[Cpcommunicator] ADVISORY: CPCC Procedures for Year-End Closing for 6/30/2007
>From David Baker
CPCC Procedures for Year-End Closing for 6/30/2007
State and County Funds ONLY
N.C. budgetary constraints have placed additional pressure on all
State-funded agencies to expedite the year-end closing process.
Therefore, funds to cover part-time salary, supplies, travel, postage
and other miscellaneous expenses anticipated before June must be
encumbered in advance. State account numbers begin with 11- or 17- and
County account numbers begin with 21-.
Review Accounts
All State and County accounts should be reviewed and budget transfers
submitted to move funds, if necessary, to where they will be needed.
Procurement should be notified if there are current encumbrances which
should be released. This will allow obligated funds to be redistributed.
P-Cards Charges
Internal Reimbursement Requisitions (encumbrances not linked to
E-procurement) must be entered to cover charges to P-Cards made in
March, April and May. Be sure to include P-Card purchases already made
in March in these encumbrances.
Vendor #0077462 should be used on all P-Card Requisitions. This number
should also be shown on P-Card reports for March, April, and May when
they are submitted to Accounts Payable. When P-Card statements for
March, April and May are processed, the appropriate BO will be reduced
by the amounts indicated on the report. May purchases may or may not be
paid from current fiscal year, dependent upon when the vendor's
submission of charges to the bank. June purchases will be billed and
paid from next year's budget.
Non P-Card Purchases
E-Procurement Requisitions for Blanket Orders (BO) and Purchase Orders
(PO) should be entered to encumber funds for anticipated purchases not
charged to a P-Card. The vendor for these purchases is the company or
organization providing the goods or services.
Travel Expenses
Internal Reimbursement Requisitions (encumbrances not linked to
E-Procurement) for Blanket Order (BO) should be done to cover
anticipated travel expenses. A separate BO should be done for each
traveler - the vendor for travel BOs is the name of the traveler. (If
registration fees can be put on the P-Card, the registration fees should
be included in the BO for P-Card charges and not in travel BOs.)
Postage
Internal Reimbursement Requisitions (encumbrances not linked to
E-procurement) must be entered to cover postage charges for March, April
and May.
Vendor #0093444 should be used on all Postage Requisitions. When postage
charges for March, April and May are processed the appropriate BO will
be reduced by the amounts indicated by the Mailroom. June postage will
be paid from next year's budget.
Deadlines:
* March 30, 2007 - All Requisitions (Internal Reimbursements &
E-Procurement) for Blanket Orders and Purchase Orders must be entered by
March 30, 2007. All available State and County funds will be frozen
after this date. **State funds exempted from this deadline are listed
below.
* May 1, 2007 - All items, regardless of funding sources, must
be received and all invoices submitted to Accounts Payable. If an
encumbrance included an item that will not be purchased or travel
expense which will not be processed, Procurement should be notified to
reduce the encumbrance so those funds can be released. **State funds
exempted from this deadline are listed below.
* June 1, 2007 - May P card statements and receipts must be
received in Accounts Payable.
June 1, 2007 (NEW 2007 DEADLINE)
All items associated with the below **state exemption list must be
received and all invoices submitted to Accounts Payable. If an
encumbrance included an item that will not be purchased or travel
expense which will not be processed, Procurement should be notified to
reduce the encumbrance so those funds can be released.
NOTE: If deadlines are not met, expenses will carry over to the
2007-2008 budgets.
Questions - Contact Budgets at 6834, Procurement at 4466 or Accounts
Payable at 6772.
**State funds exempt from the March 30 and May 1 deadlines:
Categorical:
Literacy (321, 322, 323, 324, 3XXXX/20806/5XXXX/99999)
Literacy (321, 322, 323, 324, 50216) Longevity
Voc Ed (11/17 220/510/920/41110 & 17.920.30900)
Tech Prep (440.32401)
Childcare (530.41152 only use object code 539700)
FIT (364.31630)
CED (423.32518)
Small Business Center (363.31605)
Faculty Upgrade (150.32440)
Hearing Impaired (11/17-510/920, 41111)
NEIT Projects:
Medco Health Solutions (361/362.31685)
General Dynamics (361/362.31627)
Bic Corp (361/362.31688)
Detroit Diesel (362.31679)
Aplix, Inc (362.31689)
Time Warner (361/362.31690)
Hewitt Associates (361/362.31693)
Pulte Mortgage (362.31696)
Odyssey Logistics (362.31698)
E*Trade (361.31699)
Hanson Building Materials (361.31697)
Pro-Line Printing (361.31616)
Prairie Packaging (362.31673)
State 112 Grants:
Nursing Allied Health (11.220.57.32198)
Disadvantaged Nursing (11.220.83.32125)
Bio Technology (11/17.365/920.31630/11.367.31633/20107/32163)
Allied Health Enhancement (11/17.57/58.32205)
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