Welcome to the Controller's Office!
The Controller's department oversees the operation of the Accounting, Accounts Payable, Grants Accounting, and Student Accounts areas.

Controller's Office
2015 James H. Zumberge Hall
(616) 331-2233

Beginning in December, the following closing period timeframes for the monthly closes will be established.   If transactions are approved after these dates, the transaction will post to the current month.   Closing timelines for Fiscal Year End (June 30) will be established separately. 

• Spend will close the 1^st of each month for transactions dated the previous month for these activities: 
  • Requisitions/Purchase Orders 
  • Procurement Card transactions 
  • Internal Service Delivery charges 
  • Supplier Invoices 
  • Expense Reports 
  • Spend Authorization/Cash Advances 

• Payroll will close the 10th of each month (or the following Monday at 5pm if that date falls on a weekend).  Although standard payroll will post based on the established pay dates, payroll will remain open to allow for payroll accounting adjustments and corrections relating to the previous month.   
  • To ensure a transaction dated for the previous month will post to the previous month, it is recommended that these are requested by the 5^th to ensure they can be completed by this date. 
  • In addition, it is each department’s responsibility to ensure all new employees have costing allocations attached to the position, where appropriate.  For more information on costing allocations, please visit the info page and job aids located here: Payroll Costing Allocations - Workday @ GVSU - Grand Valley State University.  Costing allocations, where appropriate, should be completed as part of the onboarding and before the first payroll.  This will ultimately ensure payroll is posted to appropriate worktags and to the correct period. 

• All remaining tasks will close the 15^th of each month (or the following Monday at 5pm if that date falls on a weekend).  To ensure a transaction dated for the previous month will post to the previous month, it is recommended that these are initiated a week prior to ensure all the required approvals have been obtained by the 15^th.  The most applicable of these remaining tasks include: 
  • Accounting Adjustments on Expense Reports or Supplier Invoices 
  • Transfer Requests/Manual corrections via Journal Entry 
  • Customer/Grant billing transactions 
  • Banking transactions 
  • Integrations 
  • Budget amendments (non-position budget amendments). Please note: position budget amendments created by the Budget Office are driven by the calendar month-end). 

To ensure timely processing of your invoices before the holiday break, please see the below cut off dates.

Accounts Payable/Requisitions

These dates apply for anything that needs PAID prior to 12/19.  Please make sure to have requisitions/PO's in place before submitting your invoice to Accounts Payable.

• 12/9 Supplier requests for new invoices that need to be paid prior to break
• 12/11 Submit Initial Invoice and Supplier Inv Requests
• 12/16 Final Dept approvals to be complete by end of day 12/16

Reminders:

• All purchases of $5,000 or greater require a requisition with a signed contract/agreement or quote attached.
  • $5,000-$9,999: multiple informal quotes required OR sole/single source justification required
  • $10,000-$49,999: multiple formal quotes required OR sole/single source justification required
  • $50,000 & Over: Request for Proposal process required OR sole/single source justification required
• Payments to independent contractors for services require a requisition (regardless of dollar amount)
• ​When to Create a Requisition Flowchart

Expense Reports

• November Transactions submitted by 12/4, with complete approval by EOD 12/8
• December Transactions submitted 12/12, with complete approval by end of day 12/16
• Anything received after 12/16 will post in January.

On December 19, we will run a check run for all payments due through January 5.

As we do each year, we will do our best to process, post and pay anything received after these dates, but it becomes much more difficult to guarantee that.

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