AnnouncementCentral Procurement Services
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 2009 AM090/91ís:
B. INTERDEPARTMENTAL ORDERS
All interdepartmental orders (Form 62) must be received by Thursday, July 2, 2009 at 10:00 a.m., in Room 20 of the Mott Building. Interdepartmental orders submitted after July 2, 2009 will be considered fiscal year 09-10 business.
C. JOURNAL ENTRIES and EXPENDITURE TRANSFERS
All journal entries and expenditure transfers (Forms 60, 61, and 64) should be submitted by Thursday, July 2, 2009 at 10:00 a.m., in Mott Building Room 20.
D. CASH DISBURSEMENTS
For deadlines regarding Direct Payment Vouchers (DPVís), Travel Expense Vouchers (TEVís) and Petty Cash, see
E. CASH RECEIPTS
All cash receipts (Form 133) for fiscal year 2008-09 must be deposited with the Bursar (ADM 101) by 3:00 p.m. Tuesday, June 30, 2009. The Bursarís Office will be closed Wednesday, July 1, 2009 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 2009 AM090/91 reports must be received by the Comptrollerís Office (CSM 20) by 10:00 AM on July 15, 2009.
G. DEPARTMENTAL UNDERWRITING ENTRIES
Please make Departmental Underwriting Entries on Journal Vouchers (Form 60) or send a memo to the appropriate Comptrollerís Office contact by 10:00 A.M. on July 15, 2009.
H. ONLINE ACCTS SYSTEM
Expenditure transfers, error corrections for accounting transactions that appeared in the preliminary June 2009 AMO90/91, departmental underwriting entries, and all other transactions transmitted via the ACCTS system must be entered by 3:00 PM on July 15, 2009 for departments and July 23, 2009 for divisions.
I. CHECK CANCELLATIONS
Check cancellation requests should be submitted to the Bursarís Office by Friday, May 29, 2009. Cancellation requests received after May 29, 2009 cannot be guaranteed processing for the 08-09 fiscal year.
II. JUNE PRELIMINARY AMO90/91 REPORT DISTRIBUTION
June 30, 2009 preliminary reports will be available for pick-up at the Comptrollerís Office Mott Building Basement between 2:00 p.m. and 4:30 p.m. on Thursday, July 9, 2009. Reports not picked-up by 4:30 p.m. will be sent through Faculty Exchange.
III. FISCAL YEAR 08-09 ACCOUNTING TRANSACTIONS
Please keep all July budget and journal entries until July 21, 2009. Process July cash receipt and Accounts Payable entries after July 1, 2009.
IV. ENCUMBRANCES and PURCHASE ORDERS
Please examine your June preliminary reports carefully and advise the Central Procurement Services Manager in writing if any of the encumbrances that have been dropped from the FAS files need to be reinstated.
Purchase Orders and Purchase Order Invoice Transactions
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 2009 budget.
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 3, 2009. Please remember that these ledgers are final and no changes or corrections can be made to them.
VII. FYE 6/30/09 REAPPROPRIATIONS INTO FY 2008-09 NON-BSD ACCOUNTS
Subsidiary Ledger 2 accounts do not automatically reappropriate fiscal year-end budget balances available. If you wish to carry forward any June 30, 2009 budget balances, please notify your Comptrollerís 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, 2009 AMO90/91 reports which will be available to you on August 3, 2009. The due date for your request is August 7, 2009. The reappropriations will be reflected on your September AMO90/91 reports.