No. 144     Finance Division

All goods and services received by June 22, 2001, must be charged to the 2000-2001 fiscal year.

Forward all invoices for these goods or services to the Accounts Payable Unit for payment no later than June 22, 2001.

If any financial obligations exist OTHER THAN PURCHASE ORDERS which have not been invoiced by June 8, 2001, the Accounts Payable Unit must be informed by completing the attached Request for 2000-2001 Accounts Payable Charges form (Attachment, copy as needed). Please note: There may be only one payee and one obligation per form.

Please follow these guidelines:

1. For expenses incurred after June 1 (traditional schools) or June 8 (year-round schools), verify that goods or services will be received on or before June 22, 2001. This includes expenses for employee travel and mileage, Revolving Cash Fund (RCF) and athletic claims, equipment rental, etc. (for deadlines regarding expenses incurred prior to June 1, reference administrative circular titled "2000-2001 Processing Deadlines" forthcoming in April).
    
2. Thoroughly complete each item on individual Request for 2000-2001 Accounts Payable Charges forms to prevent payment delays. Please Note: There may be only one payee and one item on each form, and the invoice total should be at least $500.
    
3. Submit the form NO later than June 22, 2001, to the Accounts Payable Unit, Eugene Brucker Education Center, Room 3209, Attention: Sandy Deck.
   
4. When the actual invoice is received, clearly mark it PRIOR YEAR 2000-2001, before sending it to the Accounts Payable Unit for payment processing.
    
5. DO NOT INCLUDE Associated Student Body (ASB) obligations.
    
6. DO NOT INCLUDE purchase order obligations. Last day for delivery of Electronic Forms Routing and Approval (EFRA) requisitions to the Budget Department for this fiscal year is May 11, 2001.
    
7. DO NOT INCLUDE obligations for which an encumbrance exists, i.e., copier lease or maintenance contracts.
   
8. May 21, 2001, is the last day for in-person purchases utilizing the procurement card, if those purchases need to be applied to the 2000-2001 budget. Phone orders need to be placed by such a date that the vendor will ensure posting to the May statement.
    
9. May 25, 2001, is the last day for 2000-2001 walk-through/pick-up orders from the twelve selected vendors referenced in Site Operations Circular 1019, dated September 21, 2000. After May 25, 2001, these orders will be charged to the 2001-2002 budget.

For information or questions contact Sandy Deck in the Accounts Payable Unit at (619) 725-7755.