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Year-end closing procedures for expenditures and deposits

To assist the Business Office in closing the 2004-05 fiscal year and to ensure that all expenses have been recorded, please follow the procedures below:
To assist the Business Office in closing the 2004-05 fiscal year and to ensure that all expenses have been recorded, please follow the procedures below:

Travel Claims: Claims for travel completed prior to Saturday, June 25 should be received in the Business Office by noon, Wednesday, June 29. Claims for all travel completed June 25-30 (including vicinity mileage, such as Fort Campbell travel) must be received by the Business Office as soon as possible but no later than noon, July 1, to be expended in the 2004-05 fiscal year. Outstanding travel encumbrances without a claim will be removed.

Purchase Orders: All receipts/invoices for items received should be turned in to Accounts Payable by noon, Wednesday, June 29. Please turn in all other receipts/invoices as soon as you receive them.

Cash Receipts: All deposits must be presented to the cashier in the Business Office by 11 a.m., Thursday, June 30. Receipts for monies received after that time will be dated July 1, 2005.

Petty Cash: Petty cash reimbursements must be submitted no later than noon, Tuesday, June 28; the expense will be charged to FY 2004-05. No petty cash reimbursements will be made June 29-30. Petty cash reimbursements will resume Friday, July 1, and be charged to the 2005-06 fiscal year.

Closing Cashier Windows: To allow the cashiers time to process final deposits for the year, balance their cash drawers and prepare deposits for the bank, the Cashiers' Windows will be closed from 11 a.m.-1 p.m., Thursday, June 30.

Credit Card Reconciliation: If you have credit card purchases that have not been reconciled by Friday, June 10, please contact Rose Austin (austinr) and let her know the amount of the purchase and the account number that needs to be charged.

Your cooperation in closing the fiscal year is greatly appreciated. If you have questions, please call Pat Walton at 7671 or Rose Austin at 7698.