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Announcements & Updates
TO: Account Managers
Administrative Support
FROM: Terry R. Ondreyka
Associate Vice President for Financial Services
RE: FY2009 YEAR-END CLOSING CALENDAR
As we approach the end of the fiscal year, it is important that all personnel who monitor accounts, make routine receipts and purchases be aware of scheduled transaction cut-off dates per the list below. FY2009 financial transactions received on or before these dates will be receipted/charged against your FY2009 budgets. If items must be processed against FY2009, it is advisable for you to hand-carry such items to the office(s) designated below.
Transactions received after the dates listed below will be receipted/charged against your FY2010 budget.
| TRANSACTION/DOCUMENT | DEADLINE (Received by 5:00 PM unless otherwise noted) |
|---|---|
| RECEIPT OF GOODS/SERVICES (Submit within 3 working days of delivery) | |
| Materials Management, University Distribution Center, Ext. 5-2294 | |
| Goods Receipts Notification | NO LATER THAN Monday, August 31st |
| Be advised that items ordered, received AND invoiced before August 31, 2009 will be charged against the FY2009 budget. | |
| Ask vendors to ship items to be charged to the FY2010 budget on or after September 1, 2009. | |
| PURCHASE REQUISITIONS and PURCHASE ORDERS | |
| Purchasing Office, J.C. Kellam 527, Ext. 5-2521 | |
| Last Day to Approve FY2009 Requisitions | By 6:00 pm Friday, August 21 |
| Last Day for FY2009 Modifications/Cancellations | By 6:00 pm Friday, August 21 |
| First Day for FY2010 Creating/Approving Requisitions | Monday, August 24 |
| PURCHASING CARD and COOL Orders | |
| Purchasing Office, J.C. Kellam 527, Ext. 5-2521 | |
| Transactions Posted through August 21 = FY2009 | Friday, August 21 |
| To allow for distribution of new cards, do not use these services August 22-23 | |
| VENDOR INVOICES and PAYMENT REQUESTS, including CONTRACTED SERVICES | |
| Accounts Payable, J.C. Kellam 564, Ext. 5-9676 | Monday, August 17 |
| TRAVEL APPLICATIONS and REIMBURSEMENTS (Trips taken prior to August 31 must be charged to FY2009) | |
| Accounts Payable, J.C. Kellam 564, Ext. 5-2774 | |
| Last Day to Create FY2009 Travel Requests and Funds Commitments | Friday, July 31 |
| Last Day to Close FY2009 Travel Requests/Funds Commitments | Monday, August 3 |
| Travel Reimbursements without FY2009 Funds Commitments | NO LATER THAN Monday, August 17 |
| First Day for FY2010 Funds Commitments | Monday, August 24 |
| PETTY CASH | |
| Accounts Payable, J.C. Kellam 564, Ext. 5-2774 | By 12:00 Noon, Tuesday, August 25 |
| CASH DEPOSITS/STUDENT ACCOUNTS RECEIVABLE | |
| Student Business Services, J.C. Kellam 188, Ext. 5-6412 | |
| Departmental Deposits (At Cashier’s window) | By 4:00 PM Wednesday, September 2 |
| EXPENSE CORRECTIONS and TRANSFERS (http://www.txstate.edu/gao/Forms.html) | |
| General Accounting Office, J.C. Kellam 540, Ext. 5-2541 | |
| FY2009 Transactions | Monday, August 24 |
| FY2009 Transactions processed August 1-31, 2009 | NOON, Friday September 11 |
- Accounting and Recording questions should be directed to Lisa Braun, Interim Director of Accounting.
- Purchasing questions should be directed to Jacque Allbright, Director of Purchasing.
- Cash receipting questions should be directed to Cindy Kruckemeyer, Director of Student Business Services.
- Receiving of goods and materials questions should be directed to Frank Gonzalez, Director of Materials Management.
Your colleagues in Finance and Support Services greatly appreciate your assistance in facilitating the year end close process.