SPC 2011 Year-end Closing CalendarAlso see “Fiscal Year End Guidelines”

On the Business Services websiteUnder “Accounting”

Color codes:

•Blue = 2010-11 (appearing as “2011”)

•Red = 2011-12 (appearing as “2012”)

•Green = Other pertinent information

April 2011Monday Tuesday Wednesday Thursday Friday

1

4•Begin submitting 2012 blanket purchase order requisitions to Purchasing

5 6 7 8

11•Begin review of remaining 2011 purchase orders; close those with no further activity; use “All outstanding PO’s” report in PS Financials

12 13 14 15

18 19 20 21 22College Closed

25•Submit requisitions for renewal maintenance contracts, lease renewals for 2012

26 27 28 29•Last day to submit 2012 blanket PO requisitions to Purchasing (see Fiscal Year End Guidelines regarding 2011-12 business)

May 2011Monday Tuesday Wednesday Thursday Friday

2 3 4 5 6

9•Submit TRV’s, FRV’s and local mileage for Travel completed through 05/06/11

10 11 12 13•Last day to submit requisitions for Capital Outlay Items (700000 accounts) for 2011•Last day to submit requisitions in excess of $35,000 requiring bids for 2011

16•Summer Session begins

17•BOT 2012 Budget Approval

18 19•Deadline for submission of requests to Purchasing for PO rollovers (see Fiscal Year End Guidelines)

20Purchasing to begin reviewing PO rollover requests with Budget Supervisors, Grant Accountants & Jane Mohr

23 24 25 26 27•Last day to submit all other 2011 purchase orders; requisitions submitted after this date will be funded from 2012 budgets

30 College Closed

June 2011Monday Tuesday Wednesday Thursday Friday

1 2 3

6•Last day for submission of check requests for goods, services, etc. for the period 07/01/10 through 06/06/11

7 8 9•Final day to submit current expense budget amendments (B/A) for 2011

10•Final day to change custodianship on existing capital assets for 2011

13 14 15•Submit paper receiving reports to Site Receiving for goods, services, etc., provided on or before this date

16 •Final Session Pay for 2011

17•Purchasing to process and dispatch 2012 blanket purchase orders to have in vendors’ hands by July 1•Final FY2011 bi-weekly payday

20•Final day to submit personnel & OPS B/A for 2011

21•Deadline for check requests for payments due 07/01/11 from 2012 budget

22•Last day for submission of check requests for goods, services, etc. to AP for fiscal year 2011 expenditures

23•Deadline for Petty Cash reimbursements from 2011 budget

24•Final TRV’s, FRV’s, and local mileage due in Accounts Payable for all travel completed through 06/19/11

27•Asset Tagging deadline

28•Pay-for-Print deposits for 2011 to the Business Offices

29•Last day to process 2011 check run

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

July 2011Monday Tuesday Wednesday Thursday Friday

1•Deadline for submitting check requests, invoices to AP to be paid from 2010 budget•Deadline for submitting paper receiving reports to Site Receivers for goods, services, etc. received through June 30, 2011

4 Holiday 5•Deadline for 2011 Payroll accruals created, reviewed by Grant Accountants (GA) & Jane Mohr (JM) and posted •Run Comp Abs accrual for June 30, 2011

6•Final day for input of receivers for deliveries through June 30, 2011

7•Final day for AP input of 2011 business •Signed New Accountability forms sent to Asset Management

8•Deadline for submission of Accruals

11•Deadline for submission of journal entries for 2010-11 business•Close blanket POs for 2010-2011

12•Deadline for 2011 budget journals•Deadline for 2011 leave accruals

13•2010-11 BOOKS CLOSED•Final review of purchase orders to roll over with Budget Supervisors, Grant Accountants and Jane Mohr

14•Deadline for Payroll accrual reversals for the Payroll accruals done at 6/30/11, again created reviewed by GA & JM and posted

15

18 19 20•PO rollover to 2012 processed•Purchasing provides query to Jim Nosewicz to load 2012 rollover budget

21 22•Jim to load 2012 rollover budgets after review by staff

25 26 27 28 29

Contact Information

AREA CONTACT TITLE PHONE FAX EMAIL

Accounting Vonda Woods Dir of Acctg Services 341-3210 341-3111 Woods.vonda@spcollege.edu

Amy Lockhart Senior Accountant 341-3253 341-3111 Lockhart.amy@spcollege.edu

Janette Hunt Senior Accountant 341-3357 341-3111 Hunt.janette@spcollege.edu

Accounts Payable Susie Carvell AP Supervisor 341-3207 341-3368 Carvell.susie@spcollege.edu

Kate Wence Sr AP Specialist 341-3298 341-3368 Wence.kate@spcollege.edu

Justian Chu AP Specialist 341-3211 341-3368 Chu.justian@spcollege.edu

Jan Wyatt AP Specialist 341-3158 341-3368 Wyatt.jan@spcollege.edu

Asset Management Karen Reynolds Asset Mgmt Specialist 341-3234 341-3111 Reynolds.karen@spcollege.edu

Darlene Fuller Assets 341-5295 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.edu

Fabiola Castillo Budgt Administrative Spec II 341-3085 341-3111 Castillo.fabiola@spcollege.edu

Business Services Theresa Furnas AVP, Fin & Bus Services 341-3329 341-7144 Furnas.theresa@spcollege.edu

Grants / Restricted Contracts

Trenette Brown Grant Accountant 341-3315 341-3111 Brown.trenette@spcollege.edu

Ruby Beecham Grant Accountant 341-3293 341-3111 Beecham.ruby@spcollege.edu

Purchasing Paul Spinelli Director 341-3070 341-3368 Spinelli.paul@spcollege.edu

Diane Francey Assistant Director 341-3370 341-3368 Francey.diane@spcollege.edu

Marsha Eubank Sr Purchasing Specialist 341-3308 341-3368 Eubank.marsha@spcollege.edu

Lori Keegan Purchasing Specialist 341-3266 341-3368 Keegan.lori@spcollege.edu

Kimberly Morrow Purchasing Specialist 341-3310 341-3368 Morrow.kimberly@spcollege.edu

Student Acctg, Cash Receipts

Mike Meigs Director, Student Acctg & Business Systems

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

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