Accounting Services

Closing Information

• Departmental Charges

  Departments should review the activity in their indexes on an ongoing basis, verifying that all purchase orders, invoices, travel expenses and other charges have been recorded accurately. Any corrections that need to be made should be processed in a timely manner on an ongoing basis.

  Please ensure that NSF issues are addressed timely. NSF issues will hold up the processing of payments.
  
  

• Encumbrances

  It is necessary to ensure the accuracy of outstanding encumbrances on June 30th. Before June 30th, please notify the following offices regarding encumbrances and travel authorizations that need to be closed.
  
  Purchase orders – Procurement and Supply Services (procurement@cofc.edu)
  Travel encumbrances – Controller’s Office (accountspayable@cofc.edu)

• Procurement

  To properly record expenses in the appropriate fiscal year and prevent extended processing time, please refrain from initiating any purchases from June 17, 2024, through June 30, 2024.

  Purchasing Card (PCard) transactions may be made through June 17, but we suggest placing online orders as soon as possible prior to that date to ensure the goods/services are received and included in the June billing statement. You may resume purchases on July 1.

• Expense Authorizations, Invoices, and Travel Reimbursements

  To ensure timely payment of expense authorizations, invoices, and travel reimbursements, please submit these documents and support directly to the Controller's Office at accountspayable@cofc.edu.

  NOTE: Please do not submit invoices in eProcure.
  
  Key closing dates and important deadlines are outlined below.

  • Monthly Closing schedules - Fiscal Year 2024 (PDF)
  • Purchasing Card purchases: Monday, June 17
  • Expenditure Authorizations and Invoices: Thursday, June 20
  • Intradepartmental Transfers (IDT's): Monday, June 24 **
  • Departmental Journal Entry requests: Friday, June 28
  • Enter Receivers in eProcure (for goods physically received June 30 or prior): Friday, June 28
  • Purchase Order Invoices (for goods physically received June 30 or prior): Wednesday, July 10
  • Travel Reimbursements:
    • Travel dates 7/1/23 - 4/30/24: Within 10 days of return from trip
    • Travel dates 5/1/24 - 6/15/24: Thursday, June 20
    • Travel dates 6/16/24 - 6/30/24: Tuesday, July 9

  NOTE: Travel that crosses fiscal years will be charged proportionately between fiscal years based on the actual days of the trip in each fiscal year.
  
  ** Due to the nature of the underlying activity, some departments have an approved alternate due date for IDT's.
• Accounting Forms
  • Approval of New Employee Relocation / Moving Expense (PDF)
  • Direct Deposit Form (Excel)
  • Direct Deposit Form (PDF)
  • Expenditure Authorization / Travel Payment Voucher (Excel)
    • Iran Divestment Act Certificate (PDF) NOTE: This form, signed by the vendor, is required for all Expenditure Authorization requests that are (1) associated with a contract; and (2) with any payment greater than $10,000.00 (i.e., $10,001.00 and over).
  • Immediate Check Request Form (Excel)
  • Immediate Check Request Form (PDF)
    • Iran Divestment Act Certificate (PDF) NOTE: This form, signed by the vendor, is required for all Expenditure Authorization requests that are (1) associated with a contract; and (2) with any payment greater than $10,000.00 (i.e., $10,001.00 and over).
  • Intradepartmental Transfers - IDT (Excel)
    • NOTE: If you experience issues creating the IDT number due to the macros in the form, the macros will need to be enabled in your Trust Center Settings . Please see the following IT knowledge base article for instructions on how to enable macros: KB0010914: Macros are Blocked in Microsoft Office
    • NOTE: Paper IDT's will no longer be accepted for Facilities Management work orders. If you would like more information on the Facilities Management billable work order process, please visit the Facilities Management Hub site (College of Charleston login required).
    • NOTE: When using an IDT for ARAMARK services, please attach the required support (Catered Meals Questionnaire Form, AND event flyer, or attendee roster-listing all faculty/staff/student/other attendees). This required support MUST be attached to the IDT.
  • Catered Meals Questionnaire Form (PDF)
  • Nonresident Alien Questionnaire (Excel)
  • Nonresident Alien Questionnaire (PDF)
  • Research and Development Sales and Use Tax Exemption Form(PDF)
  • Travel Advance Request (Excel)
  • Travel Authorization (Excel) NOTE: If you experience issues creating the TA number due to the macros in the form, the macros will need to be enabled in your Trust Center Settings . Please see the following IT knowledge base article for instructions on how to enable macros: KB0010914: Macros are Blocked in Microsoft Office
  • Travel Reimbursement (Excel)
  • Student Travel Liability Form (PDF) NOTE: Please document who is collecting these liability forms on the Travel Authorization.

  *Common expense document prefixes (contact the specific area regarding questions, unless otherwise noted)

  • CC - Copy Center charges
  • FR - Freight charges
  • GH - Guest Housing charges
  • J or FP - Journal entry/IDT - contact the Controller's Office
  • MS - Mail Services charges
  • PA or PS - Parking Services charges
  • PC - Procurement Card charges
  • PP - Facilities Management charges
  • ST - Central Stores charges
  • TC - Telephone charges