2018-2019 Fiscal Year End

MEMORANDUM

Date: April 17, 2019
To: Vice Presidents, Deans, and Budget Managers
From: Beth Reynolds, Controller
Subject: Fiscal Year 2018-2019 Year-End Memo

This memo outlines the College’s policy and procedures for initiating and processing requisitions, purchase orders, invoices, and other items related to expenditures for the remainder of the fiscal year. Because of the unique circumstances we face while we transition to a new fiscal year end, we are outlining a policy and procedures applicable to the original fiscal year end, May 31, 2019, as well as the new fiscal year end, June 30, 2019.

We must ensure expenses are captured in Parnassus in the period the expense is incurred. An expense is incurred when goods are received or services are rendered. The procedures outlined below will help the Business & Finance area ensure expenses are appropriately recorded in Parnassus during the months of May, June, and July 2019.

Budget

Funding for June 2019: The month of June will utilize a special one-month budget cycle that will be separate and distinct from the board-approved budgets for fiscal year 2018-2019 and fiscal year 2019-2020. For expenses (travel, purchase orders, etc.) in June using 01 funds, please use the new June 2019 Budget Request Form to request funds prior to initiating purchases.

Reminder: Purchases initiated in June must be for June business purposes only. For departments which, due to the nature of their business, must initiate orders for June or July prior to the start of those months, contact Karen Cleveland for assistance (274-7341).

Funds available: Please check funds availability on your accounts in Parnassus before creating requisitions in IC Marketplace or iProcurement, before entering EZPay payments, and before approving credit card transactions in Parnassus. If the department has insufficient funds, refer to the following documents (or contact the Budget Office at 274-1888).

Inquiring on Funds Available User Guide

Reports User Guide

IC Marketplace and Parnassus iProcurement

Purchase Requisitions/Orders

All requisitions for ordered goods and services to be received in the 2018-2019 fiscal year must be submitted and approved through IC Marketplace or iProcurement by May 15, 2019. From May 16 through June 30, 2019, no new orders should be entered through IC Marketplace or iProcurement for the 2018-2019 fiscal year unless coordinated with the Procurement Department (contact Karen Cleveland, 274-7341).

Receiving Process for Purchase Orders

  1. Purchases made in May or prior: To qualify as an expense for May, all goods must be physically received and services completed, and they must be received by the department in IC Marketplace or iProcurement by May 31, 2019. If goods are not physically received or services completed by this date, the expenses will be recorded in the month when the expense is incurred (June or July 2019, depending on the nature of the expense).
  2. Purchases made in June: For departments which received approval for June purchases, all goods must be physically received and services completed, and they must be received by the department in IC Marketplace or iProcurement by June 30, 2019. If they are not received by this date, they will be charged to July 2019.
  3. Purchases made in July or later: Starting July 1, 2019, purchasing and receiving procedures in IC Marketplace and iProcurement may resume as normal.
  4. Last-minute processing: If departments have last-minute receipts of orders from May or prior they are unable to receive in Parnassus by May 31, 2019, or last-minute receipts of orders from June they are unable to receive in Parnassus by June 30, 2019, contact Karen Cleveland (phone 274-7341).

Purchase Order Invoices

  1. Purchases made in May or prior: Invoices for expenses incurred in May or prior must be received by the Accounts Payable office by June 10, 2019 at 12:00pm.
  2. Purchases made in June: All June invoices referencing purchase orders must be received by the Accounts Payable office by July 10, 2019 at 12:00pm.

Retrofit Orders in IC Marketplace

Retrofit orders are used to pay an invoice not originally ordered through IC Marketplace. IC Marketplace will be available for retrofit orders throughout the months of May, June, and July with the following restrictions:

  1. Now through May 31: Invoices dated May or prior can be entered.
  2. June 1 through June 10 at 12pm: Invoices dated June, May, or prior months can be entered.
  3. June 10 at 12pm through June 30: Invoices dated June can be entered. For assistance with invoices dated May or prior received late, contact Karen Cleveland (phone 274-7341).
  4. July 1 through July 10 at 12pm: Invoices dated July or June can be entered.
  5. July 10 at 12pm onward: invoices dated July or future months can be entered. For assistance with invoices dated June or prior received late, contact Karen Cleveland (phone 274-7341).

For instructions on creating a retrofit order during this year-end period, please contact Accounts Payable. Documentation for retrofit orders in June and July is forthcoming.

EZPay and Personal Vehicle Mileage Reimbursement Requests

EZPay will remain available during the months of May, June, and July with the following restrictions:

  1. Purchases made in May or prior: To qualify as an expense for May, all goods must be physically received and services completed by May 31, 2019. Departments should make reasonable efforts to process corresponding invoices in EZPay by May 31, 2019.
  2. Purchases made in June: To qualify as an expense for June, all goods must be physically received and services completed between June 1 and June 30, 2019. Departments should make reasonable efforts to process corresponding invoices in EZPay by June 30, 2019.
  3. Purchases made in July or later: Starting July 1, 2019, invoice processing in EZPay may resume as normal.
  4. Last-minute processing: If departments receive last-minute invoices from May or prior, they are unable to process in EZPay by May 31, 2019, or last-minute invoices from June they are unable to process in EZPay by June 30, 2019, contact the Accounts Payable office (274-3808) for further instructions. 

Procurement Cards (“P-Cards”)

Procurement cards will be available for use during the months of May, June, and July with the following restrictions. Note: Procurement card transactions are disallowed from May 16 to May 31, and again from June 16 to June 30, to accommodate year-end closing procedures.

  1. Purchases made through May 15: Procurement card purchases for fiscal year 2018-2019 must be completed by May 15, 2019. All procurement card transactions initiated in May will be available for departments’ approval on or before June 3, 2019 at 12pm. All procurement card transactions initiated in May or prior must be updated in Parnassus by June 10, 2019 at 12pm.
  2. Purchases made from June 1 through June 15: Procurement card purchases for June must be completed by June 15, 2019. All procurement card transactions initiated in June will be available for departments’ approval on or before July 3, 2019 at 12pm. All procurement card transactions initiated in June must be updated in Parnassus by July 10, 2019 at 12pm.
  3. Purchases made in July or later: Starting July 1, 2019, purchasing procedures for procurement cards may resume as normal.

Travel Cards (“T-Cards”) and Travel Reimbursements

Travel cards and travel reimbursements will be available during the months of May, June, and July with the following restrictions. Note: Travel that overlaps May 31 and/or June 30 will be recorded as an expense in the month in which the majority of the trip occurred.

1. Travel cards:

  1. Travel in May or prior: Travel card transactions for fiscal year 2018-2019 will be available for departments’ approval on or before June 3, 2019 at 12pm. All travel card transactions initiated in May or prior must be updated in Parnassus by June 10, 2019 at 12pm.
  2. Travel in June: Travel card transactions for June will be available for departments’ approval on or before July 3, 2019 at 12pm. All travel card transactions initiated in June must be updated in Parnassus by July 10, 2019 at 12pm.
  3. Travel in July or later: Starting July 1, 2019, procedures for travel cards may resume as normal.

2. Travel reimbursement requests:

  1. Travel in April or prior: Travel reimbursement requests for travel for April or prior must be received in the Travel Services office by May 10, 2019 at 12pm.
  2. Travel in May: Travel reimbursement requests for travel for May must be received in the Travel Services office by June 10, 2019 at 12pm.
  3. Travel in June: Travel reimbursement requests for travel in June must be received in the Travel Services office by July 10, 2019 at 12pm. If travel in June overlaps into July, please contact Sheryl Scott (274-1480) for additional instructions.

Reminder: Payments made on or before May 31, 2019 for travel and conferences that will occur after May 31, 2019 will be recorded as future expenses based on when travel occurs. Contact Travel Services to ensure these payments are recorded in the correct time period.

Questions? Important contact info:

Accounts Payable:

  • Ann Martin - 274-3808
  • Karena Krauss - 274-3387

Application Services:

  • Lucas Sweet - 274-3044

Budget:

  • Michael Howze - 274-1888
  • Melanie Reyes - 274-3118
  • Ramon Navarrete - 274-7799

Controller:

  • Beth Reynolds - 274-3683

Financial Services:

  • Sean Kanazawich - 274-3309
  • Brian Erickson - 274-5795

Procurement:

  • Douglas Freeman - 274-1415
  • Karen Cleveland - 274-7341

Travel:

  • Sheryl Scott - 274-1480