2001-2002 ACCOUNTS PAYABLE CHARGES (YEAR-END ACCRUAL ITEMS)

Submit all merchant invoices and requests for 2001-2002 accounts payable charges to the Accounts Payable Unit by the due date

Attachment 1 - Request For 2001-2002 Accounts Payable Charges

Attachment 1 - Request For 2001-2002 Accounts Payable Charges

Brief Explanation:

All goods and services received by June 21, 2002, must be charged to the 2001-2002 fiscal year.

Forward all invoices for these goods or services to the Accounts Payable Unit for payment no later than June 21, 2002.

If any financial obligations exist OTHER THAN PURCHASE ORDERS that have not been invoiced by June 7, 2002, the Accounts Payable Unit must be informed by completing the Request for 2001-2002 Accounts Payable Charges form (attached, copy as needed). There may be only one payee and one obligation per form.

Please follow these guidelines:

1. For expenses incurred after June 3 (traditional schools) or June 7 (year-round schools), verify that goods or services will be received on or before June 21, 2002. 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 3, reference Administrative Circular 111, "2001-2002 Processing Deadlines").
2. Thoroughly complete each item on individual Request for 2001-2002 Accounts Payable Charges forms to prevent payment delays. There may be only one payee and one item on each form, and the invoice total should be at least $500.00.
3. Submit the form NO later than June 21, 2002, 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 2001-2002, 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 submission of Electronic Forms Routing and Approval requisitions to the Budget Department for this fiscal year is May 10, 2002.
7. DO NOT INCLUDE obligations for which an encumbrance exists, i.e., copier lease or maintenance contracts.
8. May 20, 2002, is the last day for in-person purchases utilizing the procurement card, if those purchases need to be applied to the 2001-2002 budget. Phone orders need to be placed by such a date that the vendor will ensure posting to the May statement.
9. May 24, 2002, is the last day for 2001-2002 walk-through orders from the fourteen selected vendors referenced in Site Operations Circular 1014, dated September 25, 2001.* After May 24, 2002, these orders will be charged to the 2002-2003 budget. *Only the vendor addresses listed on the circular are valid for walk-through purchases.

For information or questions contact Sandy Deck, Accounts Payable Unit of the Accounting Department at (619) 725-7755.