Year End Procedures

The College’s fiscal year end is June 30.

Each year as the College’s fiscal year end approaches, there are a number of financial procedures that department heads and budget managers should be aware of in order to meet the College’s year-end closing, auditing, and financial reporting schedules.


Accounts Payable

To achieve proper valuation of the College’s assets at fiscal year end, invoices must be charged in the fiscal year in which the goods are received and used, services are performed, or the travel takes place.

Therefore, invoices for goods not delivered to you, services not performed, and travel that will not take place until after June 30 will be charged to next year’s budget. Invoices for goods, services, and travel on or before June 30 should be submitted to Accounts Payable for payment as soon as possible, but not later than July 18.

Include the fiscal year on all invoices submitted to Accounts Payable during the month of July. This will assist Accounts Payable in their review of shipping, receiving, service, and travel dates. Contact Susan Dionne, Accounts Payable Manager, with questions on invoices.


Cash Receipts

Departments receiving cash or checks on or before June 30, should bring them to Cashiering at 221 Lane Hall, or submit them to the Office of College Advancement by noon on June 30.

Please take this opportunity to review all of your files and storage space to ensure that College checks or cash received by your department are brought to Cashiering or the Advancement Office, as appropriate.

All gifts to Bates must be processed through the Advancement Office for proper gift crediting, acknowledgment and receipt.

Cash and checks received after June 30, which relate to fiscal year 2013-14, will need to have the fiscal year clearly indicated on the deposit information for proper inclusion in the 2013-14 fiscal year.


Inter-Departmental Charges

Departments generating inter-departmental charges for the fiscal year end are asked to submit billing information to the Accounting office as soon after the month-end as possible, but not later than July 18.

Please Contact us with questions on Inter-Departmental Charges.


Purchase Orders

Consistent with the College’s annual budgeting cycle, outstanding purchase orders at fiscal year end will be forwarded to the new fiscal year to be covered by new fiscal year budgets.

You may begin requesting and entering 2014-15 purchase orders at any time. Remember to change the default Transaction Date to a July date.

Please Contact us with questions concerning purchase orders.


Private & Federal Grants and Contracts

At the end of each fiscal year, all of the outstanding grants and contracts are reviewed for billing and closeout purposes.

If you are responsible for the financial administration of a grant or contract, you will receive a report of transactions for the fiscal year for your review.  If, in your review, you discover the need for changes or corrections, please contact Heather Ward, Assistant Director of Accounting, for assistance.