SPC 2013 Year-End Closing CalendarAlso see “Fiscal Year End Guidelines”

On the Business Services websiteUnder “Accounting” and on SharePoint

Codes: •BOLD = 2012-13 (appearing as “2013”)•ITALICS = 2013-14 (appearing as “2014”)•NORMAL = Other pertinent information

April 2013Monday Tuesday Wednesday Thursday Friday

1 2 3 4 58•Begin review of remaining 2013 purchase orders; close those with no further activity; use “All outstanding PO’s” report in PS Financials

9 10 11 12

15 16 17 18 1922•Submit requisitions for renewal maintenance contracts, lease renewals for 2014•Begin submitting 2014 blanket purchase order requisitions to Purchasing

23 24 25 26

29 30•Last day to submit all 2013 purchase orders; requisitions submitted after this date will be funded from the 2014 budget•Final day to place orders against any open blanket purchase order for 2013

BOLD = 2012-13ITALICS = 2013-14

May 2013Monday Tuesday Wednesday Thursday Friday

1 2 3

6 7 8 9 10

13•Summer Session begins

14 15 16 17•Deadline for submission of requests to Purchasing for PO rollovers (see Fiscal Year-End Guidelines)•Purchasing to begin reviewing PO rollover requests with Budget Supervisors, Grant Accountants & Jane Mohr

20 21 •BOT Budget Meeting•New Journal Entry Form available for 2014

22 23 24•Last day to submit 2014 blanket PO requisitions to Purchasing (see Fiscal Year-End Guidelines regarding 2013-14 business)

27 College Closed 28 29 30

BOLD = 2012-13ITALICS = 2013-14

31

June 2013Monday Tuesday Wednesday Thursday Friday

3•Last day for submission of check requests for goods, services, etc. for the period 07/01/12 through 06/06/13

4 5 6 7•Final day to change custodianship on existing capital assets for 2013

10•Final day to submit current expense budget amendments (B/A) for 2013

11 12 13 14•Submit paper receiving reports to Site Receiving for goods, services, etc., provided on or before this date

17 18 19•Session accrual•Budget Load for 2014

20•Deadline for 2013 Payroll accruals created, reviewed by Grant Accountants (GA) & Jane Mohr (JM) and posted

21•Deadline for check requests for payments due 07/01/13 from 2014 budget•Final day to submit personnel & OPS B/A for 2013•Deadline for Petty Cash reimbursements from 2013 budget•Final Session Pay for 2013

24•Asset Tagging deadline

•Final TRV’s, FRV’s, and local mileage due in Accounts Payable for all travel completed through 06/19/13

•Purchasing to process and dispatch 2014 blanket purchase orders to have in vendors’ hands by July 1

25 26Pay-for-Print deposits for 2013 to the Business Offices

27•Last day to process 2013 check run•All PCard transactions reconciled in PeopleSoft for fiscal year 2013•Run Comp Abs accrual for June 30, 2013

28 •Budget Supervisors to print Assets Missed List, sign, date and send to Asset Management•Counts: *Cash Counts *Inventories *Pay-for-Print

BOLD = 2012-13ITALICS = 2013-14

July 2013Monday Tuesday Wednesday Thursday Friday

1•Deadline for submitting check requests, invoices to AP to be paid from 2013 budget•Deadline for submitting paper receiving reports to Site Receivers for goods, services, etc. received through June 30, 2013

2 3 4 College Closed 5

8•Final day for input of receivers for deliveries through June 30, 2013•Signed New Accountability forms sent to Asset Management•Deadline for 2013 leave accruals

9 10•Close blanket POs for 2013•Final day for AP input of 2013 business

11•Deadline for submission of accruals•Final review of purchase orders to roll over with Budget Supervisors, Grant Accountants and Jane Mohr•Deadline for submission of journal entries for 2013 business•Purchasing provides query to Jim Nosewicz to load 2014 rollover budget•Jim Nosewicz to load 2014 rollover budgets after review by Business Services’ staff

12•Deadline for 2013 budget journals•PO rollover to 2014 processed

152012-2013 BOOKS CLOSED

16•Deadline for Payroll accrual reversals for the Payroll accruals done at 6/30/13, again created reviewed by GA & JM and posted

17 18 19

22 23 24 25 2629 30 31

BOLD = 2012-13ITALICS = 2013-14

Contact InformationAREA CONTACT TITLE PHONE FAX EMAIL

Accounting Vonda Woods Dir of Acctg Services 341-3210 341-3111 Woods.vonda@spcollege.eduAmy Lockhart Senior Accountant 341-3253 341-3111 Lockhart.amy@spcollege.eduAnn Zebert Senior Accountant 341-3357 341-3111 Zebert.ann@spcollege.eduLori Cragle Accounting Technician 341-3205 341-3111 Cragle.lori@spcollege.edu

Accounts Payable Susie Carvell AP Supervisor 341-3207 341-3368 Carvell.susie@spcollege.eduKate Wence Sr AP Specialist 341-3298 341-3368 Wence.kate@spcollege.eduMargo Westlund Accounting Technician 341-3324 341-3368 Westlund.margo@spcollege.eduJan Wyatt Accounting Technician 341-3158 341-3368 Wyatt.jan@spcollege.edu

Asset Management Karen Reynolds Asset Mgmt Specialist 341-3234 341-3111 Reynolds.karen@spcollege.eduDarlene Fuller Asset Mgmt Specialist 712-5295 341-3111 Fuller.darlene@spcollege.edu

Budgets Jamelle Conner AVP Budget, Plan & Analysis

341-3358 341-3111 Conner.jamelle@spcollege.edu

Jim Nosewicz Budget Specialist 341-3230 341-3111 Nosewicz.jim@spcollege.eduFabiola Castillo Budget Administrative Spec

II341-3085 341-3111 Castillo.fabiola@spcollege.edu

Business Services Theresa Furnas AVP, Fin & Bus Services 341-3329 341-7144 Furnas.theresa@spcollege.eduConstruction Accounting Jane Mohr Accounting Manager 341-3340 499-9030 Mohr.Jane@spcollege.edu Grants / Restricted Contracts

Dianne Jackson Grant Accountant 341-3315 341-3111 Jackson.dianne@spcollege.edu

Ruby Beecham Grant Accountant 341-3293 341-3111 Beecham.ruby@spcollege.eduLisa Zickefoose Grant Accountant 341-3202 341-3111 Zickefoose.Lisa@spcollege.edu

Purchasing Paul Spinelli Director, Purchasing 341-3070 341-3368 Spinelli.paul@spcollege.eduSteve Young Purchasing Manager 341-3370 341-3368 Young.steve@spcollege.eduMarsha Eubank Sr Purchasing Specialist 341-3308 341-3368 Eubank.marsha@spcollege.eduLori Keegan Purchasing Specialist 341-3266 341-3368 Keegan.lori@spcollege.eduKimberly Morrow Purchasing Specialist 341-3310 341-3368 Morrow.kimberly@spcollege.edu

Student Acctg, Cash Rcpts

Mike Meigs Director, Student Accounting

341-3313 341-3368 Meigs.mike@spcollege.edu

Travel Mark Passmore AP Travel Specialist 341-3225 341-3368 Passmore.mark@spcollege.edu