COLLEGE
ADMINISTRATIVE SERVICES
FISCAL YEAR 2015 CLOSING ACTION PLAN
TO:
Budget Managers, Project Directors, Faculty, and Staff
FROM:
Tracey L. Richardson, Controller
DATE:
March 12, 2015
SUBJECT:
Fiscal Year Closing
The purpose of this action plan is to help us have a successful FY 2014-2015 fiscal year closing
and to give key document processing dates to the Hartnell community.
Following are the definitions of several terms used throughout this memo:

Fiscal/Budget Year
July 1st through June 30th

Closing Year/FY 2015
July 1, 2014 through June 30, 2015

New Year/FY 2016
July 1, 2015 through June 30, 2016

Fully Approved
No further approvals required on the document
The Business Office will work with you to make sure documents are charged to the appropriate
fiscal year. Please do not combine FY 2014-2015 and FY 2015-2016 transactions on a single
document.
Cashier’s Office Hours:
Effective June 1, 2015
8:30 a.m. to 5:45 p.m., Monday through Thursday
9:00 a.m. to 1:00 p.m.., Friday
8:30 a.m. to 4:30 p.m., Monday through Thursday
9:00 a.m. to 1:00 p.m.., Friday
Business Office Hours:
8:00 a.m. to 5:00 p.m., Monday through Friday
Payroll Office Hours:
8:00 a.m. to 5:00 p.m., Monday through Friday
Hartnell College Mission
Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for students to reach academic
goals in an environment committed to student learning, achievement and success.
Hartnell College Vision
Hartnell College will be nationally recognized for the success of our students by developing leaders who will contribute to the social,
cultural, and economic vitality of our region and the global community.
Fiscal Year 2014-2015
Key Closing Dates
Document Type
Purchase Orders/Requisitions
Business Office
Cutoff
Date for Old Year
(FY2014-2015)
Documents
5/1/2015 5:00 p.m.
Business Office
Acceptance
Date for New Year
(FY2015-2016)
Documents
6/1/2015
Office Depot supply orders
5/29/2015 5:00 p.m.
7/1/2015
Office Depot printing
5/29/2015 5:00 p.m.
7/1/2015
Adjunct Contracts for Summer
Review and clear encumbrances
6/4/2015 5:00 p.m.
6/15/2015
N/A
N/A
Cash Receipts (checks and/or credit card 6/23/2015 4:00 p.m.
payments)
Timecard Entry Open for hourly staff
(June 11th to June 30th)
7/1/2015 8 a.m.
Petty Cash Reimbursements
7/1/2015
8 a.m. to 4:00 p.m.
Time Card Entry Close for hourly staff
7/6/2015 5:00 p.m.
7/1/2015
Invoices and Packing slips (from POs)
Travel Expense Reports
Check Requests
7/09/2015 5:00 p.m.
7/09/2015 5:00 p.m.
7/09/2015 5:00 p.m.
7/1/2015
7/1/2015
7/1/2015
Expenditure Transfers
Budget Revisions
Budget Transfers
7/16/2015 NOON
7/1/2015
7/16/2015 NOON
7/1/2015
2
N/A
7/1/2015
N/A
Index of Business Services and Other Important Contacts
Document Type
Contact Person
Phone Ext.
Accounts Receivable
Patrick Mendez
6975
Accounts Payable (A-Z)
Karen Martinez
Abel Del Real
Dora Sanchez
Tracey Richardson
Sharon Alheit
6997
6993
6951
6752
6835
6975
Cash Receipts
Patrick Mendez
Lorena Nuñez
Tina Summers
Check Requests
Karen Martinez
6997
Gifts/Donations- Hartnell Foundation
Terri Ugale
6810
Grants & Contracts
Sharon Alheit
David Techaira
6835
6996
Expenditure Transfers
Expenditure Transfers – Grants
Wilfred Placido
Sharon Alheit
David Techaira
6983
6835
6996
Purchasing
Joanne Ritter
6129
Petty Cash Replenishments
Karen Martinez
6997
Purchase Orders/Requisitions
Joanne Ritter
Dora Sanchez
Abel Del Real
6129
6951
6993
Payroll
Budget Revisions/Transfers
Budget Revisions/Transfers - Grants
Travel Expense Report
Timecard Entry
3
6998
PRIMER
WHEN TO USE A PURCHASE REQUISITION/PURCHASE ORDER AND
WHEN TO DO A CHECK REQUEST
Hartnell College uses purchase orders for most instances of procurement of goods and services.
There may be some occasions where a check request may be used instead of a purchase order.
However, a purchase order must be used whenever you are ordering goods or services from a
vendor. This protects the vendor and Hartnell from any confusion or miscommunication.
When can I use a check request?
You may use a check request for the following types of expenditures:
 Memberships
 Subscriptions to magazines and newspapers
 Travel expense reports (please use travel expense form – use check request only if
requesting an advance for registration)
 Employee reimbursements
 Petty cash replenishments
 Accreditation fees
 Registration fees at conferences
 To request a payment using the Hartnell College credit card (for travel related expenses,
e.g., hotel, flight)
Where do I find a check request form?
The check request form may be found at the following link:
http://www.hartnell.edu/sites/default/files/u88/check_request_form.pdf
Where do I send a check request form and supporting documentation?
Check requests and the supporting documentation should be submitted to Accounts Payable in
the Business Office, not the Purchasing Department.
How soon can I expect a check request to be processed?
Plan for three - four weeks between the time the check request is submitted to when the vendor
will receive the check. This is assuming the check request and supporting documentation
submitted to Accounts Payable is complete, contains appropriate signatures, and there is
sufficient budget.
4
When should I prepare a purchase requisition?
You should prepare a purchase requisition any time you are ordering goods from a company or
requesting services from a contractor (including independent contractors).
The purchase requisition is the first step in creating a Blanket Purchase Order (BPO) in
Colleague or a regular Purchase Order (PO) in Mercury Commerce.
When should I use Mercury Commerce, the Hartnell e-procurement system, to create a
regular Purchase Order (PO)?
Either you or your department administrative assistant will use Mercury Commerce to enter a
purchase requisition for the following examples:




Purchasing tangible goods, e.g., custodial or office supplies, classroom supplies, capital
equipment.
Purchasing services, e.g., graphic design, one-time repair.
Food/catering – special approval required; link to approved caterers http://www.hartnell.edu/sites/default/files/u88/approved_food_service_vendors.pdf
Cafeteria purchases are expensed using an expenditure transfer form which charges
(debits) the ordering department and pays (credits) the Cafeteria.
Please contact Karen Martinez at x6997 or Joanne Ritter at x6129 if you have questions about
when to use which type of document. For grants, please contact Sharon Alheit at x6835.
PURCHASE ORDERS (PO) / BLANKET PURCHASE ORDERS (BPO)
Deadline to generate FY2014-2015 Purchase/Blanket Purchase Orders is 5:00 p.m. Friday,
May 1, 2015. Office Depot supply and printing orders may be placed through Friday, May 29,
2015, before 5:00 p.m.
Receipt of Purchase Orders
Receive all goods and services upon delivery, including orders from Office Depot, in Mercury
Commerce and forward all packing slips to Accounts Payable. Mark the date of receipt of
goods on the packing slip.
Please contact Karen Martinez at x6997 with your questions concerning invoices, receiving
reports (packing slips), or payments to vendors.
Fiscal Year 2014-15 Invoices
All FY2014-2015 invoices and packing slips (for goods and services received in Mercury
Commerce) must be received by the Business Office by Thursday, July 9, 2015.
5
FY 2015-2016 Purchase Requisitions and Purchase Orders
New year purchase requisitions may be generated beginning in the month of June. However, the
corresponding purchase order number will not be provided prior to July 1. Please indicate new
year Purchase Orders by writing FY 2015-2016 in the upper right hand corner above the
purchase requisition number.
Blanket Purchase Orders
Blanket purchase orders for FY 2014-2015 will be closed at the end of the fiscal year, once
all expenditures against the BPO are posted. New purchase orders, including blanket
purchase orders, must be created for the new fiscal year. It is imperative that any orders
placed on or after July 1st are against the new year purchase order number.
CHECK REQUESTS (CR)
FY 2014-2015 check requests, including supporting documentation, (including petty cash
replenishments) must be received in Accounts Payable by Thursday, July 9, 2015. Please
identify closing. Check requests received after the 5:00 p.m. deadline on July 9th will be
charged to FY 2015-2016 budget.
New year check requests may be generated beginning Wednesday, July 1, 2015. Please identify
new year items by marking FY 2015-2016 in the upper right hand corner of any documentation.
Please contact Karen Martinez at x6997 with your questions regarding check requests.
TRAVEL EXPENSE REPORTS
For FY 2014-2015, the Business Office must receive all travel reimbursement requests with
supporting documentation no later than Thursday, July 9, 2015. Transactions received after the
5:00 p.m. deadline on July 9th will be charged to FY 2015-2016 budget.
Please contact Patrick Mendez at x6975 with your questions regarding travel expense reports.
CASH RECEIPTS
Cash Receipts (including checks and credit card payments) must be delivered to the Cashier’s
Office by 4:00 p.m. on Tuesday, June 23, 2015. Should you have an unusual receipt
circumstance or a large deposit (for closing year items) after this time, please call Dora Sanchez
at x6951 or Tracey Richardson at x6752 to discuss your options. Please contact Lorena Nuñez
or Tina Summers at x6998 if you have questions regarding Cash Receipts.
6
EXPENDITURE TRANSFER ENTRIES
Expenditure transfer entries pertaining to closing year transactions should be fully approved by
NOON on Thursday, July 16, 2015.
Departments should review their accounts to determine if expenditure transfers need to be
prepared to record accounts receivable. If revenue has been earned by June 30, 2015, an
expenditure transfer needs to be prepared to recognize that revenue and to record a receivable.
Please contact Wilfred Placido at x6983 with your questions regarding expenditure transfer
entries. Contact David Techaira at x6996 with your questions regarding expenditure transfer
entries for grants and contracts.
BUDGET REVISIONS AND BUDGET TRANSFERS
Closing year budget revisions and transfers must be fully approved and submitted to the Business
Office by Thursday, July 16, 2015. New year budget revisions and transfers may be submitted
beginning Wednesday, July 1, 2015 (for grants).
Please contact the Controller, Tracey Richardson at x6752, with your questions regarding budget
revisions and transfers or Sharon Alheit at x6835 for grants related budget revisions and
transfers.
GRANTS & CONTRACTS
All expenditure transfers affecting grants and contracts must be submitted no later than
Thursday, July 16, 2015 at NOON. Please review your ledgers. Be sure that all transactions are
reflected. For all grants, but especially those expiring on June 30th, we need to make sure that
the general ledger balances with the year-end financial reports are submitted to the agencies.
Sharon Alheit (x6835) and/or David Techaira (x6996) will be available to meet individually with
principal investigators/project directors if you need help reviewing the ledgers. Sharon will also
be contacting all principal investigators/project directors to get summer schedules in case we
need to contact you over the summer.
7
PAYROLL
Timesheets
Timesheets for the period June 11 through June 30 will be due to the department timekeepers on
July 1st. Timecards must be entered into Colleague no later than 5:00 p.m. on Monday, July 6,
2015. Employees should turn in their timesheets in advance so that department staff has enough
time to enter the data into Colleague. Pay date will be July 15, 2015 after 2:00 p.m. The purpose
of this special check run is to identify all closing year payroll so that we can accrue it at June
30th.
Adjunct contracts for Summer
Adjunct contracts and complete employment packets for summer are due to Human Resources
no later than 5:00 p.m. on Thursday, June 4, 2015. It is especially important at year-end that this
deadline be met so that Administrative Services can correctly account for pay earned through
June 30th. Summer adjunct contracts and complete employment packets must be turned in
to Human Resources no later than June 4, 2015.
Please contact Dora Sanchez at x6951 or Abel Del Real at x6993 with questions regarding
payroll. Contact Nora Torres at x6102, or Andrea Marble-Gomez at x6177 regarding adjunct
contracts and employment packets.
8