MSU Controller's Office

Disbursement Vouchers And Invoice Payments:

• Direct payment, reimbursement, travel, and multiple check vouchers should be delivered to Voucher Processing, 360 Administration Building, by 5:00 PM Thursday, July 3. Any voucher received after 5:00 PM Thursday, July 3 will be charged against 2008-2009 budgets.
  
  
• Vendor invoices for goods received or services rendered during the 2007-2008 fiscal year will be processed for payment and charged against current purchase orders if received by Invoice Auditing, 103 Angell Building, by 8:00 AM Monday, July 7. This may result in the acceleration of payment procedures.

Vouchers or vendor invoices received prior to the above noted cut-off dates that relate to the 2008-2009 fiscal year will be charged to the new year.

Cash Collections/Departmental Deposits:

All campus departments and organizations should deposit with the Cashier’s Office all funds (cash, checks, bankcards, electronic transfers, bank deposit tickets) received through June 30, 2008, by 10:00 AM Tuesday, July 1.

Departmental Receivables:

Any amounts due the University for goods or services rendered prior to July 1, 2008, that will be submitted to Departmental Receivables for invoicing should be reported to Departmental Receivables, 110 Administration Building, by 12:00 noon Monday, June 30. This will ensure credit to your department’s accounts for the 2007-2008 fiscal year.

Accounting Ledgers:

June 2008 1st close ledgers will be available on Friday, July 11, 2008. June 2008 2nd close ledgers will be available Friday, July 25, 2008.

Journal Vouchers:

Paper Journal Vouchers (JVE’s) pertaining to fiscal year 2007-2008 (except as noted below) must be received in Accounting, 360 Administration Building, by 5:00 PM Wednesday, July 2, 2008. JVE’s requiring a countersignature of another department or office should be submitted directly to that department or office prior to submission to Accounting.

Electronic Journal Vouchers (eJVE’s) pertaining to fiscal year 2007-2008 (except as noted below) must receive final departmental and central (i.e., Budget Office or Contracts & Grants) approvals and be available for Accounting’s approval by 5:00 PM Tuesday, July 8, 2008. Please note that eJVE’s automatically route for various levels of approvals. Check the Routing Slip to see the approval path.

ONLY Journal Vouchers correcting June 2008 1st close transactions may be submitted to Accounting for processing against the June 2008 2nd close fund ledgers as follows: 1) Paper JVE’s by 5:00 PM Thursday, July 17, 2008; 2) eJVE’s with final departmental and central approvals by 5:00 PM Tuesday, July 22, 2008. You are required to include on the entry the date of the transaction you are correcting.

All JVE’s and eJVE’s must include detailed explanations.

Document Retrieval:

June 2008 1st close ledger document requests between Friday, July 11, 2008 and Tuesday, July 22, 2008 will be filled within one business day. Departments will have the option to pick up filled orders in Accounting during this period.

Document requests from ledgers dated before June 2008 1st close should be completed before June 2008 1st close ledgers become available on Friday, July 11, 2008.

Professional Service Contracts:

New Professional Service Contract Requisitions which will include 2007-2008 fiscal year activity must be received by the Purchasing Department by 5:00 PM Wednesday, June 25, 2008 in order to ensure processing in the 2007-2008 year.

Requests for 2007-2008 fiscal year payments on currently established Professional Service Contracts will be processed for payment if received in the Invoice Audit Department, 103 Angell Building by 8:00 AM Thursday, July 3, 2008.

Supplies & Services Accounts (11-XXX3):

All departments should check their records and take whatever action is necessary to obtain billings and process vendor invoices for supplies and services that are received prior to July 1, 2008. Requisitions for supplies from Stores to be charged against funds for 2007-2008 must be received at Stores by 5:00 PM Monday, June 30, 2008. Payment for travel will be based upon the actual period of travel. Travel expenditures incurred through June 30 should be claimed on vouchers submitted by 5:00 PM Thursday, July 3 so that 2007-2008 funds will be charged. In those cases where the period of travel encompasses June 30, the expenditures will be charged to the fiscal year in which the travel predominately took place.

Requisitions for equipment to be encumbered against funds for 2007-2008 must be received by the Purchasing Department by 5:00 PM Friday, May 30, 2008, in order to ensure processing in this fiscal year. For General Fund Accounts, available funds will be carried forward up to the amount of equipment encumbrances (object class code 090). The equipment capitalization threshold is $5,000; unpaid equipment received by June 30, 2008 must be reported to the Inventory Department by 5:00 PM Monday, July 7, 2008 (regardless of when invoice is paid).

Physical Plant job orders to be encumbered against funds for 2007-2008 must be estimated by Physical Plant and approved by the department by 5:00 PM Friday, June 6, 2008, in order to ensure processing in this fiscal year.

Due to build-out times by the manufacturers, requisitions for furniture and office landscaping must be received by the Purchasing Department by 5:00 PM Friday, April 11, 2008, to guarantee shipment and invoicing by June 30, 2008. Since these items are generally not coded as equipment, encumbrances for them will not result in a carry-forward of funds.

MSU Purchasing Card Transactions:

Departments are encouraged to not delay transactions until late in June. Our bank must record card transactions by June 30, 2008 to charge 2007-2008 funds. The bank cannot record a transaction until the vendor submits it for deposit.

Vehicle Requisitions:

Manufacturers have announced build-out for state contracts. Requisitions not already submitted to Purchasing can be accepted on a “will try” basis only. For more information, contact Melinda Phillips; her phone number is 355-0357, extension 144.

Special Notice Regarding Purchase Requisition Approvals:

Please note, the following is for your information only. Departments are instructed to complete year-end paperwork processing according to the deadlines and time frames specified above.

The Purchasing Department processes all purchase requisitions through the e-Plus System (whether or not the client unit is using e-Plus to submit requisitions). Certain required central administrative requisition approvals are now being accomplished electronically and no longer need to be obtained on paper requisition forms. Specifically, those approvals are Accounting, Contract and Grant Administration, Provost, Vice Provost for Libraries, Computing and Technology. In order for a purchase order to be issued (and recorded on the fund ledger) by June 30, the above approvals must be obtained by 5:00 PM Monday, June 30, 2008 (in addition to meeting other processing deadlines noted in this letter).

Special Accounts (11-XXX5):

It will be necessary to submit a budget reallocation form through the Office of Planning and Budgets by 5:00 PM Monday, June 30, 2008, to allocate funds available in special accounts to the appropriate departmental supplies and services accounts that have unfunded equipment purchase order or Physical Plant job order encumbrances. In those cases where budget re-allocations have been made to supplies and services accounts for Physical Plant job orders, a letter, including job number and encumbrance amount, requesting the carryover of such reallocated funds within those accounts, should be submitted to the Office of Planning and Budgets by 5:00 PM Monday, June 30, 2008.

Carry Forward Of Budgeted General Fund Balances:

Balances in budgeted salary, labor, supplies and services and special accounts will be carried forward past June 30 consistent with University carryforward guidelines.

Payroll Charges: