YEAR-END INFORMATION FOR

BUSINESS AFFAIRS

 
 

MISCELLANEOUS INFORMATION:
 


June 26, 2009 All invoices (and UPAYs) must be in Accounts Payable with a Received date of June 30, 2009, or earlier in order to be processed in FY09 accounting.
July 10, 2009 All internal order uploads are processed with a June 30, 2009 expense date.
July 20, 2009 All receiving entries for FY09 must be entered.
July 24, 2009 FY09 accounting closes.
Receiving Dates: If goods or services were received in June, the receiving date entered in BASIS MUST be a June date.
If goods or services were received in July, the receiving date entered in BASIS MUST be a July date.
For utilities, the receiving date entered in BASIS should be the ending date of the service.
For maintenance or service agreements, the receiving date entered in BASIS should be the beginning date of the agreement.
For construction payments, the receiving date entered in BASIS should be the ending date of the service period billed on the invoice.

DETAILED INFORMATION with Examples:
 

JUNE EXPENSES entered
PRIOR TO JULY 1, 2009		 JUNE EXPENSES entered
AFTER JULY 1, 2009

Invoice or
Service
Date
Receiving
Date to be 
Entered 

Invoice or
Service
Date
Receiving
Date to be 
Entered 
UPAY 

  • Petty Cash 

06/30/2009
06/30/2009

06/30/2009
06/30/2009
Reimbursements must be split between old year and new year expenses. 
A reimbursement request for June expenses must be submitted prior to July 20, 2009 in order to be posted in  the correct accounting period.

  • Overnight Services 

06/30/2009
06/30/2009

06/30/2009
06/30/2009
Services such as Federal Express, Airborne, etc. will possibly contain expenses from both June and July on the same invoice. 
Enter the LAST date of service as the receiving date..

  • Reimbursements 

06/30/2009
06/30/2009

06/30/2009
06/30/2009
Reimbursements should be dated according to when the initial transaction took place.
 If the initial expense was incurred in June, the entry should have a June receiving date entered.   Reimbursements
must be split between old year and new year expenses.
For additional information regarding UPAY entries, contact Accounts Payable, X5-2551.


 
JUNE EXPENSES entered
PRIOR TO JULY 1, 2009		 JUNE EXPENSES entered
AFTER JULY 1, 2009

Invoice or
Service
Date
Receiving
Date to be 
Entered 

Invoice or
Service
Date
Receiving
Date to be 
Entered 
ACCOUNTS PAYABLE

  • Regular Invoices  

06/30/2009
06/30/2009

06/30/2009
06/30/2009
Must be received by Accounts Payable by July 20, 2009 in order to post to June accounting.

  • Library Invoices 

06/30/2009
N/A 

06/30/2009
N/A 
Must be uploaded into BASIS by July 20, 2009 in order to post to June accounting.

  • Bookstore Invoices 

06/30/2009
N/A 

06/30/2009
N/A 
Must be uploaded into BASIS by July 22, 2009 in order to post to June accounting.

  • Construction 

06/30/2009
06/30/2009

06/30/2009
06/30/2009
 Must be received by Accounts Payable by July 20, 2009 in order to post to June accounting.
 Receiving date should be entered to reflect the actual dates of service (ie, invoice is received July 1 for services through June 30, receiving date should be June 30, 2009).

  • Utilities 

06/30/2009
06/30/2009

06/30/2009
06/30/2009
Must be received by Accounts Payable by July 20, 2009 in order to post to June accounting. 
 Receiving date should be entered to reflect the actual dates of service (ie, invoice is received July 1 for services through June 30, receiving date should be June 30, 2009).
For additional information regarding Accounts Payable entries, contact your payer.


 
 
JUNE EXPENSES entered
PRIOR TO JULY 1, 2009		 JUNE EXPENSES entered
AFTER JULY 1, 2009

Invoice or
Service
Date
Receiving
Date to be 
Entered

Invoice or
Service
Date
Receiving
Date to be 
Entered
TRAVEL

  • STATEMENTS 

N/A
N/A

N/A
N/A
Must be entered by Travel by July 20, 2009 in order to post to June accounting.
For additional information regarding Travel, contact Carol Wade X5-7951.

PURCHASING
Requisitions for all the following:
Invoice Attached  Must be received in Purchasing by July 17, 2009 for FY09 expenses.
If multiple invoices are included, they must be split between old year and new year expenses.
Personal
Reimbursements		 Must be received in Purchasing by July 17, 2009 for FY09 expenses.
Must be split between old year and new year expenses.
Regular Requisitions Must be received in Purchasing by June 26, 2009 to be encumbered for FY09.
Formal Bids Request Must be received in Purchasing by June 1, 2009 to be encumbered for FY09.
Fax Quotes  Must be received in Purchasing by June 5, 2009 to be encumbered for FY09.
Sole Source Must be received in Purchasing by June 15, 2009  to be encumbered for FY09.

For additional information regarding Purchasing, contact your Buyer.


E-BUSINESS
 

Staples AND VWR AND Voyager Charges must be distributed by July 10, 2009 in order to post to June accounting.
US Bank Charges (P-Card) Charges must be distributed by July 22, 2009 in order to post to June accounting.
UM Bank Charges (T-Card) Charges must be distributed by July 10, 2009 in order to post to June accounting.

For additional information regarding E-Business, contact Connie Oberg at X5-6279.


PMC Solutions - PRINTING

For additional information regarding Printing, contact Rich Bundsgaard X5-2404.


PMC Solutions - MAIL

For additional information regarding Mailing, contact PMC Solutions - Penny Bellard at X5-5970.


PMC Solutions - COPYING

For additional information regarding the Copy Center, contact Stew Kyle X5-2404

PMC Solutions – DEPARTMENTAL COPIERS

 For additional information regarding departmental copiers, contact Penny Bellard X5-5970.
.


TRANSIT AND PARKING

The rates and information about renewing your parking permit are available at the Transit and Parking web site.

For additional information regarding Parking Permit Fees, contact Rita at X5-4666.


FINANCIAL AFFAIRS YEAR-END INFORMATION
 
 

Return to Business Affairs Homepage