Business Office outlines December 2011 closing procedures
To be consistent with past practices and to ensure that travel claims for faculty and staff and outstanding invoices for vendors are processed prior to closing for the holidays, it will be necessary to perform all month-end accounting procedures prior to Thursday, Dec. 22. Invoices, travel claims and requisitions that need to be processed in December should be in the Business Office by noon on Friday, Dec. 16. This will allow checks to be written and distributed prior to the university’s closing.
Invoices received in the Business Office after Friday, Dec. 16, will be distributed through normal procedures. If an invoice is received after that day that needs to be processed before month end, please contact the Accounts Payable office for special handling procedures. Travel claims received after the Dec. 16 will be processed as time permits, but we cannot guarantee check distribution prior to the university’s closing date.
The First Tennessee Bankcard Center Procard statement cutoff is Tuesday, Dec. 20. This means that all items that post to your Visa card as of thad day will need to be reallocated (if applicable) by 3 p.m. Thursday, Jan. 5. Therefore, it is recommended that each departmental representative reallocate as many items as possible before leaving campus in December.
Cash receipts must be deposited with the Business Office rather than held in the department over the holidays. Deposits should be made at the cashier windows by 3:30 p.m. Thursday, Dec. 22. Limited staff will be available on Friday, Dec. 23, to assist with unexpected cashiering issues.
If you have any questions or particular problems concerning travel claims or invoices, please contact Cindy Gray at 3657. For questions about receipts, you may contact Stephanie Hargis at 3018.