UPDATED 6/18/08 - Rescheduled due to flooding and yearend

Timetable and Reminders for Closing Fiscal Year 2008

As we approach the end of the fiscal year, careful planning will be required in order to prevent overdrafts in State Appropriated expense accounts and to close all accounts for the fiscal year on a timely and efficient basis.

Accounts Payable and Travel

• E-Vouchers: All e-vouchers, payable to outside vendors, must be completed through workflow and all documentation submitted to Accounts Payable and Travel, 202 PCO, no later than 4:30 p.m., July 2, 2008 to be processed in FY 07-08.  Vouchers processed through July 3, 2008 will have checks issued with a date of June 30, 2008.  E-Voucher date questions may be directed to the Accounts Payable and Travel Department, Karen Housel at 5-0409. 
  
  
• ProTrav Travel Vouchers: Travel Expense vouchers to be recorded in FY 07-08 for travel completed prior to June 1 should be in the Accounts Payable and Travel Department by June 9; this includes e-vouchers for travel.  Please keep in mind that it takes several days for a voucher to move through all the channels of approval and arrive for processing.  Therefore, for travel already ended, this process should be started immediately.  For travel ending after June 1, the voucher should be submitted immediately upon return if it is to be processed this fiscal year.  Unless travel is occurring in the last week of June, all vouchers that must be processed this fiscal year should be in the Accounts Payable and Travel Office no later than June 16.  For travel occurring after June 16, all vouchers that must be processed for this fiscal year must be complete thru workflow and all required documentation submitted to the Accounts Payable and Travel Department no later than 4:30 p.m., July 2, 2008.  ProTrav date questions may be directed to the Accounts Payable and Travel Department, Karen Housel at 5-0409.
  
  
• Procurement Card Vouchers:
  The June billing cycle has been modified in order to accommodate fiscal year spending. 
  Modified billing cycles: 
   
  June billing cycle:  5/28/08-6/20/08
  July billing cycle:  6/21/08-7/28/08
  
  Procurement card transactions that have a POST date on or before 6/17/08 will be processed within FY 07-08.  Note: Post date is often days later than the actual transaction date.  It's the departments/cardholders responsibility to be sure they are monitoring their account to be sure transactions that need to post to this current fiscal year appear on their Procurement Card Statement on or before 6/20/08.
  
  June Procurement Card Vouchers complete (approved through workflow) by 7/3/08 will post to the accounts (Master File Keys) listed on the voucher. 
  
  Procurement Card Vouchers not complete (still in workflow, voucher has an audit error, or voucher not reconciled) by 7/3/08 will post to the cardholders’ "default" account.   The default entry can be reversed up until July 14, 2008 once the voucher has been approved in workflow and approved by the Accounts Payable Department.
  
  In order to accommodate year end posting during 7/04/08 and 7/13/08, the following journal ids will truncate with an alpha character.
  • 1PCRDFLT00 (Procurement Card Voucher default) will post as 1PCRDFLT0A, 1PCRDFLTOB accordingly.
  • 1PCRDREV00 (Default reversals), will post as 1PCRDREV0A, 1PCRDREVOB accordingly.
  • 1WEPCARD1 (Regular Procurement Card Voucher) will post as 1WEBPCARDA, 1WEBPCARDB accordingly.

Procurement Card questions may be directed to Karen Housel 5-0409 or Jennifer Portwood 5-2762.

Technology Allowance Policy Effective October 1, 2007

The University of Iowa has implemented a new Technology Allowance Policy.

• Operations Policy
• Campus Announcement
• Request for Technology Allowance Form
• Frequently Asked Questions
• Verizon Announcement

Questions about this policy can be directed to Debby Zumbach at deborah-zumbach@uiowa.edu or 319-335-3815

Fuel Tax

Fuel that is purchased at the pump includes a state motor fuel tax in the price per gallon. When invoices including fuel tax are received in Accounts Payable, they are processed in the following manor. The amount of state motor fuel tax can be determined from the number of gallons purchased and the type of fuel (gasoline, gasohol, diesel, aviation or jet fuel). This tax amount is then subtracted from the department’s MFK and applied to a Fuel Tax MFK. Once a month, Accounts Payable files for a refund from the IRS for state motor fuel tax paid. This IRS refund is then applied to the Fuel Tax MFK when Accounts Payable receives it.

SECURITY ALERT – PayPal Email Scam

	A summary of the new transactions in their ORG or ORG/DEPT combo (by cardholder)
	A listing of “new" cards for the ORG or ORG/DEPT combo during the past 60 days
	A listing of delinquent vouchers for their ORG or ORG/DEPT combos
	Links to view cardholder’s transactions, vouchers, receipts, and card information for their ORG/DEPT combination.
	Reports of vendor spending, travel information, summary spend per cardholder, dept, and dollars spent
	Search function that allows you to search travel related transactions, and voucher/transactions within the users ORG or ORG/DEPT combo

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