expense report to the Bursar's Office and receive the amount of your expenses in cash.
    Expense reports should be submitted to Procurement (June 4, noon deadline) under any of the following circumstances:
    1. If you received an advance, and your actual expenses equal the advance. -or-
    2. If you received an advance and your actual expenses exceed the advance amount by no more than $100 but you prefer not to be paid in cash. Procurement will pay you the balance of your expenses by check (or direct deposit). -or-
    3. If you received an advance and your actual expenses exceed the advance amount by more than $100. Procurement will pay you the balance of your expenses by check (or direct deposit). -or-
    4. If you received an advance, your actual expenses exceed the advance amount (regardless of the amount), and you missed the Bursar's May 26 deadline. Procurement will pay you the balance of your expenses by check (or direct deposit). -or-
    5. If you did not receive an advance and your actual expenses do not exceed $100 but you prefer not to be paid in cash. Procurement will pay you the amount of your expenses by check (or direct deposit). -or-
    6. If you did not receive an advance and your actual expenses exceed $100. Procurement will pay you the balance of your expenses by check (or direct deposit). -or-
    7. If you did not receive an advance and you missed the Bursar's May 26 deadline. Procurement will pay you the balance of your expenses by check (or direct deposit).