I. NON-PAYROLL ACCOUNTING TRANSACTIONS

A. AUXILIARIES AND RECHARGE OPERATIONS

Purchases of goods or services from the following areas received prior to the dates listed below will be included in the June 2008 AM090/91’s:

B. INTERDEPARTMENTAL ORDERS

All interdepartmental orders (Form 62) must be received by Wednesday, July 2, 2008 at 10:00 a.m., in Room 20 of the Mott Building. Interdepartmental orders submitted after July 2, 2008 will be considered fiscal year 08-09 business.

C. JOURNAL ENTRIES and EXPENDITURE TRANSFERS

All journal entries and expenditure transfers (Forms 60, 61, and 64) should be submitted by Wednesday, July 2, 2008 at 10:00 a.m., in Mott Building Room 20.

D. CASH DISBURSEMENTS

For deadlines regarding Direct Payment Vouchers (DPV’s), Travel Expense Vouchers (TEV’s) and Petty Cash, see

http://adminet.uchicago.edu/adminann/nonsalary_disbursements0708.shtml

E. CASH RECEIPTS

All cash receipts (Form 133) for fiscal year 2007-08 must be deposited with the Bursar (ADM 101) by 3:00 p.m. Monday, June 30, 2008. The Bursar’s Office will be closed Tuesday, July 1, 2008 for the annual audit.

F. EXPENDITURE TRANSFERS AND ERROR CORRECTIONS OF JUNE AM090/91 ENTRIES

Expenditure transfers (Form 61) and error correction memos for accounting transactions that appeared in the preliminary June 2008 AM090/91 reports must be received by the Comptroller’s Office (CSM 20) by 10:00 AM on July 15, 2008.

G. DEPARTMENTAL UNDERWRITING ENTRIES

Please make Departmental Underwriting Entries on Journal Vouchers (Form 60) or send a memo to the appropriate Comptroller’s Office contact by 10:00 A.M. on July 15, 2008.

H. ON-LINE ACCTS SYSTEM

Expenditure transfers, error corrections for accounting transactions that appeared in the preliminary June 2008 AMO90/91, departmental underwriting entries, and all other transactions transmitted via the ACCTS system must be entered by 3:00 PM on July 15, 2008 for departments and July 23, 2008 for divisions.

I. CHECK CANCELLATIONS

Check cancellation requests should be submitted to the Bursar’s Office by Friday, May 30, 2008. Cancellation requests received after May 30, 2008 cannot be guaranteed processing for the 07-08 fiscal year.

II. JUNE PRELIMINARY AMO90/91 REPORT DISTRIBUTION

June 30, 2008 preliminary reports will be available for pick-up at the Comptroller’s Office Mott Building Basement between 2:00 p.m. and 4:30 p.m. on Wednesday, July 9, 2008. Reports not picked-up by 4:30 p.m. will be sent through Faculty Exchange.

III. FISCAL YEAR 07-08 ACCOUNTING TRANSACTIONS

Please keep all July budget and journal entries until July 21, 2008. Process July cash receipt and Accounts Payable entries after July 1, 2008.

IV. ENCUMBRANCES and PURCHASE ORDERS

Encumbrances
As a part of the fiscal year-end closing process, the following encumbrances will be eliminated from the FAS system and will not appear on the June preliminary reports:

Purchase Orders and Purchase Order Invoice Transactions
1. All purchase requisitions with an expense deadline of June 30, 2008 must be received in CPS on or before Friday, June 6, 2008. Depending on the complexity, every effort will be made to accommodate the request as a year end expenditure.
2. All purchase order invoices to be processed by June 30, 2008 must be received in CPS on or before Friday, June 13, 2008.

However, CPS policy is to continue to process requests received after the deadlines stated above, but there are no guarantees it will be applied to your Fiscal Yr 2008 budget.

V. OTHER

For any batches submitted in July, clearly indicate on the top of the batch if the batch relates to June or July activity.

VI. JUNE FINAL LEDGERS

June Final Ledgers will be distributed on August 4, 2008. Please remember that these ledgers are final and no changes or corrections can be made to them.

VII. FYE 6/30/08 REAPPROPRIATIONS INTO FY 2008-09 NON-BSD ACCOUNTS
(EXECUTIVE LEVEL NOT EQUAL TO 20)

Subsidiary Ledger 2 accounts do not automatically reappropriate fiscal year-end budget balances available. If you wish to carry forward any June 30, 2008 budget balances, please notify your Comptroller’s Office contact person by memo with instructions for the accounts and amounts you wish to reappropriate. Your memo should be based on the final June 30, 2008 AMO90/91 reports which will be available to you on August 4, 2008. The due date for your request is August 8, 2008. The reappropriations will be reflected on your September AMO90/91 reports.

VIII. FYE 6/30/08 REAPPROPRIATIONS INTO FY 2008-09 BSD ACCOUNTS
(EXECUTIVE LEVEL 20)

Your FYE 6/30/08 reappropriations will be included with your FY 2008-09 original budget allocation. If you require an additional reappropriation, contact Paul Cronin, BSD Dean’s Office at 4-2255.