Fiscal Year-End Deadlines & Procedures

Accounts Payable

All Cash Advance Requests for FY2015-16 expense must be received in Finance by June 13, 2016.

Final petty cash reconciliations for FY2015-16 are due in Finance no later than Friday July 8th.  Please remember to submit all receipts, cash, and reconciliation reports before this deadline.  If you have questions about petty cash protocols, please contact Jennifer Klapp at ext. 2170.

Submission of the following FY2015-16 documents must be received in Finance by July 8, 2016:

  • Invoices
  • Check Requests
  • Expense Reimbursements
  • Petty Cash

Please contact Jennifer Klapp with any questions or concerns.  Email:  Jklapp@georgefox.edu.  Phone:  503-554-2170.

Deposits

End of the fiscal year deposits to be included in this year’s budget must be in Finance no later than July 1, 2016. Checks dated prior to June 30th must be deposited in the current fiscal year. Please look around your desks and file cabinets to see if there are any lingering items that need to go to the bank. If you are taking vacation during the July 4th holiday, please send your deposits over BEFORE you leave. If you should have any questions about deposits, please contact Heather Groenlund at x2173.

Petty Cash

Final petty cash reconciliations for this fiscal year are due in Finance no later than July 8, 2016.  Please remember to submit all receipts, cash, and reconciliation reports before this deadline. Please plan ahead and send these over before you leave, if you will be taking vacation over the 4th of July.  If you have questions about petty cash protocols, please contact Jen Klapp at x2170.

Purchase Orders

***END OF YEAR PURCHASE ORDER DEADLINES:  The last day to place orders using the purchase order system is May 31, 2016 for the current fiscal year.  This includes all requisitions which must be budget checked, approved, and converted to purchase orders.  This helps ensure all products or services ordered via Purchase Order will be received by June 30, 2016.  

Fiscal year 2017 purchase orders will need to wait until July 1st.  

Please contact  Matt Hammar with any questions or concerns.  Email: mhammar@georgefox.edu  Phone:  503-554-2162. ***

Important year –end information for those using University VISA cards:

With the end of our fiscal year quickly approaching and to ensure a clean cut-off between 15/16 and 16/17 spending, the last day to use your card for current fiscal year purchases is June 24th.  Please refrain from using your card for any purchases after this date. 

If you will be traveling for business during this time please contact Matt Hammar or Kathi Becker to discuss arrangements on how to handle travel after June 24th.  Credit card purchases for the 16/17 fiscal year can begin on or after July 1st.  If you have questions or concerns please contact Matt Hammar x 2162 or Kathi Becker x2166.

Here is a handy reminder to save to your desktop.