{"id":2945,"date":"2025-08-25T19:40:49","date_gmt":"2025-08-25T19:40:49","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/?page_id=2945"},"modified":"2025-08-25T19:40:49","modified_gmt":"2025-08-25T19:40:49","slug":"fiscal-year-end","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/fiscal-year-end\/","title":{"rendered":"Fiscal Year-End Planning Notice"},"content":{"rendered":"<section class=\"callout-feature-text block-container\" >\n    <div class=\"callout-feature-text__inner\">\n        <div class=\"callout-feature-text__container\">\n            <div class=\"callout-feature-text__feature-wrapper\">\n                <div class=\"callout-feature-text__feature-card\">\n                    <div class=\"base-lockup\">\n                                                                                                    <p class=\"base-lockup__copy\"><h4><strong>Macalester\u2019s 2024-25<\/strong>\r\n<strong>fiscal year ends<\/strong>\r\n<strong>Saturday, May 31, 2025<\/strong><\/h4><\/p>\n                                            <\/div>\n                                     <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/section>\n\n\n\n<h2 class=\"wp-block-heading\">Reminders<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Please contact vendors to arrange for goods to be delivered and projects to be completed by 5\/31\/25<\/strong>. This is required for expenses to be charged to the FY 24-25 budget. If necessary, please ask vendors to expedite invoices.<\/li>\n\n\n\n<li>Clearly mark vendor invoices and payment requests for <strong>goods received, services rendered, and travel taking place <em>after<\/em> 5\/31\/25<\/strong>. These items must be charged to FY <strong>25-26<\/strong>.<\/li>\n\n\n\n<li><strong>Indicate the dates of all activities in the \u201cDescription (Business Purpose)\u201d fields of your Pcard expenses<\/strong>. Descriptions can&#8217;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&#8217;t include this information in the expense description, notify the <a class=\"email\" href=\"mailto:pcard@macalester.edu\">Pcard administrator<\/a>; 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 <a href=\"https:\/\/www.macalester.edu\/business-services\/financefoundationslesson6\/\">Finance Reports via Argos<\/a>. Keep in mind that there is a <a href=\"https:\/\/www.macalester.edu\/business-services\/financefoundationslesson6\/#gap\">delay before pcard transactions appear in Argos<\/a>. If an activity spans fiscal years, it will be charged to the fiscal year in which the majority of the activity takes place.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Due Dates<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Friday, May 30, 2025<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Deliver all <a href=\"https:\/\/www.macalester.edu\/business-services\/deptdeposit\/\"><strong>department deposits<\/strong><\/a> for FY 24-25 to Student Accounts by 11:00 am.**<\/li>\n\n\n\n<li>Deliver all <strong>web department deposits<\/strong> for FY 24-25 to Student Accounts by 11:00 am.**<\/li>\n\n\n\n<li>Submit all <strong><a href=\"https:\/\/www.macalester.edu\/business-services\/pettycash\/\">petty cash reimbursement<\/a><\/strong> requests for FY 24-25 to Student Accounts by 11:00 am.**<\/li>\n\n\n\n<li>Report any <a href=\"https:\/\/www.macalester.edu\/business-services\/policies\/equipment-saledonationdisposal\/\"><strong>disposals of equipment<\/strong><\/a> during FY 24-25.<\/li>\n<\/ul>\n\n\n\n<p><em>**<a href=\"https:\/\/www.macalester.edu\/studentaccounts\/\">Student Accounts<\/a> 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.<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Monday, June 2, 2025<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Submit all <strong>charitable contributions<\/strong> (including the envelopes the checks were mailed in) to Advancement.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Friday, June 6, 2025<\/h3>\n\n\n<section class=\"callout-feature-text block-container\" >\n    <div class=\"callout-feature-text__inner\">\n        <div class=\"callout-feature-text__container\">\n            <div class=\"callout-feature-text__feature-wrapper\">\n                <div class=\"callout-feature-text__feature-card\">\n                    <div class=\"base-lockup\">\n                                                                                                    <p class=\"base-lockup__copy\"><p style=\"text-align: left\"><strong>Reminder<\/strong>: The fiscal year an expense is charged to is based on the\u00a0<strong>date the goods or services are received<\/strong>,\u00a0<em>not<\/em>\u00a0when payment is made.\u00a0<strong>Do not delay submission of invoices<\/strong>\u00a0in an effort to charge an expense to the FY 25-26 budget.<\/p><\/p>\n                                            <\/div>\n                                     <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/section>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Submit all <a href=\"https:\/\/www.macalester.edu\/business-services\/payinvoice\/\"><strong>approved vendor invoices<\/strong><\/a> for FY 24-25 expenses with supporting documentation to Accounts Payable by 4:30 pm.***<\/li>\n\n\n\n<li>Submit all&nbsp;<strong><a href=\"https:\/\/www.macalester.edu\/business-services\/checkrequest\/\">check requests<\/a><\/strong> for FY 24-25 by 4:30 pm.<\/li>\n\n\n\n<li>Submit all <a href=\"https:\/\/www.macalester.edu\/business-services\/expensereport\/\"><strong>travel expense reports<\/strong><\/a> for FY 24-25 (including receipts and any unused funds) by 4:30 pm.<\/li>\n\n\n\n<li>Submit all <a href=\"https:\/\/www.macalester.edu\/business-services\/je\/\"><strong>journal entries<\/strong><\/a> for FY 24-25 activity (including grants) by 4:30 pm.<\/li>\n<\/ul>\n\n\n\n<p><em>***If Accounts Payable is closed, documents may be left in the Business Services lockbox on the 3rd floor of 77 Mac.<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Friday, June 13, 2025<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Identify <b>postpaid pcard transactions<\/b> that posted to your pcard account in <strong>June<\/strong> (or later), but were for services\/products the college received in <strong>May<\/strong> (or earlier). Include &#8220;received by 5\/31 &#8211; FY 24\/25&#8221; in the description field for these transactions.<\/li>\n\n\n\n<li>(If applicable) respond to any inquiries from Accounting requesting <b>status of departmental equipment as of 5\/31<\/b>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Contacts<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Invoices, payments, and purchase orders\n<ul class=\"wp-block-list\">\n<li>Talia Porter-Cohen, Accounts Payable Specialist, x6565, <a href=\"mailto:accountspayable@macalester.edu\">accountspayable@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Pcard transactions\n<ul class=\"wp-block-list\">\n<li>Maria Lagos, Pcard Administrator, x6323, <a href=\"mailto:pcard@macalester.edu\">pcard@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Petty cash reimbursements\n<ul class=\"wp-block-list\">\n<li>Santana Lewis, Student Accounts Specialist, x6161, <a href=\"mailto:studentaccts@macalester.edu\">studentaccts@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Deposits: department &amp; web department\n<ul class=\"wp-block-list\">\n<li>Santana Lewis, Student Accounts Specialist, x6161, <a href=\"mailto:studentaccts@macalester.edu\">studentaccts@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Travel advances &amp; expense reporting\n<ul class=\"wp-block-list\">\n<li>Lorin Mustafa, Accountant, x6571, <a href=\"mailto:accounting@macalester.edu\">accounting@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Journal entries\n<ul class=\"wp-block-list\">\n<li>Lorin Mustafa, Accountant, x6571, <a href=\"mailto:accounting@macalester.edu\">accounting@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Grants\n<ul class=\"wp-block-list\">\n<li>Melissa Ketter, Grants Accountant, x6354, <a href=\"mailto:grantsaccounting@macalester.edu\">grantsaccounting@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Finance Reporting via Argos training\n<ul class=\"wp-block-list\">\n<li>Aim\u00e9e Baxter, Business Services Systems Manager, <a href=\"mailto:abaxter@macalester.edu\">abaxter@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>General accounting &amp; FOAPAL questions\n<ul class=\"wp-block-list\">\n<li>Matthew Walters, Director of Accounting, x6538, <a href=\"mailto:mwalters@macalester.edu\">mwalters@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Budgeting\n<ul class=\"wp-block-list\">\n<li>Dave Berglund, Associate VP of Finance, x6234, <a href=\"mailto:dberglun@macalester.edu\">dberglun@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Other areas not listed above\n<ul class=\"wp-block-list\">\n<li>Matthew Walters, Director of Accounting, x6538, <a href=\"mailto:mwalters@macalester.edu\">mwalters@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p><\/p>","protected":false},"excerpt":{"rendered":"<p>Reminders Due Dates Friday, May 30, 2025 **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 Friday, [&hellip;]<\/p>","protected":false},"author":679,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-2945","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2945","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/users\/679"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/comments?post=2945"}],"version-history":[{"count":97,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2945\/revisions"}],"predecessor-version":[{"id":11721,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2945\/revisions\/11721"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/media?parent=2945"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}