1. College of Arts & Sciences Thursday, June 23rd, 2011 1

2. Lets Highlight the Activity areas within a Close Internal Disbursements HR Purchasing External Agency State 2 HR/ PERS >$5000 P-CARD Close Reporting Audit <$5,000 Journals Agency/I DC

3. Things to consider during close out Communicate Learn Organize Share Effort 3 Close by the Deadline Use Technology Purchase Orders Flow of Expenditures Know the Current Balance ? Be the Approver Plan Budget Rules

4. Closing Tips from our Fiscal Year end winners. FY 2010 Winners: Jakki Gaither - Psychology Paula Sorrell – History Marta Hess – English Andrew Reisinger – Women's Studies FY 2009 Winners: Pamela Johnson – Language Research Center Ellen Logan – Philosophy & Religious Studies Adrienne Gonzales – Anthropology FY 2008 Winner: Sandy Land - CHARA 4

5. Lets go through some scenarios Scenario one is a grant closing Two volunteers ( P.I. & Grants & Contracts Officer). Scenario two is a State Budget account Two volunteers (Director & Business Manager). Scenario three is a University Research Initiation Grant Two volunteers ( Faculty member & Business Manager or Grants & Contracts Officer). Scenario four is Spring 2011 PERS Department PERS Coordinator & P.I. as Certifier 5

6. College of Arts & Sciences Purchase Order Summary Dell Fisher Scientific 6 Honor the Deadline Obtain Quotes and Enter Purchase Order Workflow Purchasing Edits the PO Back through Workflow Po is dispatched. Department receives goods Purchasing is notified Invoice is received and submitted to disbursements. Must be submitted by first week in July. Invoice paid

7. . Quick method to reconcile PO’s Review on Budget Overview Inquiry (ORG/Proj GRT) Export to Excel. Create Pivot Table. Take any action needed. Review the examples from the English Department Travel budget line. Supply budget line. Follow also for Consultant & Sub Contract ( Grants) 7

8. Pivot table results. 8

9. Overview PO’s in Spectrum Plus Review open PO’s by amount and vendor Discussion on Challenges 9

10. Questions & Answers Open discussion on general topics of close. Thank you for attending. 10