travelnews: Fiscal Year End and Airfare Account Codes

[BAO news for travel administrators]

Good Morning -
Fiscal year end will be here before we know it and summer travel plans are already underway.
Please see the following instructions to help you process airfare to the correct account code between Fiscal Year 13 and Fiscal Year 14.
When purchasing airfare for travel that begins after June 30, 2013, please use prepay account code - A5901.  When travel crosses both fiscal years, it is charged to the fiscal year that covers most of the business days of the trip.  Example: travel dates 6/27/13 - 7/10/13 use prepay account code A5901.  This applies to all UO funds including grant funds and charges made on UO procurement cards.
Airfare for current fiscal year travel charged with an airfare authorization form at one of the UO contract travel agencies before May 25th, 2013 is charged to Fiscal Year 13.  All charges processed through the contract travel agencies after May 25th, 2013 will be charged to Fiscal Year 14.
Airfare for current fiscal year travel charged on a UO procurement card before June 25th, 2013 is charged to Fiscal Year 13.  Charges made after June 25, 2013 will be charged to Fiscal Year 14.
**  Each department is responsible for entering JV's to remove the prepaid expense and record the expense with the appropriate account code.**
Example JV:
To post the JV into the correct fiscal period use a transaction date that falls into the same month the travel occurs in.

Debit

Dept. Index

Expense account code - ex. 39515 Empl. Out of state travel

Activity Code

Credit

Dept. Index

A5901 - Prepaid expense

Activity Code


The JV's can be processed as soon as you see your airfare charges post (look under account code A5901).  The new Fiscal Year with all accounting periods is already open in banner.
If you have any questions, please call the Travel Office - Laurie x6-3158 or Conny x6-0812.
Kind regards,
Laurie Jacoby, CTC
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158 - Voice
541-346-8078 - Travel Fax

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