Pittsburg State University. Year End Information. Unit Reports Budget Status Transactions and Balances Outstanding Orders Monthly reports that capture balances and transactions for a month. Preliminary June Weekly (June 6). Useful reports. GL Look Current ‘snapshot’ as of today.
Deposits processed in the Cashiers and Student Accounts Office after June 20th will be dated fiscal year 2015.Dates to remember for deposits
If you need to return money that someone overpaid for goods or services (Transcripts, CARES, application for admission, etc.)
If someone cancels an event registration and you authorize a refund of the registration fee
Forward your request to Don Hartshorn by
June 19th at 3:30 PM.Refunds – Overpayments for services
Your change fund must be intact at June 30th, restore any shortage or deposit any overage by June 19th
Send your completed form to Lyndy LittleChange funds
Pay Vendor: Use the Pay Vendor form to request an AP check for payment of goods and services that have already been received and for travel for trips that will be completed in FY14.
Any orders to be paid/encumbered to a new vendor requiring setup in the vendor file must be turned in with a completed W-9 by 06/11/14to allow time for processing.
Any questions concerning vendors should be directed to Shari Saia in the Purchasing Office at Ext. 4155.New vendors
Bids $25,000 and above – contact Joe Ensch at 235-4169Bidding process
Use the “Send PO to Vendor” link in Gorilla Marketplace to send a hard copy purchase order to a vendor.Send PO to vendor
An encumbrance is used at the end of the fiscal year to record obligations that have been incurred during the year but will not be paid before the close of the fiscal year.
This process is required to notify the Business Office that the product has been invoiced, received , verifies the actual amount due, and the PO or encumbrance is ready to be paid.
Note: The "Cost" box will pre-populate with the balance remaining on the PO
If this is a partial payment or the total invoiced amount does not match the PO, change the amount In the "Cost" box to match the attached invoice.
Receipt Number will be generated for POReceipt of Purchase Order/encumbrance
The PCard Entry Form is used to enter and approve funding on PCard transactions that are made outside the Gorilla Marketplace.
These transactions should be entered and reconciled as quickly as possible to allow audit and posting of the transactions prior to 06/17/14.
All procurement card entries, with all supporting attachments, for the June 4th billing statement must be to the Purchasing Office by 4:30 p.m. on6/09/14PCard Entry/Reconciliation (BPC)
Remember all charges posted to the BPC on or after June 5th will require FY15 funding.
Charges to BPC made by 6/30/14 to be paid out of Foundation accounts will post to FY14, regardless of which “statement” period in which the transaction falls.PCard Entry/Reconciliation (BPC)
TRAVEL ADVANCES: All travel involving a travel advance must be processed by 6/16/14so that the advance can be reimbursed by 6/18/14.
General guidelines for determining the appropriate fiscal year for common departmental expenditures.
All clearings will be cutoff and submitted by 12:00 p.m. Friday, June 13th.
All clearing charges will be posted and visible on unit reports by 06/20/14.Service clearings
Often carry negative balance. At year end, Business Office attempts to mitigate negative balances with grant draws.
Indirect Overhead is charged to grant accounts based on fiscal year spending.Grants
DURING THIS PERIOD OF TIME DOCUMENTS SHOULD NOT BE PUT INTO
CAMPUS MAIL-WE DO NOT GUARANTEE THEIR ARRIVAL OR PROCESSING
Don Hartshorn (firstname.lastname@example.org) Ext. 4153
Misty Button (email@example.com) Ext. 4150
Jamie Compton (firstname.lastname@example.org) Ext. 4448
Jim Hughes (email@example.com) Ext. 4154
Barbara Jemison(firstname.lastname@example.org) Ext. 4167
Shari Saia(email@example.com) Ext. 4155Contact Information