FISCAL YEAR END INFORMATION-FY12
This site is intended to provide information that will assist your department with a smooth fiscal year-end closing. Your assistance is greatly appreciated.
All paid receipts from FY12 must be submitted for reimbursement by 12:00 p.m. on 6/15/12. Please make sure all individuals who utilize petty cash are aware of this time requirement. If someone does not submit their receipt for petty cash reimbursement by 6/29/12 and their receipt is dated prior to 7/01/12, then they cannot be reimbursed.
Due to the availability of the PCard and low usage of the petty cash account, petty cash procedures will be discontinued in FY13. Petty cash will not be available beginning July 1, 2012.
The Purchasing Office web site provides information about deadlines and procedures regarding the procurement card, DPR's, and purchase orders.
Do Not use the Encumber Funds form if:
Do use the Encumber Funds form if:
Listed below are some general guidelines for determination of the appropriate fiscal year for some common departmental expenditures.
SERVICE CLEARING: The Business Office will need all clearings by 4:00p.m. Thursday, June 21st. All clearing charges will be posted and visible on your units by 06/27/12.
DEPOSITS: All receipts or collections received and/or dated in June must be deposited BEFORE 2:00 p.m., Friday, June 29, 2012.
CHANGE FUNDS: All change funds must be returned to their authorized amounts effective 06/30/12.
CORRECTIONS & UNIT BALANCES: Please review your units for any corrections which need to be made or changes in funding. Transactions may be reviewed through GL.LOOK until unit reports are issued sometime in early July. It is recommended that the account reconciler do a regular review during June of transactions as they post. This will allow issues to be addressed as they arise rather than waiting for preliminary unit reports to be issued. Please have any corrections or changes for FY12 to the Business Office by NOON on July 6, 2012.
We sincerely 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, Misty Button at 4150, or Don Hartshorn at 4153.