BUSINESS OFFICE AND DEPARTMENT END OF FISCAL YEAR DEADLINES 2010-2011

Posted: May 9, 2011

The timelines on this document are provided to expedite an efficient and accurate close of the fiscal year in preparation for APU's annual financial audit.  If there are any concerns regarding your depatment's ability to meet a deadline, pleae communicate with the appropriate contact person.  Thank you in advance for your diligent attention to these critical dates.

Budget changes and budget transfers - Please submit budget change request forms and budget transfers by June 6, 2011. Contact person Steve Jenne ext. 4733

Cash and check deposits - Deposits of incoming funds must be received by the Business Office by 12:00p.m. on June 30, 2011. Contact person Business Office ext. 4697

Computer equipment & software - Computer equipment and software orders must include an account number and  emaild to Greg Wilcox by May 16, 2011.  Requests received after May 16, 2011 will be processed after July 1, 2011.  Sorry no exceptions.  Contact person Greg Wilcox ext. 5437

Expense reimbursement request reflecting expenses incurred up to and including June 15, 2011 - Expenses incurred before and through June 15, 2011 must be submitted by June 17, 2011.  Requests should have all approval signatures, account numbers, business purpose descriptions and names of individuals attending meals, receipts including airline itineraries, hotel folios/statements, food receipts and contact information.  Contact person Business Office ext. 4697

Expense reimbursements requests reflecting expenses incurred from June 16, 2000 through June 30, 2011 - Expenses incurred from June 16, 2011 through June 30, 2011 will be accepted until July 8, 2011.  Reimbursements will be issued on a separate check distributed by July 22, 2011.  This reimbursement will not be included on a payroll check or be direct deposited.  Contact person Accounts Payable ext. 4696

Expense reimbusement requests after Friday July 8, 2011 - Expense reimbursement requests received after July 8, 2011 will be charged to the new fiscal year 11/12 budget.  Sorry no exceptions.  Reminder: Expense reimbursements requests should be submitted monthly for timely reimbursement and for efficient budget management.  Contact person Accounts Payable ext. 4696

Furniture orders - Furniture orders mut be submitted to Jo Ann Bengel by May 16, 2011.  Contact person Jo Ann Bengel ext. 5003

Invoices, bills and statements - Invoices, bills and statements dated through June 30, 2011 must be submitted to Accounts Payable by July 8, 2011.  If possible please submit these items as soon as they are received.  Contact person Accounts Payable ext. 4696

Payroll - All requests for pay to employees and/or independent contractors related to work performed on or before June 30, 2011 must be submitted to Payroll by June 17, 2011.  This includes timecards, faculty overload pay, driver pay, student pay (regular and temporary), and additional contracts covered in the 10/11 fiscal year.  Contact person Payroll ext. 4722

Print projects and advertising - For year end printing or advertising projects please contact your University Relations marketing specialist as soon as possible.  The important deadline is May 16, 2011 to request a print project or an advertising project.  Due to the complex production schedule and parameters set by vendors, projects initiated after these dates cannot be guaranteed delivery by June 30, 2011.  Contact person Brett Barry ext. 4508, Jessica Granados ext. 4512, Rafi Maljian ext. 4500

Purchase Orders - Purchase orders requests must be submitted in PeopleSoft and approved by the department by June 6, 2011.  This would be for items to be delivered and invoiced prior to June 30, 2011 or for events taking place prior to June 30, 2011.  Contact person Accounts Payable ext. 4696

Supplemental Service Agreements - Please submit all SSA's by June 17, 2011.  SSA's submitted after June 17, 2011 will be paid after July 1, 2011 and will be deducted from the new fiscal year 11/12/ budget.  Contact person Payroll ext. 4722

Independent Contractor Invoices - Please submit all SSA's /Invoices by June 17, 2011  Invoices submited after June 17, 2011 will be paid after July 1, 2011 and will be deducted from the new fiscal year 11/12 budget.  Contact person Accounts Payable ext. 4696