1. OFFICE OF BUSINESS AND FINANCE
INTEROFFICE MEMO
Date: May 4, 2012
To: Vice Presidents, Deans, Directors, Department Heads, Faculty and Staff
From: Wanda A. Brooks CPA CICA, Interim Chief Financial Officer
Kim O. Ramsey CPA, Chief Accounting Officer
Venissa S. Lundy CPA, Controller
Subject: 2011 – 2012 Fiscal Year End
Please share this memorandum with members of your staff who needs to be aware of these
processing and transaction deadlines to ensure the specific dates are known and potential problems
are avoided.
As the end of the fiscal year draws to a close, the Business and Finance Office is preparing for its
busiest time of the year. The month of June brings special challenges as we try to simultaneously
close one fiscal year and begin a new one. To help the University achieve a timely closing, this
memorandum contains important information regarding processing requirements and deadlines
that apply to the University’s 2012 fiscal year-end accounting closing. In order to facilitate this
process, it is highly recommended that all departments begin a detailed examination of their
budget to actual results that are available via the web-portal to ensure the completeness and
accuracy of information. Discrepancies noted should be immediately reported to the designated
accountant for your area. The Accounting Office will need everyone’s assistance to meet these
challenges and successfully prepare for our 2012 fiscal year-end audit. As such, the following is a
list of deadlines we will be adhering to:
 All employee leave slips for the current fiscal year end must be submitted by Monday, July
9, 2012.
 All employee travel expense reports and reimbursements for the current fiscal year must be
submitted by Monday, July 16, 2012. After July 16, 2012, we will not be able to honor
any employee reimbursements for activities or events that occurred during the
previous fiscal year. To ensure fairness and consistency there will be no exceptions.
 All reimbursements or receipts for petty cash and/or travel advances must be submitted by
Monday, July 16, 2012. Those individuals that have signed receipts for cash without
submission of the receipts are required to submit the receipts and/or unused cash by
Monday, July 16, 2012 to avoid amounts being deducted via July 31, 2012 payroll.
2601 GENTILLY BOULEVARD ● NEW ORLEANS, LA 70122 ● PHONE 504-816-4039 ● FAX 504-816-4510 ● WWW.DILLARD.EDU

2.  All check requests and invoices/bills for the current fiscal year must be submitted by
Monday, July 16, 2012. Again, once we close the 2012 fiscal year books, we will not be
able to honor any payments for the previous year. We will review every request received
during June 2012 and July 2012 to determine which fiscal year should be charged. Please
do not combine expenses for 2012 fiscal year with expenses for 2013 fiscal year.
 All PIs responsible for grants should review their budgets and actual expenses to ensure all
current year expenses are properly reflected.
 All faculty and staff that have worked on a federal grant during the period 7/1/2011
through 6/30/2012 must ensure that they have completed time and effort forms for the
applicable time periods. Please contact the Office of Research and Sponsored Programs
for assistance.
Thank you in advance for your cooperation. Although we will be particularly busy during this
time, we remain available to assist you with any year-end concerns you may have.
2601 GENTILLY BOULEVARD ● NEW ORLEANS, LA 70122 ● PHONE 504-816-4039 ● FAX 504-816-4510 ● WWW.DILLARD.EDU