MEMORANDUM 
 
 
TO: 
 
UNIVERSITY COMMUNITY 
 
FROM:  
Vincent Samuel, Acting Vice-President & Controller 
Eric A. Christian, Purchasing Supervisor 
 
DATE:  
July 23, 2003 
 
SUBJECT: 
YEAR END PROCEDURES 
 
As we approach the end of fiscal year 2003, your assistance is needed to assure a order by closing the fiscal year.  
Following the schedule prescribed below is essential if appropriate expenditures and other entries are to be 
charged to the 2003 fiscal year.  The type of documents and its associated deadlines are as follows: 
 
Purchase Requisition(s):  Submit to Accounting on or before 
 
(1) 
On Island: 
September 5, 2003 
(2) 
Off Island 
August 15, 2003 
 
Direct Pay Voucher(s):   
Submit to Accounting 
 
(1)  
On Island: 
September 30, 2003 
(2)  
Off Island: 
September 30, 2003 
 
Purchcase Order(s): 
 
(1)  
Receiving Report(s): Submit to Purchasing prior to September 30, 2003 
(2)  
Invoice(s): Received in Accounting by September 30, 2003. 
 
NOTE: As you know, both the receiving report and the invoice must be processed 
before payment is made against a purchase order.  For most purchase orders, the 
invoice is sent directly from the vendor to Accounting.   To meet the above 
deadline, you may have to contact the vendor and request the invoice. 
 
Thank you in advance for your assistance in meeting these deadlines.  Please contact Accounting 
at x1430 if you need help analyzing your account or  contact Purchasing at x1480 if help is needed 
in resolving purchase order related issues. 
 
 
pc: 
Peggy Smith, Assistant Controller