Fiscal Year-End Deadlines & Procedures

Accounts Payable

  • For departments who will NOT be on campus for the summer, please turn in all petty cash funds by Friday, May 12, 2017
  • All Cash Advance Requests for FY2016-17 expense must be received by Finance on or before Monday, June 12, 2017. 
  • Submission of the following FY2016-17 documents must be received by Finance on or before Friday, July 7, 2017:
    • Check Requests
    • Invoices
    • Expense Reimbursement Requests
    • Petty Cash Logs for expenses through June 30, 2017 ONLY                                           

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 16/17 Purchase Orders will need to wait until July 1st

If you have questions or concerns please contact Matt Hammar by email or call x2162.

 

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

To ensure a clean cut-off between FY2016-17 and FY2017-18 spending, the last day to use your University VISA card for FY2016-17 purchases is Friday, June 23, 2017.  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 23rd .  Credit card purchases for FY2017-18 can begin on or after July 1, 2017

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!