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Fiscal Year Closing Deadlines

The fiscal year will end in June and we need your help.

All information for your account activity for 7/1/07 to 6/30/08 must be reflected in our fiscal reporting. Our office and all projects funded through University Enterprises Inc (UEI) will be audited, an annual activity, this summer. Accurate and timely data is critical to this process.

Grants or contracts with a 6/30/08 end date typically require invoicing a certain time period to ensure reimbursement. In order to avoid potential fiscal losses to you or your department, we request that the following information be provided no later than July 2, 2008.

Quick References

Please separate reimbursement requests for June and July onto separate check requests.

Checks and Cash: All checks and cash should be deposited with UEI Business Services no later than close of business Friday, June 27.
Faculty and Personnel: Turn in ALL timesheets for work performed during this fiscal year. Contact your account administrator regarding hiring documentation if needed.
Expenses: Carefully review each of the following items as some may have different due dates. If a date is not specified, please send the items to your account administrator by July 2, 2008.
1. Travel claims and unused travel advance money.
2. Receipts for petty cash expenditures and replenishment of funds. Petty cash advances should be cleared by Monday, June 16. A check request for new petty cash can be processed on July 2.
3. Receipts to clear all advances used prior to June 30.
4. Receipts for any UEI Visa/American Express charges for activities prior to June 30.
5. Any rental, utilities, board, purchase commitments or miscellaneous contracts which are classifiable as liabilities.
6. If you or your staff performed services for which an invoice needs to be processed, provide that information ASAP.
7. All purchase orders, capital equipment purchase requests, receiving documents, etc., for all fixed asset acquisitions received before June 30 but have not been invoiced.
Stock Received Paperwork: Please sign and date all Stock Received copies of purchase orders and send along with any vendor invoices to UEI Business Services (Campus Zip 6063).
Project Reports and Extension Requests: Submit copies of all required reports and inform your account administrator of any pending extension requests.
Stipends and Scholarships: Stipend and scholarship recipient records should be complete with documents that reflect the participants’ eligibility, and when required, proof of acceptance of the money.

A complete furniture/equipment inventory is to be taken and turned in no later than (deadline TBA in August). Any transfers of assets between units, purchases, discards or trade-ins are to be accounted for and noted.

We appreciate your cooperation in ensuring that the financial records for your programs are complete and accurate for this fiscal year.

Please contact your Account administrator immediately if you have any questions or concerns about these items or if you need help preparing any of the documentation. The Research Administration and Contract Administration main office number is 916-278-7565. Our campus zip code is 6111.