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Fiscal Year End Closing Process May 19, 2009

This session will cover information and questions about: The Controller's office year end MemoSponsored Projects Accounting, cost transfers, government charges, payment processingGeneral Accounting, cutoffs for salary adjustments, journal entries, and petty cashProcurement and Distribution, v

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Fiscal Year End Closing Process May 19, 2009

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    2. This session will cover information and questions about: The Controller’s office year end Memo Sponsored Projects Accounting, cost transfers, government charges, payment processing General Accounting, cutoffs for salary adjustments, journal entries, and petty cash Procurement and Distribution, vendor invoices, purchases and commitments, Pcard, Travel Advances Other items related to year-end and questions 2009 Year End Closing

    3. Procurement & Distribution Services Laura Artwell Gwen Potts-Nash Michelle Adams Travel Michael Kurutz

    4. Procurement & Distribution Services New Vendor Requests, Supplier Form & W-9 Purchases & Commitments Vendor Invoices PCard Charges Travel Advances Travel & Non-Travel Reimbursements Freight & Postage

    5. 2009 Year End Closing Procurement & Distribution Services: Travel Facilitating Travel Reimbursement/Advance Processing Hotel, Vehicle, and Flight Receipts itineraries and reservation confirmations Payment of flight expenses before travel Flight upgrade permissions International currency conversions Detailed meal receipts and alcohol disaggregation (account 599020) Updated 2009 Statement of Travel Expense

    6. 2009 Year End Closing Procurement & Distribution Services: Travel Travel Policies, Procedures, Resources Travel Policy Updated Frequently Asked Questions (FAQs) Information on Preferred Travel Agents TravelPort Training Dates Current CDC Health Alerts and More travel@case.edu Travel Services Home Page: http://www.case.edu/finadmin/security/travel/

    7. Controller’s Office & ERP Systems Group Pat Kost Danielle Morris David Elliott

    8. Controller’s Office & ERP Systems Group Cutoffs for Salary Adjustments and Journal Entries Agency Projects Petty Cash Check Deposits Gifts of Equipment Journals Class to be offered June 24 from 1:30-4

    9. Sponsored Projects Accounting Diane Domanovics Robin Trail

    10. Sponsored Projects Accounting Cost Transfers Timely receipt of backup for non-salary adjustments Ensure adequate and thorough explanations 90 Day late cost transfer justifications ensure proper approvals are received Operating Advances MUST be cleared by June 30th Cost Transfers Class to be offered June 3 from 10:30-11:30am

    11. Other Important Notes Payroll Time Entry Processing Items Related to Year-end Closing - Alternate Approver $10,000 purchases DO NOT need to go to the Budget Office Preliminary June Reports

    12. Year End Date Reminders for Correcting Activity - May close Journal Entries for December through April activity only Salary adjustments entered for December through April activity only - Preliminary June close Journal Entries for May activity only Salary adjustments submitted for May activity only - Final June close Journal Entries for June activity only Salary adjustments submitted for June activity only **Please note the above reminders are for correcting activity only. May and June activity should be processed in the normal fashion.

    13. Panel Members: Laura Artwell, Procurement & Distribution Services Gwen Potts-Nash, Procurement & Distribution Services Michele Adams, Procurement & Distribution Services Michael Kurutz, Travel Danielle Morris, General Accounting Pat Kost, Controller’s Office David Elliott, ERP Financial Systems - Diane Domanovics, Sponsored Projects Accounting Robin Trail, Sponsored Projects Accounting

    14. Dates and Times for Classes mentioned: Cost Transfer June 3 from 10:30-11:30pm Reporting June 11 from 1-4pm Journals June 24 from 1:30-4pm Register at http://www.case.edu/training/caps/registration.html

    15. 2009 Year End Closing QUESTIONS? Websites: http://www.case.edu/finadmin/controller/ http://ora.ra.cwru.edu/ospa/PreAward_Services/index_postaward.cfm http://www.case.edu/finadmin/matsupp/procurement/procurement.html Year-end Closing Memo: http://www.case.edu/finadmin/controller/admin_corner.htm#recent Class offerings list: http://www.case.edu/training/caps/finance.html

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