The date goods or services are provided determines the fiscal year revenues and accounts receivables will be recorded. When submitting invoices through ARS, be aware that the fiscal year cannot be changed.
Invoices submitted by departments and approved through ARS for services rendered on or before June 30, 2009 will be recorded in FY09.
Any questions concerning these transactions should be directed to:
Chris Harris - 575-3393 - clh03@uark.edu
The date goods or services are provided determines the fiscal year revenues and accounts receivables will be recorded. When submitting invoices through ARS, be aware that the fiscal year cannot be changed.
Please do not invoice in advance using ARS until after July 1, 2009. All invoices will be credited for FY10 that are submitted to the Treasurer's Office after July 1, 2009.
Chris Harris - 575-3393 - clh03@uark.edu
All funds received on or before June 30, 2009 by any department on campus should be deposited with the University Cashier's Office and recorded as an FY09 receipt. The Cashier's windows will remain open until 5:00 p.m. on June 30th to allow all departments who receive funds in the mail to deposit them into FY09 accounting.
Any questions concerning these transactions should be directed to:
LeaAnn Slamons - 575-5651 - lslamons@uark.edu
or
Michelle Anderson - 575-6259 - mmander@uark.edu
All University of Arkansas Foundation deposits must be deposited no later than 5:00 PM June 30, 2009 to be recorded in FY09. Any deposits after 5:00 PM June 30, 2009 , will be recorded in FY10.
Any questions concerning these transactions should be directed to:
LeaAnn Slamons - 575-5651 - lslamons@uark.edu
or
Michelle Anderson - 575-6259 -
mmander@uark.edu
Stock Inventories: All departments that have stock inventories of supplies should have their year-end inventories completed, with copies on file with Property Accounting by Friday July 10, 2009.
Postage: All departments that have prepaid postage on hand such as stocks of stamps or have balances on postage meters, shall report their total postage as of the end of the business day on June 30, 2009, to Property Accounting. These balances need to be on file with Property Accounting by Friday July 10, 2009.
Building Inventories: All units that receive building lists from Property Accounting shall have those checked and returned to Property Accounting by Friday July 10, 2009. Please make sure to note, on the lists received, any new buildings constructed during the fiscal year, or any buildings that no longer exist with an explanation of their disposal.
All labor distribution changes for FY09 must be SUBMITTED AND APPROVED by July 24, 2009 to ensure that the transactions show in FY09 on the Departmental Budget Reports. Labor distributions that are made on sponsored programs should be certified.
Please be sure to make the necessary payroll distribution changes in PSB for all personnel currently assigned to sponsored program cost centers that have an inactive date of June 30, 2009.
Interdepartmental invoices and expense transfers on sponsored programs must be SUBMITTED AND APPROVED by July 24, 2009 to be included on June's accounting. Please take the time to review sponsored program cost centers to ensure that posted expenditures accurately reflect efforts on sponsored programs.
All fund transfers for FY09 must be SUBMITTED AND APPROVED by July 24, 2009.
All UPAYs on sponsored programs for FY09 must be SUBMITTED AND APPROVED by July 24, 2009 in order to appear on FY09 DBRs.
All GJIM transactions, such as funds transfers, expenditure transfers, and interdepartmental invoices, with an effective date of June 2009 must be SUBMITTED AND APPROVED no later than July 24, 2009. If they are not APPROVED by July 24, 2009, these transactions will have to be re-entered into the system for FY10.
Any questions concerning these transactions should be directed to:
Rachel McGathy - 575-4249 - mcgathy@uark.edu
or
Larrie Stolfi - 575-6278 - lstolfi@uark.edu
Here's a general year end checklist for you. It is by no means all-inclusive, just some major points to check before the end of the fiscal year.
Internal Order (IO) transactions for June should be posted by July 10.
If ordering merchandise at end of fiscal year, need to determine if it needs to be in this FY or new FY. If for this FY — order in plenty of time to be delivered by June 30th. If for new FY — do not have merchandise delivered before June 30th.
If received merchandise and haven't received invoice — contact vendors to make sure invoice is received and paid in correct FY.
Make sure you've completed all receiving entries for this FY for merchandise that you have received.
If have any money/checks — make sure it gets deposited in the Treasurer's Office by June 30th.
Check cost center activity for the year — make sure expenditures are in the right cost center and right category. Do ET's and FT's as needed and make sure it is approved by appropriate date.