Business Affairs Year End Information

University of Arkansas
Business Affairs
321 Administration Building
Campus Mail Stop: ADMN 321
Phone: (479)575-6291
Fax: (479) 575-4158

Email Us

Year-End Processing Information for Business Services:

Miscellaneous Information:
June 28, 2011	All invoices (UPAYs, Library, Bookstore) must be in Accounts Payable with a Received date of June 30, 2011, or earlier in order to be processed in FY11 accounting.
July 8, 2011	All internal order uploads are processed with a June 30, 2011 expense date or earlier in order to be processed in FY11 accounting
July 20, 2011	All invoices (UPAYs, Library, Bookstore) must be in Accounts Payable with a Received date of June 30, 2011,
July 20, 2011	All receiving entries for FY11 must be entered
July 22, 2011	FY11 accounting closes
Receiving Dates:	If goods or services were received in June, the receiving date entered in BASIS MUST be a June date. If goods or services were received in July, the receiving date entered in BASIS MUST be a July date. For utilities, the receiving date entered in BASIS should be the ending date of the service. For maintenance or service agreements, the receiving date entered in BASIS should be the beginning date of the agreement. For construction payments, the receiving date entered in BASIS should be the ending date of the service period billed on the invoice.
Detailed Information with Examples:
	June Expenses entered prior to July 1, 2011		June Expenses entered after to July 1, 2011
UPAY	Invoice or Service Date	Receiving Date to be Entered	Invoice or Service Date	Receiving Date to be Entered
Petty Cash	6/30/2011	6/30/2011	6/30/2011	6/30/2011
Reimbursements must be split between old year and new year expenses. A reimbursement request for June expenses must be submitted prior to July 20, 2011 in order to be posted in the correct accounting period.
Overnight Services	6/30/2011	6/30/2011	6/30/2011	6/30/2011
Services such as Federal Express, Airborne, etc. will possibly contain expenses from both June and July on the same invoice. Enter the LAST date of service as the receiving date.
Reimbursements	6/30/2011	6/30/2011	6/30/2011	6/30/2011
Reimbursements should be dated according to when the initial transaction took place. If the initial expense was incurred in June, the entry should have a June receiving date entered. Reimbursements must be split between old year and new year expenses.
	For additional information regarding UPAY entries, contact Accounts Payable X5-2551.
Accounts Payable
Regular Invoices	6/30/2011	6/30/2011	6/30/2011	6/30/2011
Must be received by Accounts Payable by July 20, 2011 in order to post to June accounting.
Library Invoices	6/30/2011	N/A	6/30/2011	N/A
Must be uploaded into BASIS by July 20, 2011 in order to post to June accounting.
Bookstore	6/30/2011	N/A	6/30/2011	N/A
Must be uploaded into BASIS by July 20, 2011 in order to post to June accounting.
Construction	6/30/2011	6/30/2011	6/30/2011	6/30/2011
Must be received by Accounts Payable by July 20, 2011 in order to post to June accounting. Receiving date should be entered to reflect the actual dates of service (i.e., invoice is received July 1 for services through June 30, receiving date should be June 30, 2011)
Utilities	6/30/2011	6/30/2011	6/30/2011	6/30/2011
Must be received by Accounts Payable by July 20, 2011 in order to post to June accounting. Receiving date should be entered to reflect the actual dates of service (i.e., invoice is received July 1 for services through June 30, receiving date should be June 30, 2011)
	For additional information regarding Accounts Payable entries, contact your payer.
Travel
Statements	N/A	N/A	N/A	N/A
Must be entered by the Travel Office by July 20, 2011 in order to post to June accounting.
	For additional information regarding Travel entries, contact Carol Wade X5-7951.
Purchasing
Invoice Attached	Must be received in Purchasing by July 15, 2011 for FY11 expenses. If multiple invoices are included, they must be split between old year and new year expenses.
Personal Reimbursments	Must be received in Purchasing by July 15, 2011 for FY11 expenses. Must be split between old year and new year expenses.
Regular POs	Must be received in Purchasing by June 27, 2011 to be encumbered for FY11.
Formal Bids	Must be received in Purchasing by June 1, 2011 to be encumbered for FY11.
Fax Quotes	Must be received in Purchasing by June 3, 2011 to be encumbered for FY11.
Sole Source	Must be received in Purchasing by June 17, 2011 to be encumbered for FY11.
	For additional information regarding Purchasing, contact your Buyer.
E-Business
OfficeMax & VWR Charges	Charges must be distributed by July 8, 2011 in order to post to June accounting.
Voyager Charges	Charges must be distributed by July 11, 2011 in order to post to June accounting.
US Bank Charges (P-Card & T-Card)	Charges must be distributed by July 20, 2011 in order to post to June accounting.
	For additional information regarding e-business, contact Connie Oberg X5-6279.
PMC Solutions
Printing	For additional information regarding Printing, contact Jim Hicks or Stew Kyle X5-2404.
Mail	For additional information regarding Mailing, contact Penny Bellard X5-5970 or Doug Norwood X5-5649.
Post Office/Postal Plus	For additional information regarding Post Office/Postal Plus, contact Penny Bellard X5-5970 or Doug Norwood X5-5649.
Copy	For additional information regarding Copy, contact Jim Hicks or Stew Kyle X5-2404.
Departmental Copiers	For additional information regarding departmental copiers, contact Penny Bellard X5-5970 or Tiffany Farquharson X5-6065.
Transit & Parking
Parking Permit	The rates and information about renewing your parking permit are available at the Transit and Parking web site.
	For additional information regarding Parking Permit Fees, contact Rita at X5-4666.

Financial Affairs Year-End Information