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Accounts Payable - End of Fiscal Year

High priority

Please submit Invoices and Check Requests dated before July 1, 2019 to the Business Office no later than July 17, 2019 at noon or as soon as possible to allow for processing time Please assist the Business Office in completing the College’s fiscal year closing by submitting all invoices on time.  Do not hold any invoices for the next fiscal year.

I would like to remind all budget officers of the following accounting policy for invoices and travel: 

  • Only invoices and credit card charges for materials received or services actually rendered on or before June 30, 2019 will be recognized as 2018-19 expenditures.
  • Materials received or services rendered on/after July 1, 2019 will be recognized as 2019-20 expenditures. 
  • Conferences including registration, hotel and airfare for conference dates occurring on/after July 1, 2019 will be recorded as expenditures in the 2019-20 fiscal year.   We will review the date the event occurs, it is not based on being submitted or paid before June 30th.   
  • Reimbursable expenditures, including mileage, must be submitted within 120 days after expense is incurred or the end of travel. (per IRS regulations expenses submitted after 120 days is taxable income to the employee)

If you have any questions regarding an invoice or travel reimbursement, please contact Jane Wilhelm at 663-2203 or Cheryl Kendrick at 663-6790.  Thank you for your service as a budget Office.

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