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Business Office deadlines for the 2013-2014 fiscal year

April 21, 2014

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Dear Colleagues, 

The current budget year, 2013-2014, will end on May 31, 2014.

Friday, May 2 will be the cut-off date for requesting Purchase Orders for goods and services purchased for the current budget year. 

The last check run that will include charges to the 2013-2014 fiscal year will be on Friday, June 13, 2014. All goods and services must be received by May 31 to be included in this year’s spending.

Please submit all invoices and check requests for the 2013-2014 fiscal year to Accounts Payable no later than noon on Friday, June 6. All invoices dated on or before May 31, 2014 should be submitted.

Important notice for Purchasing Card Holders

The last day to make purchases with a college credit card that will be charged to the 2013-14 budget period is May 21, 2014.  Purchases made with a P Card after this date will be charged to next fiscal year. A check request can be submitted for purchases between May 22 and May 31 that need to be in 2013-14 FY. Please make your final year-end purchasing plans accordingly. You also must sign-off for your transactions in the Bank of America Works system on-line by June 10, making sure your purchases are coded to the correct budget accounts.  

We will be implementing our new account number set-up in fiscal year 2014-15.  The first digit of the College of Arts and Sciences account numbers will be “3”, rather than “0”. The first digit of the Common Services account numbers will be “4” rather than “0”. These changes took place for all payroll and gift transactions as of January 1, 2013. 

Examples:
CAS Admissions Department:
  • Current Office Supplies account is 000-4011-6000
  • New Office Supplies account will be 300-4011-6000
Common Services Business Office:
  • Current Office Supplies account is 000-5301-6000
  • New Office Supplies account will be 400-5301-6000
CAS Restricted accounts:
  • Current Lab Supplies account number is 020-XXXX-6170
  • New Lab Supplies account number will be 320-XXXX-6170

Thanks very much for your help with this. Please contact me if you have any questions.

- Marietta Lawson, director of accounting

 

For more information:

Business and Finance