TO: Vice Chancellors, Department Chairpersons, Department Directors, Business Managers
and Administrative Support
FROM: John Ives, Disbursements Accountant
DATE: April 15, 2010
SUBJ: Disbursement Cutoff Dates for Fiscal Year 2009-2010
The chart attached details the interdepartmental expense, direct pay, purchase order payment,
and travel cut-off dates to be included in this fiscal year. Expenses incurred after the dates noted
will be charged to FY2010-2011; unless state funding remains available which allows us to
process additional Staples or Receiving and Stores invoice files.
Other year-end reminders include:
Receipt of Goods:
In order for goods and/or services to be paid in FY 2009/2010, the goods and/or services, as well
as an invoice must be received prior to June 30, 2010. It is an audit exception to charge an
expense to an account if the goods/services are not received by the deadline date. Under no
circumstances should a department pre-date the receiving of goods for a purchase order
payment in order to effect payment in the current fiscal year.
Purchase Order Payments:
Please note for Purchase Order payments it is very important that departments post receiving of
goods as they occur. Banner requires a three way match (the purchase order, receiving, and
invoice) in order to produce a check. Therefore, if Accounts Payable enters an invoice for a
particular purchase order on June 17th, and the department does not enter receiving until July 6,
the system will not produce a check until July 6th, and the charge will be applied against next
fiscal year’s budget.
Accounts Payable can provide you with the best possible service at year end if you help by
keeping payment exceptions to a minimum. If you plan to order early and receive early, we can
better ensure that the payments will be charged appropriately to your FY2010 accounts. If you
have questions or need assistance in this regard, please contact Lucy Mullens, Invoice
Processing Supervisor by emailing email@example.com or John Ives, Disbursements Manager
by emailing firstname.lastname@example.org.
Thank you for your cooperation.
Will Show On If Received in
Interdepartmental Expenses Your Monthly Accounts Payable
Incurred Prior to:
Budget Report by:
State Car Charges 5/31/10 June 2010 6/11/10
Postage 6/15/10 June 2010 6/22/10
Wallace Printing 6/8/10 June 2010 6/15/10
Bookstore 6/18/10 June 2010 6/22/10
Receiving and Stores 6/18/10 June 2010 6/24/10
Staples 6/18/10 June 2010 6/24/10
Telecommunications 5/31/10 June 2010 6/18/10
Other Interdepartmental Charges Not Listed
6/11/10 June 2010 6/18/10
Journal Vouchers 6/22/10 June 2010 6/23/10
Will Show on Your Monthly If Received in
Budget Report: Accounts Payable by:
Direct Pay Request
honorariums, food, department/employee
reimbursements, petty cash
Purchase Order Payments
June 2010 6/18/10
checks will produce and show on June 2010
Budget Report only if receiving is posted by 2 pm
Travel Prepayments and Reimbursements
All charges and requests must be submitted to Accounts Payable before 5:00 pm on the dates indicated above.
All posting of goods received for purchase order payments must be processed by 2 pm on June 30 . Charges
made after the established cutoff date(s) will be applied to FY 2010-2011 budget funds.
General Fund budget revisions should be submitted to the Budget Office by Wednesday, June 16, 2010.
This notice can also be found at the following web address: