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Fiscal Year-End Deadlines Approaching: Upcoming Deadlines

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 June 30, 2018. 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 insure 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 insure that transactions are properly executed and that our financials are appropriately reported.

CRITICAL DEADLINES/DATES:

P-Card purchase cutoff dates:

You may use the P-Card at this time, but all charges will post against your FY 2019 budget.

June 15, 2018 – Signed P-Card account statements with receipts and approvals are due to the Purchasing Department by 5 p.m.

Accounting Services cutoff dates:

June 14, 2018 – Online entry of Travel Expense statements must be completed

June 15, 2018 – All petty cash requests for reimbursements are due to the Comptroller’s Office by 5 p.m.

June 15, 2018 – Last day to submit 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, 2018.)

June 20, 2018 – Paper travel expense statements, when accepted, due by 5:00 p.m. These will only be appropriate for non-employee, encumbered, or International travel.

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
Check Request – (478) 445-6540
Payroll – (478) 445-6096
Travel Reimbursements, Travel Advances and Year-End Travel – (478) 445-1178

Candace M. Kobbe
Comptroller/Chief Accounting Officer
478-445-2961
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