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Home > Finance > Finance Newsletter - May 2010
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Volume 3 • Issue 4
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May 2010
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In This Issue ...
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Learn from yesterday, live for today, hope for tomorrow. The important thing is not to stop questioning.
Albert Einstein
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Fiscal Year End Dates to Remember
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These dates will serve as general guidelines as we proceed with our fiscal year end process. They are subject to change based on certain year end accounting processes that must be completed in order to properly record all transactions for the College. These deadlines apply to most Departments and personnel. Exceptions are limited to Facilities, Grants, Summer Youth spending and/or true emergency purchases.
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Where did it go? Who took my money!
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It is that time of year again. Budgets are running low, mostly because they are supposed to! And it isn't quite money - just your allotted piece of the pie. By May 13th you submitted all of your purchases for the remainder of the Fiscal Year. Here are some helpful hints:
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Go to the Finance Internal webpage (http://www.pbcc.edu/finint.xml), click on Tables & Reports, Reports, and then Campus User Reports. Then under General Ledger Detail Reports open GL Detail For Single Org Number for one of your org units, for a specific calendar period, and General Ledger Code(s). This will provide a detail transaction listing for the period you selected. You will be able to see every invoice, every payment, and every journal entry that was posted to your org unit. If you have questions about a specific transaction, then you will be able to contact the appropriate area within Finance (e.g., AP - Accounts Payable, CC - Accounts Receivable, JE - John Begeer ).
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To view all open POs (POs that are outstanding) for your org, go to Campus User Reports and then under PO Encumbrance Detail Reports, open PO Encumbrances for Org Number or User report. Some PO‟s may have small amounts open even though you may have received all items. This may be due to price changes or other variances in estimates. If that is the case, notify Purchasing that the PO can be closed. Unspent funds would then be released back into that budget line item.
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How does the Purchasing deadline relate to my PCard purchases?
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The PCard is another way of purchasing and you should always follow normal purchasing/budget policies and guidelines, which are as follows: 
DEADLINE FOR PURCHASES 2009/2010 BUDGET
May 13, 2010: The last date for purchases from the 2009/10 budget. This also includes PCard purchases with the exception of normal, pre-approved travel, Summer Youth Camps, Childcare, and Grants with an ending date beyond June 30, 2010. Any purchases made after this date that do not fall into one of the exceptions above must be approved by the Vice President of Administration and Business Services.
Any cardholders who will be traveling should check with the PCard office prior to departure to verify that their card is active.
The cut-off date for ALL PCards is June 17th. All charges must have time to process and be reconciled prior to June 30th. Please be mindful when making online orders that they may take longer to process, causing the transaction to post after the end of our fiscal year.
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Important Payroll Dates - May 2010
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Pay Date
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5/13/2010
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5/27/2010
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Cut Off for Assignment Changes to HR
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May 3
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May 13
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Cut Off for Direct Deposit Changes
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May 5
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May 19
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Time & Attendance Due in PantherNet
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May 6
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May 20
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Pay Period for Full-Time & Salary Employees
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May 1 - 15
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May 16 - 31
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Pay Period for Adjunct Salary Employees
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May 1 - 15
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May 11 - 31
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Pay Period for Hourly Employees
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Apr 23 - May 5
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May 6 - 19
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Overtime to be paid for dates worked
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Apr 17 - 30
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May 1 - 14
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Online Leave Requests may be processed through
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6/30/2010
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6/30/2010
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 The Four Day Work Week will begin on May 10 and end on August 6, 2010. The college will be closed each Friday during this period.
We will also be closed on Monday, May 31 for Memorial Day.
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Karen Windham, a native Floridian, is Palm Beach State's Senior Buyer. She was born in Ft. Lauderdale but spent time in Colorado and Pennsylvania to experience the seasons before returning back to South Florida. She has worked as an Administrative Assistant in the private sector and has been a Buyer and a Mainframe Operator at Broward College.
She started with Palm Beach State in May of 2003 and has 26 years of purchasing experience. Purchasing runs in the family as her husband, Don, is the Director of Purchasing at Indian River State College (IRSC). They live in Ft. Pierce and enjoy the peace and quiet of their home in St. Lucie County, even if it means that Karen commutes 140 miles a day.
Karen has two step-children, Justin and Emilie. Justin is a Firefighter who is also in the National Guard. Emilie, an Administrative Assistant at IRSC, will graduate with her Bachelor's degree from IRSC in Spring 2011.
Karen also has three golden retrievers, Annie, AJ, and Maya, that are her furry four-legged children. She is starting to work towards her AKC training certification and dreams of one day training service dogs for disabled Veterans and others in need of this service.
Karen loves dogs but she also loves her job. She hopes to stay at Palm Beach State until she retires!
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Purchasing - MS #27
Phone: 868-3462 (or dial 1-3462 internally)
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Finance Updates and Reminders
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Travel
All travel reimbursements for June 2010:
- need to be submitted to the Travel Office within 2 business days of the traveler's return date.
- must be received in the Travel Office no later than 5:00 PM, June 17, 2010.
- if submitted after June 17, 2010, will be charged to your 2010-2011 budget.
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The first person to attach a GL Detail Report (in Excel format) for one of your Org Numbers to finance@palmbeachstate.edu with the word "GL Detail" in the subject line gets a free $5 Dunkin Donuts gift card!*
*Finance Staff excluded.
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Contact Us
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Our Mission
The mission of the Finance Department is to provide prompt, accurate, and courteous business and accounting services to students, faculty, staff, and administration.
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4200 Congress Avenue, MS#11
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