May 30, 2001

 

MEMORANDUM FOR: Deans, Directors, Department Heads and Bookkeepers

FROM: Thomas Mathers, Acting Controller

SUBJECT: Fiscal Closing, FY2001 – Non State Funds

Following are the deadlines for receipt of documents in the Amherst Controller’s Office to ensure processing of related transactions against 2000-01 FY funds. All paperwork must be date stamped in the Controller’s Office by the date indicated below to ensure the items are processed against ’00-01 fiscal year funds. If you have any questions regarding the individual dates please contact the person associated with that area. Please notify your staff of these deadlines.

Accounts Payable – Dolores Parsons

Vouchers and invoices in the Amherst Controller’s Office: June 11, 2001
Departments wishing to have disbursement vouchers and invoices relating to purchase orders processed by June 30, 2001 must have the vouchers/invoices date stamped in the Amherst Controller's Office no later than June 11, 2001.  If received by this date, transactions will be processed for payment in FY2001, providing all information is accurate and complete (e.g. an accurate, on file "remit to" address and an appropriate encumbrance).
Questions may be directed to Dolores Parsons/Jayne W. Krause/Teri Delude in the Controller's Office at 5-4710
  
General Accounting – (Trust, GOF, RTF, Revenue, Gift) – Norm Gousy

Receipt of paper purchase orders and recharges in the Amherst Controller’s Office: June 22, 2001

Journal Entries/transfers/interfund allotments: June 22, 2001

Recharge upload (FTP to datasets), e-mail Amherst Controller’s Office: July 5, 2001

Reviewable session batches e-mail Amherst Controller’s Office: July 6, 2001
  

Grants and Contracts – Liz Chapin

Request to extend budget periods: June 29, 2001

Award supplements and new awards: June 29, 2001

Request to freeze and delete flags must be date stamped in the Amherst Controller’s Office: June 29, 2001
  

The processing times indicated in the General Accounting section also apply to Grants and Contracts.

 

The following items must also be submitted to the Procurement Office by the dates indicated at the close of business at 5pm.

Procurement – John Martin

Paper Purchase Orders due in Procurement Office: June 8, 2001

On-line routine Purchase Requests approved in department: June 27, 2001

On-line Purchase Requests converted to routine Purchase Order in Procurement: June 28, 2001

 

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