SLAC fiscal year 2003 ends on September 30. The following
are some important year-end dates to note.
RECEIVERS: Items on the shipping and receiving dock at
4:00 p.m. September 30 will be included in this year’s costs.
ACCRUALS: Personal services, subcontracts, Labs and
Universities, and blanket purchase orders require sufficient documentation
to authorize payment. That is, if someone is doing some work, there must
be an approved PO in the system, and then the person who directly
supervises the work certifies that some percent of work is completed at
some value of the total. The request should be presented to your Division
Planner for accrual. Get these items to your division financial Planner by
5 p.m. on Friday, September 19. Planners are to get these to Skip Ethier
by end of day the following Monday.
REQ COMMITMENTS: Requisitions are counted as
commitments as soon as the Operator approves them. Req commitments are
internal commitments only. They are not reported to the DOE in our month
end financial statements (MARS). Req commitments will be counted in SED &
ARF up to the end of the day on September 30.
Once a PO number has been dispatched, the Req commitment
has gone away and requisitions can no longer be put in the pending
category.
PO COMMITMENTS: Whatever purchasing dispatches by the
end of the day on September 30 will count as PO commitments for year-end
(encumbrances).
PURCHASE CARDS: There will be no special general
accrual of purchase card transactions for September 2003. Anything on your
August 20 statement will be costed in FY2003. Items on your September 20
statement will be costed in 2004.
ACCOUNTS PAYABLE: Invoices for goods and services
received in FY2003 should be costed in FY2003. You’ll need to get them to
the accounts payable office by 5:00 p.m. Monday, September 29. These are
invoices you have in your possession and you must sign; see Receivers for
things received at shipping and receiving.
CORPORATE EXPRESS: Office supply catalog items: Items
received in-house by September 12 will be included in year 2003 costs.
Furniture is done on a purchase order.
TRAVEL: Division Financial Planners will take travel
approved for domestic, international, visitor and relocation travel and
get them to the Travel Reimbursement Office on Friday, September 26. This
is for travel ending no later than September 30. Travel ending in October
will be costed in October, except for prepaid air tickets.
PREPAID AIR TICKETS: Expense reports received by
September 30 for departures through October 31 will be costed in 2003.
Departures November 1 and later will be costed in FY2004.
COSTS AVAILABLE: Payroll and Labor will run on October
2. First costs will be available on the Web on October 3 at 9 a.m.
Contact: Marty Sorensen, Ext. 4240, mfsor@slac.stanford.edu
