Managers and supervisors should have received information from the Controller's Office regarding the cut-off dates for financial transactions for the current fiscal year, which ends on June 30. View the deadlines for receipt of information and other year-end announcements online. The Controller's Office appreciates timely submissions of documents to ensure that a timely year-end cut-off has occurred.
The FY2020 year is scheduled to close the evening of July 14, 2020 and the final June Flashline reports should be available to departments the morning of July 15, 2020.
Expense Reimbursements
Travel or miscellaneous expenses incurred on or before June 30 are considered Fiscal Year 2020 activity. To ensure these expenses are recorded in the appropriate fiscal year, expense reimbursements must be approved by the final approver on or before June 26, 2020. Any expense reimbursements in draft status or submitted but not approved by this date will not be processed as fiscal year 2020 activity.
Travel or miscellaneous expenses that span both fiscal years or are incurred after June 30 should be considered new fiscal year activity. Therefore, these expense reimbursements should be processed and approved on or after July 1, 2020.
Purchasing Cards
All P-Card reconciliations for the June cycle must be completed by July 6, 2020. All transactions that are not fully reconciled (allocated, reviewed, and approved) by 5:00 pm on this date will be charged to your departmental index under office supplies (72017). In addition, the P-Card will be suspended for non-compliance and the cardholder and/or approver will be required to repeat purchasing card cardholder or approver training before the card can be reinstated.
Compensated Absences
All compensated absences should be both reported and approved no later than July 1, 2020 for any remaining FY2020activity.
KSU Foundation
The KSU Foundation reminds department heads and fund administrators that June 21, 2020 is the deadline to submit any funding requests for the current fiscal year. This will ensure that the transfer of Foundation funds to a university index will be recorded in Fiscal Year 2020. All requests must be submitted using the Foundation Funding Request form and must have the appropriate signatures and documentation. For more information, contact Jessica Vargo at 330-672-0432.
Please continue to review and reconcile your monthly Flashline reports to ensure all transactions are complete and proper. If there are any issues or discrepancies, please contact the appropriate finance department below to resolve them. This includes any issues involving your budget, your actual YTD transactions and your encumbrances.
|
Budget transactions (position and non-position) and transfers |
Budget Office 2-3750 |
|
|
Credit Card Expense Allocations, Expense Reimbursements, Check Requests, and other A/P transactions |
Accounts Payable 2-2607 |
|
|
IDCs/COR entries |
Contact the initiating department and/or Controller’s Office 2-2392 |
|
|
Other Journal Entries |
Controller’s Office 2-2392 |
|
|
Payroll entries |
Payroll Office 2-8640 |
|
|
Requisitions, Purchase Orders and Related Encumbrances |
Procurement 2-2276 |
|
|
Student Receivable Accounting entries |
Student Receivable Accounting 2-8635 |