FISCAL YEAR END INFORMATION-FY08

Thank you for visiting this site.

GENERAL: This site is intended to provide information that will enhance your departments operations by allowing for a smooth fiscal year-end closing.  The information in this site should help the Business Office and Cashiers & Student Accounts Office make accurate and timely entries.  Your assistance will be greatly appreciated.  The information will be presented by functional area and will be updated as we progress through the year-end process.

PETTY CASH: All paid receipts from FY08 must be submitted for reimbursement by 2:00 p.m. 06/30/08.  Please make sure all individuals who utilize your petty cash are aware of this time requirement.  If someone does not submit their receipt for petty cash reimbursement by 06/30/08 and their receipt is dated prior to 07/01/08, then they cannot be reimbursed.  Petty Cash custodians should perform reconciliation as of June 30, 2008 and submit a DPR with receipts to the Business Office by Wednesday, July 2, 2008 for reimbursement.  Send a photocopy of your final petty cash reconciliation to the Cashiers & Student Accounts Office by Wednesday, July 2nd. 

DEPOSITS: All receipts or collections received and/or dated in June must be deposited BEFORE 2:00 p.m., Monday, June 30,2008.

CHANGE FUNDS: All change funds must be returned to their authorized amounts effective 06/30/08.

1. If your change fund is “long”: Deposit the accumulated overage as your last receipt for the year.  Use source code 459090 with the description; “Write off accumulated overage.”

2. If your change fund is “short”: Prepare a Departmental Purchase Requisition (DPR) payable to your change fund in the amount of the accumulated shortage.  Use the description “To restore change fund for shortage accumulated as of 06/30/08.”  Forward the DPR to the Business Office and a photocopy to the Cashiers & Student Accounts Office.

3. Send an additional photocopy of your final daily deposit from the year to the Cashiers & Student Accounts Office.  This will be a total of 1 original and 2 copies as opposed to the normal 1 original and 1 copy that is sent to the Cashiers & Student Accounts Office. 

4. Complete and attach the DA-75, Reconciliation of Change Fund, with your cash counts as of 06/30/08.  Please return the DA-75 as soon as possible to the Cashiers & Student Accounts Office as they will need to be forwarded to Accounts & Reports in Topeka.

SERVICE CLEARING: Cut off date is Thurs., June 19th.  The Purchasing Office and Business Office will need these clearings Friday, June 20th, by noon at the very latest.

UNIT BALANCE CHANGES: The Business Office would like to insure that all end of year unit balances are correct.  We would like your assistance in achieving this.  Please check GL.LOOK for your unit balances first thing on the morning of 07/01/08.   All clearings will be posted by 06/27/08.  Please have any corrections you have found to the Business Office by noon, Wednesday, July 2, 2008.

PURCHASING: The Purchasing web site will give you information about deadlines and procedures regarding the procurement card, DPR’s, and purchase orders.  The electronic DPR screen will be available until 4:00pm on June 30, 2008. Paper FY08 DPR's will be accepted until noon on Monday, June 30, 2008 on orders placed by the department for FY08. Any orders to be faxed by the Purchasing Department must be in by Wednesday, June 25th to use FY08 funds.

All procurement card logs and receipts for the June 10th billing must be to the Purchasing Department by 4:00 p.m. on Tuesday, June 17th.  Please send the logs with supporting documents without the credit card statement.

The staff of the Business Office appreciate your cooperation.  The various deadlines are important as there are several processes items must go through once they arrive at the Business Office.  If you have any questions you may contact Barbara Winter at 4152, Geri Krumsick at 4150, or Shari Brogan at 4153.