Instructions to the Commitment Offices
The period that will be observed for split-run coding of documents processed by the Controller's Office will be from July 1 through July 16, 2013. All Deposit of Funds submitted to Cashiers must be coded "6" if they are to be credited to fiscal year 2012-2013, or coded "7" if they are to be credited to fiscal year 2013-2014. Likewise, all invoice documents submitted to CPC-Accounts Payable must be coded "6" if they are to be charged to fiscal year 2012-2013 or coded "7" if they are to be charged to fiscal year 2013-2014.
Commitment Offices approving the various documents must assume responsibility for the split-run coding in order to ensure that all revenues and expenditures are recorded in the proper fiscal year. Please show the circled code directly below or to the right of the fund number, as is appropriate, and write legibly. Avoid placing the code where dollar amounts must be inserted. Documents must be coded "6" or "7" prior to July 1st when their processing by Cashier Services or CPC-Accounts Payable cannot reasonably be expected until July 1st or thereafter.
For requisitions and eSeeDPV's, the transaction date determines the fiscal year to which the transaction is recorded. For eSeeIDO's, the Recovery Transaction Date determines the fiscal year.
For Concur Expense reports, the Report Date indicates the fiscal year to which the transaction should be recorded.
For Web Deposits, write a "6" or "7" at the top of the form to indicate if the payment should be applied to FY13 or FY14.
CPC-Accounts Payable has the final authority to determine accuracy of split-run coding for all disbursements and Cashier Services for all receipts.