Fiscal year-end is coming. Georgia College is responsible for insuring that financials for the institution are accurately accounted for before closing-out the fiscal year on June 30, 2019. This includes making sure that any funding that can possibly lapse (go back to the State) is expended and accounted for properly. Being a state entity, we have to follow certain purchasing policies and procedures which include deadlines for purchases on varying dollar amounts. To ensure that expenditures are reported properly during the transition of fiscal years, we have included deadlines on receiving transactional items. The following deadlines are necessary to ensure that transactions are properly executed and that our financials are appropriately reported.
Purchase order cutoff dates:
June 4, 2019 - State contract purchases and non-contract purchases below $25,000
Notes for Purchasing and E-Pro: On June 5, 2019 at 7 a.m., the e-Pro module of PeopleSoft will be shut down completely and users will be unable to enter requisitions. Requisitions must be entered prior to close of business on June 4, 2019.
P-Card purchase cutoff dates:
May 27, 2019 - No P-Card purchases after this date for FY2019 budget. All transactions for dates up to 5/27/2019 should be allocated and signed off by cardholders and approvers in Works. This cutoff will help to ensure that all transactions posted on or before this date are posted to your FY 2019 budgets. However, there may be circumstances where a transaction may be delayed and does not post until after the above date, in which case the charge will be expensed to your FY 2020 budget. You may use the P-Card after this date with the understanding that those charges will post against your FY 2020 budget.
June 17, 2019 – Signed P-Card account statements with receipts and approvals are due to the Purchasing Department by 5 p.m.
Accounting Services cutoff dates:
Travel and Travel Encumbrance deadlines have been sent out to Front Page and certain list serves in separate announcements, and reminders will be sent. For questions on year-end travel, please call Omega at 478-445-1178 or email her at email@example.com.
June 13, 2019 – All petty cash requests for reimbursements are due to the Comptroller’s Office by 5 p.m.
June 13, 2019 – Last day to submit online check requests (i.e., registrations, memberships, direct billings for hotel/car rental, hotel prepayments, refunds, food items [Sodexo invoices, etc.] that are needed before July 16, 2019).
June 17, 2019 – Purchases to be made from the Innovation Station or the bookstore that need to be charged to this year’s budget (2019) should be completed before the close of business on this date.
June 21, 2019 – Paper travel expense statements, when accepted, due by 5:00 p.m. These will only be appropriate for non-employee, encumbered or International travel.
Payroll deadlines have been sent out to Front Page and certain list serves in separate announcements, and reminders will be sent. For questions on payroll deadlines, please call Allison or Cindy at 478-445-4087 or email them at firstname.lastname@example.org.
Please feel free to contact any of the following offices for additional information or clarification:
Purchasing (Purchase Orders and P-Cards) – (478) 445-4458
Petty Cash – (478) 445-5651
Online Check Request – (478) 445-6093
Travel Reimbursements, Travel Advances and Year-End Travel – (478) 445-1178