For expenditures to be reflected in the FY2012 budget, the goods
or services ordered must be received on campus on or before
April 30, 2012.
All documents received by the May 10, 2012 cut off time will be included
on the April 2012 General Ledgers
Closing Memo

Open PO letter to Depts.

Last day to submit reqs.
Last day to order W B Mason *
Last day to use P-Card*
 April 30, 2012
End of the Fiscal Year
 April 30, 2012
All Accruals submitted to Accounts
Payable
 May 1, 2012
First Day to enter FY2012
requisitions
*NOTE: If you use your P-Card or order from WB Mason after the
13th, we cannot guarantee which year the charges will be
processed

February 29, 2012
March 5, 2012
April 13, 2012


May 10, 2012
May 10, 2012
AP Documents are Due
Disbursement Request
Travel Expense Forms
Petty Cash
Invoices
JE Corrections Due
Cash Receipts Due at
Cashier’s
FY Gifts to Development


May 14, 2012
May 21, 2012
First Closing
Second Closing
Accrued Expenses are obligations to pay for goods and services
That have been received or supplied but not yet invoiced to the
University. A typical example would be professional services
Which are not billed until the following month but can be readily estimated.
Our purpose is to accurately reflect in the University’s financial statements
All expenses applicable to the fiscal year.
Accrued Expenses requests including documentation must be submitted
By May 10, 2012 to:
General Budgeted Accounts – Cheryl Chappin -#2852
Sponsored Programs – Jesus Adame - #8873
Construction Contracts – Ralph Castiglione - #1116
TYPE
Accrued Expenses
Accrued Income
Deferred Expenses
Deferred Revenue
APPLICABILITY
Goods or services received or provided to
American University in FY2012 for which an invoice
will not be received until after April 30, 2012. All
such invoices must bear a valid American
University Purchase Order Number.
Goods or services provided by American University
in FY2012 for which payment will not be received
until FY2013. If actual billings will not occur until
after closing, make a reasonable estimate. Accrued
income requests must be submitted with
documentation by May 10, 2012 to Claudia Lazo,
Senior Staff Accountant (clazo@american.edu)
Goods or services paid in FY2012 that relates to
FY2013. Examples include prepaid rent and
insurance. Deferred Expense requests must be
submitted with documentation by May 10, 2012 to
Claudia Lazo, Senior Staff Accountant
(clazo@american.edu)
Income received in FY2012 that relates to FY2013
activities or services. Examples include deferred
subscription revenue for publications on be issued
in FY2013. Deferred Revenue requests must be
submitted with documentation by May 10, 2012 to
Claudia Lazo, Senior Staff Accountant
(clazo@american.edu)




Review open PO list to verify goods are on
order
Notify Purchasing for those PO’s waiting
invoices
All purchase orders are closed end of day May
10
All Blanket Orders are closed end of day May
10

Last Day to Charge on your P-Card is April 13,
2012



After that date – cannot guarantee the charge will be
on FY 2012 Ledgers
End of Billing Date – April 22nd
All charges must be posted by that date




P-Card
Travel Card
WB Mason
Travel Agents

All requisitions for goods and services for delivery
by April 30, 2012 must be entered into Datatel by
April 13, 2012
NOTE - If item requested WILL NOT ARRIVE by April
30, 2012, Purchasing WILL NOT PROCESS a purchase
order from the requisition.
 Please plan accordingly


FY 2013 Requisitions can be entered in Datatel on
May 1,2012
All requisition entered into Datatel after April 13, 2012 for
this fiscal year (FY12) will be canceled
 All requisitions entered into Datatel before May 1, 2012
for purchase orders for FY 13 will be canceled




Received but not invoiced
Send e-mail for PO accruals on operating accounts
to Cheryl Chappin (cchap@american.edu ) by April 30, 2012
and cc:
Michael Harris (maharr@american.edu)
 Hallie Porter (hporter@american.edu
If no email is received – charges will be posted on the
FY2013 ledgers when invoices are presented for payment.


Send email for PO accruals for Federal Funds and
Capital Equipment to:
Federal Funds- Jesus Adame (adame@american.edu)
 CIP Accounts – Shannon Floyd floyd@american.edu)
