No. 132                 Finance Division

  Date:   April 5, 2001
  To:   School Principals, Child Development Center Administrators, Division and Department Heads
  Subject:  

2000-2001 Processing Deadlines For:

  • Business & Travel/Mileage Reimbursements
  • Copier Contracts
  • Field Trip Requests
  • Instructional Material Requests
  • Invoices
  • Maintenance Service Requests
  • Nonstock Requisitions
  • Procurement Card Purchases
  • Revolving Cash Fund and Athletic Reimbursement Claims
  • Stock Orders
  • Walk Through/Pickup Purchases
  Department  and/or  Persons  Concerned:   Persons processing above transactions
  Due Date:   Deadlines listed below
  Reference:   Information Circular 558, dated March 26, 2001, and 
Site Operations Circular 1019, dated September 21, 2000
  Action  Requested:   Observe deadlines established below
 

 
Brief Explanation:

To support the schedule for closing the 2000-2001 fiscal year financial records, the following deadlines have been established:

  1. May 11 – Last day to submit Nonstock Requisitions through Electronic Forms Routing Application (EFRA) against the 2000-2001 budget. This is an especially critical date for the integration funding, which does not have carryover provisions. (Reference Information Circular 558, dated March 26, 2001.)
     
  2. May 11 – Last day to submit Instructional Material Requests for textbooks, library and other books through EFRA against the 2000-2001 budget.
     
  3. May 11 – Material Control Unit to notify division/department heads and principals describing the process to have unfilled stock orders canceled in 2000-2001, or rebudgeted into 2001-2002.
     
  4. May 21 – Last day to make procurement card purchases against the 2000-2001 budget. Any phone orders will need to be placed by such a date that the vendor will ensure posting to the May statement.
     
  5. May 25 – Last day for traditional schools to deliver Revolving Cash Fund (RCF) and Athletic Reimbursement claims against the 2000-2001 budget to the Budget Department, Eugene Brucker Education Center, Room 3209. Warrants will be mailed to the site by June 8, 2001, for deposit by June 15, 2001. If emergency RCF needs arise after May 25, 2001, these must be processed by June 15, 2001, and must include a deposit slip so the Fiscal Control Unit may deposit the warrant by June 22, 2001.
     
  6. May 25 – Last day to present 2000-2001 Nonstock Requisitions to the 12 selected vendors for walk through purchases. (Reference Site Operations Circular 1019, dated September 21, 2000.)
     
  7. May 25 – Last day to deliver hard copy Stock Requisitions for funds not eligible for on-line ordering against the 2000-2001 budget to the Budget Department.
     
  8. May 29 – First day to submit Nonstock Requisitions and Instructional Material Requests through EFRA against the 2001-2002 budget. Requisitions should note the applicable fiscal year. The Procurement and Distribution Department will not begin processing 2001-2002 requisitions until June 18, 2001.
     
  9. June 1 – Last day for traditional schools to deliver employee Business & Travel and Mileage Reimbursement claims for travel through May against the 2000-2001 budget to the Budget Department. An administrative circular forthcoming in April will address expenses incurred after June 1, 2001.
     
  10. June 8 – Last day to deliver Field Trip Requests against the 2000-2001 budget to the Budget Department. If the field trip is to be reimbursed, the check must be attached to the Field Trip Request and delivered to the Budget Department.
     
  11. June 8 – Last day for year-round schools to deliver employee Business & Travel, Mileage, RCF, and Athletic Reimbursement claims against the 2000-2001 budget to the Budget Department. Warrants will be mailed by June 19, 2001, for deposit by June 26, 2001. An administrative circular forthcoming in April will address expenses incurred after June 8, 2001.
     
  12. June 8 – Last day to submit 2001-2002 Nonstock Requisitions through EFRA for copier lease and maintenance contracts to the Budget Department. An administrative circular forthcoming in April will address the specific procedure to follow.
     
  13. June 8 – Last day to mail, via school mail, the May procurement card cardholder statements and monthly activity reports to the Budget Department.
     
  14. June 13 – Last day to submit on-line stock item requests against the 2000-2001 budget.
     
  15. June 14 – First day to submit on-line stock item requests and hardcopy Stock Requisitions against the 2001-2002 budget.
     
  16. June 15 – Last day to deliver Maintenance Service Requests against the 2000-2001 budget to Budget Department.
     
  17. June 22 – Last day to deliver invoices and claims (i.e., rental and maintenance of equipment, June employee reimbursements, etc.) against the 2000-2001 budget to the Budget Department. Invoices and claims of $500 or more received after the deadline must be entered on a Request for 2000-2001 Accounts Payable Charges form. In April, a copy of this form will be distributed with an administrative circular, which will address the specific procedures to follow.

Items listed above that are received after the deadlines will be processed after July 1, 2001, and charged to the 2001-2002 budget.

For additional information or questions, please contact Wally Lauzon, budget director, at 619-725-7610 or Melinda Patenaude at 619-725-7612.
 
Richard J. Knott
Controller


APPROVED:

Henry E. Hurley
Chief Administrative Officer