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Business Office Updates

Fiscal Year End Due Date

April 12, 2016 at 2:15 pm
By H Ruiz

As the end of the fiscal year approaches, we remind you of important dates that need to be met for the Business Office to prepare for the external financial audit. If you have questions about these dates please contact the Business Office at, or visit our website at

Purchasing & accounting due dates for expenditures made in budget year 2015-16:

> May 13 – last day to submit purchases through Information Services

> June 17 - last day to place orders with Staples

> July 6 - last day to submit invoices/expenses*, & transfer of expenses between accounts

> July 11 - last day to submit credit card account number changes in IntelliLink

For more information on the above cut-off dates, please see below

May 13 – Purchases through Information Services All purchase requests must be made to IS by this date, thereby enabling IS sufficient time to place your order, and for your order to be received prior to the end of the fiscal year. Orders received after this date will be processed in June and will apply to your 2016-17 fiscal budget. If you have questions please contact

June 17 – Staples orders All Staples orders must be made by June 17, providing sufficient time for the Business Office to receive final invoices from Staples for year-end processing. The Staples account will be inactive from June 18 through June 30th and orders should not be made during this period.

July 6 – Submitting of 15-16 invoices/expenses* to Accounts Payable Reimbursement for expenses that occur on or before June 30, 2016 can only be paid if they are received in the Business Office by July 6. If you are traveling for College business at the end of June and will not return until July, please contact the Business Office before you leave to make arranges for your expense reimbursement.

Please note that items purchased and received on campus by June 30, 2016, will be recorded in the 15-16 fiscal year. Purchases not in inventory by June 30 will be paid in July out of the 16-17 fiscal budget. This is reviewed by external auditors and compliance is mandatory.

*Receipts older than 90 days cannot be reimbursed.

July 6 - Requests to transfer expenses in 15-16 Transfers between accounts must be received by the Business Office no later than July 6.

July 11 – Last day to submit VISA card information The June credit card statements (5-28-16 through 6-28-16) should be updated with account numbers in IntelliLink by July 11. Please remember that account numbers can be entered in IntelliLink as charges appear. You do not have to wait for the statement end date. Statements that are not updated will be charged to the default account. Also, mistyped account numbers will error out during the posting process and be changed back to the default number. Please review your account numbers for accuracy. Please note that signed VISA card statements and receipts are also due in the Business Office no later than July 11.

Thank you!

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