2601 GENTILLY BOULEVARD ● NEW ORLEANS, LA 70122 ● PHONE 504-816-4039 ● FAX 504-816-4510 ● WWW.DILLARD.EDU

OFFICE OF BUSINESS AND FINANCE

INTEROFFICE MEMO

Date: May 4, 2012

To: Vice Presidents, Deans, Directors, Department Heads, Faculty and Staff

From: Wanda A. Brooks CPA CICA, Interim Chief Financial Officer

Kim O. Ramsey CPA, Chief Accounting Officer

Venissa S. Lundy CPA, Controller

Subject: 2011 – 2012 Fiscal Year End

Please share this memorandum with members of your staff who needs to be aware of these

processing and transaction deadlines to ensure the specific dates are known and potential problems

are avoided.

As the end of the fiscal year draws to a close, the Business and Finance Office is preparing for its

busiest time of the year. The month of June brings special challenges as we try to simultaneously

close one fiscal year and begin a new one. To help the University achieve a timely closing, this

memorandum contains important information regarding processing requirements and deadlines

that apply to the University’s 2012 fiscal year-end accounting closing. In order to facilitate this

process, it is highly recommended that all departments begin a detailed examination of their

budget to actual results that are available via the web-portal to ensure the completeness and

accuracy of information. Discrepancies noted should be immediately reported to the designated

accountant for your area. The Accounting Office will need everyone’s assistance to meet these

challenges and successfully prepare for our 2012 fiscal year-end audit. As such, the following is a

list of deadlines we will be adhering to:

All employee leave slips for the current fiscal year end must be submitted by Monday, July

9, 2012.

All employee travel expense reports and reimbursements for the current fiscal year must be

submitted by Monday, July 16, 2012. After July 16, 2012, we will not be able to honor

any employee reimbursements for activities or events that occurred during the

previous fiscal year. To ensure fairness and consistency there will be no exceptions.

All reimbursements or receipts for petty cash and/or travel advances must be submitted by

Monday, July 16, 2012. Those individuals that have signed receipts for cash without

submission of the receipts are required to submit the receipts and/or unused cash by

Monday, July 16, 2012 to avoid amounts being deducted via July 31, 2012 payroll.

2601 GENTILLY BOULEVARD ● NEW ORLEANS, LA 70122 ● PHONE 504-816-4039 ● FAX 504-816-4510 ● WWW.DILLARD.EDU

All check requests and invoices/bills for the current fiscal year must be submitted by

Monday, July 16, 2012. Again, once we close the 2012 fiscal year books, we will not be

able to honor any payments for the previous year. We will review every request received

during June 2012 and July 2012 to determine which fiscal year should be charged. Please

do not combine expenses for 2012 fiscal year with expenses for 2013 fiscal year.

All PIs responsible for grants should review their budgets and actual expenses to ensure all

current year expenses are properly reflected.

All faculty and staff that have worked on a federal grant during the period 7/1/2011

through 6/30/2012 must ensure that they have completed time and effort forms for the

applicable time periods. Please contact the Office of Research and Sponsored Programs

for assistance.

Thank you in advance for your cooperation. Although we will be particularly busy during this

time, we remain available to assist you with any year-end concerns you may have.