Fiscal Year End

Brought to you by:Rose Ellis-Budget Director-College Operations-Ext. 3005

Cathy Nolan-Budget Accountant-College Operations-Ext.5604

Greg Holmes-Chief Financial Officer-Ext. 5516

Accounts Payable team

• John Oglesby Vendors A - G

• Holly Lonigan Vendors H - P

• Julie Copley Vendors Q - Z

Accounts Payable

• Invoices

• Travel form

• P-Cards

• Vendor Setup

Invoices

• PO number

• Approval signature or initials

• Sufficient budget required

• Executive dean approval if ≥ $500

• Copy of PO not needed

Travel form

• Part 1 – pre-trip authorization

• Part 2 – post-trip reconciliation

Travel form – Part 1

Part 1 – Travel authorization (pre

travel)

Travel form – Part 1

• Traveler’s L number

• FOAP (with sufficient budget)

• Travel advance amount (if any)

• Advanced lodging/registration payment

(if any)

• Department approval

• Executive dean approval if ≥ $500

Travel form – Part 2

Travel form – Part 2

• Record all expenses

• One line for each day

• Per diem (25% reduction for travel days &

meals)

• Original receipts (except P-Card charges)

• Mileage reimbursement rate

(currently .56/mile)

• Signatures

Travel form – Part 2

Travel form – Part 2

Travel form – Part 2

P-Cards

• Application on COPPS

• Original receipts required

• Approval signatures

• Executive dean approval if charges ≥

$500

• Monthly submission deadline

• Fiscal Year End deadline is June 23rd

Vendor Setup

• W-9 form

• Vendor Setup form

Vendor Setup

Vendor Setup

Vendor Setup

• W-9 required for all new vendors

• Vendor Setup form

• Email to ‘Vendor Setup’ or mail to CF

• Vendor name in subject line if

emailed

Accounts Payable

• Questions?

GRANT

S

Follows the year end schedule

Ending Grant/Beginning or continuing grants

Some requirements:There needs to be a document signed by LCC and a sponsorThere needs to be a clear e-mail, letter indicating that a sponsor will fund the project.

Grant Budget

Grant budgets are ‘rolled’ over in October.Grant inception to date budgets can be accessed in Banner in screen FRIGITDGrant inception to date budgets can also be accessed in Expresslane using the Grant Number (ends with zero)

ACCOUNTINGControl Org CodesLet control orgs be controlling.

Use control orgs onlyOR use line item budgetsConfusion tends come into it when mixing the two

Think about expenses

Start thinking about what your expenses are in relation to the budget. Refer to the yellow memo and the year end schedule to submit documents in a timely manner.

At this time of year submitting JE’s JV’s and deposits in a timeliness manner assists greatly

LANE COMMUNITY COLLEGE 2014/2015 YEAR END CLOSING CALENDAR FOR BUDGET ADMINISTRATORS

DUE DATE TASK

08-May-15 CUTOFF DATE FOR RECEIPT OF A JOURNAL ENTRY FORM BY HUMAN RESOURCES FOR CORRECTION OF ALL PAYROLL ACCOUNTS PREVIOUSLY PAID JULY 2014 THROUGH APRIL 2015 AND CHARGED TO INCORRECT FOAP NUMBERS.

11-May-15 APRIL PAYROLL WILL BE POSTED TO BANNER FINANCE, REVIEW YOUR EXPRESSLANE FINANCE REPORTS FOR ERRORS THAT NEED CORRECTION.

15-May-15 GET ANY BUDGET TRANSFERS TO THE BUDGET OFFICE BY NOON.

22-May-15

FINAL DEADLINE FOR RECEIPT OF INTER-CAMPUS ORDER FORMS BY COLLEGE FINANCE REQUESTING CORRECTION OF ALL MATERIALS AND SERVICES, AND CAPITAL OUTLAY TRANSACTIONS PREVIOUSLY CHARGED JULY 2014 THROUGH APRIL 2015 TO INCORRECT FOAP NUMBERS. IF CLOSE TO DEADLINE --> PLEASE HAND CARRY IT TO COLLEGE FINANCE.

22-May-15 REVIEW YOUR FY15 BUDGETS RELATIVE TO ACTUAL SPENDING.

NOTE: --> CORRECTION & ADJUSTMENT REQUESTS RECEIVED PRIOR TO OR ON THE ABOVE DATES WILL BE REFLECTED IN THE MAY EXPRESSLANE REPORTS.

02-Jun-15 ALL ORG CHANGES FOR NEXT YEAR, INCLUDING BUDGET ROLLUP CHANGES, NEED TO BE SUBMITTED TO THE BUDGET OFFICE AND TO COLLEGE FINANCE.

10-Jun-15 MAY PAYROLL WILL BE POSTED TO BANNER FINANCE; REVIEW YOUR EXPRESSLANE FINANCE REPORTS FOR ERRORS THAT NEED CORRECTION.Y

ELLO

W M

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FUND ORG ACCT PROGPay attention to ALL components. Program codes are just as important as the other three