Fiscal Year End Processing Cut-off Dates and Information
Purchase Order Cut-off Date
Final purchase requisitions for 2012/2013 purchases should be submitted to the Purchasing Office by June 10, 2013. Any item ordered must be received prior to July 1, 2013 to be included in the 2012/2013 fiscal year. If there is a problem with an order being filled or delivered, the date the goods are received will still determine which year the order will be charged. Please plan ahead and take this into consideration when ordering near year-end.
Accounts Payable and Year-End
Accounts payable will be recorded the same way as they have been in the past. Goods must be received and services must be performed prior to June 30, 2013 to be included in the 2012/2013 fiscal year. The payment or order date is not the key date. The key date is the date that the goods are received or service has been performed.
Please mark the date the goods are received on the green copy of your purchase order when submitted, and attach the packing slip. Return the signed and dated green receiving copy promptly to Accounts Payable.
Expense and travel reimbursements for the 2012/2013 year must be submitted with the proper documentation and signatures by July 8 to be included in the 2012/2013 year.
General Ledger Inquiries
Please review your Fiscal 2012/2013 departmental information on-line through WebAdvisor.
General ledger questions regarding transactions reported through the end of the fiscal year 2012/2013 and journal entry requests should be directed to Patricia Thorne (firstname.lastname@example.org) by July 8, 2013. We can not make changes to accounts in August so review and resolve any issues prior to July 8, 2013.
If you have any questions about this, please contact Karen Zuill (X4303) or Pat Thorne (X4302).
WebAdvisor-My Budget Overview
My Budget on WebAdvisor provides budget managers on-line access to their budget figures. Figures are updated daily and agree to the general ledger.
Access to My Budget
Contact Karen Zuill via e-mail to request to be set up to view your budget figures on-line. If you are not a budget manager, the budget manager will need to submit the request along with his/her approval.
Use this option to define GL accounts, sorting methods and date ranges. When submitted, WebAdvisor automatically opens the Budget Summary web form which displays financial information for the accounts you selected. If left blank, all your accounts will display for the entire fiscal year.
Selection criteria is entered through Budget Selection. If you bypass the Budget Selection form, your previously entered selection will be displayed. The Budget Summary option displays GL accounts that are available to you. Through the Budget Summary you can click on selected amounts in accounts and see the detail of requisitions (that are processed on line), encumbrances, and actuals.
If you have questions, please contact Patricia Thorne, (4302) assistant controller.
Endowment Processing Procedures
Endowed funds are funds that are held in perpetuity by the College to support the needs of the institution. Under current College guidelines, a fund must reach the $25,000 level before it can be designated as an endowment. Gifts for new endowment funds of $25,000 or more will be recorded in an endowment gift account. College Advancement will provide the Finance Office signed documentation from the donor designating the establishment of an endowed fund. This documentation will remain in a fireproof file in the Finance Office.
Gifts that are given with the intent of being an endowed fund but are not yet at the $25,000 funding level will be recorded as a temporarily restricted gift until the full funding level is achieved. The funds will reside in a separate temporarily restricted account (fund 2) specifically identified for the intended purpose. Appropriate documentation from the donor designating the donor's intent to establish an endowed fund will be used to establish the account. Donors can add to the account at any time. There will be a freeze on any spending until the endowed level is achieved. When the $25,000 level is reached the funds will be transferred to the endowment in accordance with the donor's wishes.
The College's endowment funds are managed by professional investment managers. Once the funds are included in the endowment, the endowed fund will then participate in appreciation of principal, earnings and annual expenditures. Additional gifts can be made to an existing endowed fund at any time
In most cases following college requisition and purchasing policies will result in accurate accounting for expenditures. On occasion it is necessary to move actual expenditures that have been posted to an incorrect department or to transfer funds between departments in support of an activity or event.
These adjustments can be made between departments for amounts of $200 or more. Journal entries to move actual expenditures between object codes within a department will not be made regardless of the dollar amount.
To request a journal entry, budget managers can send an e-mail to Patricia Thorne, Assistant Controller with a cc to all departments concerned.
To transfer expenditures between departments include the vendor and the dollar amount of the expenditure, the department and object code that was originally charged and the department that should be charged.
To transfer funds in support of an event the department initiating the event should send an e-mail that includes a description of the event, the account it will be charged to, and a list of each department contributing funding and the amount of their contribution.
Karen Zuill, Controller
Pat Thorne, Assistant Controller