Fiscal Year-End Planning Notice

Reminders

• Please contact vendors to arrange for goods to be delivered and projects to be completed by 5/31/25. This is required for expenses to be charged to the FY 24-25 budget. If necessary, please ask vendors to expedite invoices.
• Clearly mark vendor invoices and payment requests for goods received, services rendered, and travel taking place after 5/31/25. These items must be charged to FY 25-26.
• Indicate the dates of all activities in the “Description (Business Purpose)” fields of your Pcard expenses. Descriptions can’t be edited after the expense reconciliation deadline for a given month. If a charge falls in a different fiscal year than the activity and you didn’t include this information in the expense description, notify the Pcard administrator; please include the transaction date, amount, and merchant for each expense that needs to be moved. We monitor activity and move charges to the correct fiscal year. Notifications of these changes are not sent due to the large volume of transactions, so please monitor your budget using the Finance Reports via Argos. Keep in mind that there is a delay before pcard transactions appear in Argos. If an activity spans fiscal years, it will be charged to the fiscal year in which the majority of the activity takes place.

Due Dates

Friday, May 30, 2025

• Deliver all department deposits for FY 24-25 to Student Accounts by 11:00 am.**
• Deliver all web department deposits for FY 24-25 to Student Accounts by 11:00 am.**
• Submit all petty cash reimbursement requests for FY 24-25 to Student Accounts by 11:00 am.**
• Report any disposals of equipment during FY 24-25.

**Student Accounts will close for year-end processing at 11:00 am on 5/30/25. After 11:00 am, documents may be left in the lockbox on the door of the Student Accounts office (1st floor of 77 Mac) and will be processed as FY 25-26 transactions.

Monday, June 2, 2025

• Submit all charitable contributions (including the envelopes the checks were mailed in) to Advancement.

Friday, June 6, 2025

• Submit all approved vendor invoices for FY 24-25 expenses with supporting documentation to Accounts Payable by 4:30 pm.***
• Submit all check requests for FY 24-25 by 4:30 pm.
• Submit all travel expense reports for FY 24-25 (including receipts and any unused funds) by 4:30 pm.
• Submit all journal entries for FY 24-25 activity (including grants) by 4:30 pm.

***If Accounts Payable is closed, documents may be left in the Business Services lockbox on the 3rd floor of 77 Mac.

Friday, June 13, 2025

• Identify postpaid pcard transactions that posted to your pcard account in June (or later), but were for services/products the college received in May (or earlier). Include “received by 5/31 – FY 24/25” in the description field for these transactions.
• (If applicable) respond to any inquiries from Accounting requesting status of departmental equipment as of 5/31.

Contacts

• Invoices, payments, and purchase orders
  • Talia Porter-Cohen, Accounts Payable Specialist, x6565, [email protected]
• Pcard transactions
  • Maria Lagos, Pcard Administrator, x6323, [email protected]
• Petty cash reimbursements
  • Santana Lewis, Student Accounts Specialist, x6161, [email protected]
• Deposits: department & web department
  • Santana Lewis, Student Accounts Specialist, x6161, [email protected]
• Travel advances & expense reporting
  • Lorin Mustafa, Accountant, x6571, [email protected]
• Journal entries
  • Lorin Mustafa, Accountant, x6571, [email protected]
• Grants
  • Melissa Ketter, Grants Accountant, x6354, [email protected]
• Finance Reporting via Argos training
  • Aimée Baxter, Business Services Systems Manager, [email protected]
• General accounting & FOAPAL questions
  • Matthew Walters, Director of Accounting, x6538, [email protected]
• Budgeting
  • Dave Berglund, Associate VP of Finance, x6234, [email protected]
• Other areas not listed above
  • Matthew Walters, Director of Accounting, x6538, [email protected]