With the University’s fiscal year-end (June 30) approaching, below are recommended guidelines for efficient and effective year-end processing of purchases.

Accounting for departmental expenses:
In accordance with generally accepted accounting principles, Drake is required to report transactions in the proper fiscal period. For that reason, expenses are recorded in the period when goods are received and/or services are rendered. In short, items expensed to a FY19 budget will need to be received before June 30, 2019.  Factors such as budget allocation, invoice receipt, or payment issuance would not have an impact on the application of expenses within a fiscal period.

Exceptions to this general rule apply when a benefit of service or receipt of item extends into multiple fiscal years. In such cases, the following guidelines will be applied.

• Expenses less than $5,000: will be charged against the fiscal year in which the majority of the expense will be incurred. (For example, if a subscription is purchased for $3,000 and covers the period of 7/1/18 through 12/31/19, the expense would be charged to FY19)
• Expenses greater than or equal to $5,000: will be split into the fiscal years according to the percentage of benefit received during each fiscal period. (For example, if a subscription is purchased for $10,000 that covers a period of 7/1/18 through 6/30/20, $5,000 would be charged to FY19 and $5,000 charged to FY20)

The University’s guidelines for year-end purchases are subject to external audit. As you make purchases during this period leading up to and overlapping our fiscal year end, it is important to note when the goods or services were received so they are expensed according to reporting requirements. If the timing of receipt is not clearly noted on the invoice, it would be beneficial to help call the receipt date to accounting’s attention by clearly marking the appropriate fiscal year for the expense, based on the above guidelines, on the pay request.

Please contact Jeni Baugher at x4509 orjenifer.baugher@drake.eduwith any questions you might have.

Year-end timeline:
In order to facilitate efficient and effective year-end processing, the following timeline is recommended for the fiscal year ending June 30, 2019.

Heather Travis, Finance and Administration

Welcome to Summer Break!

At Facilities Planning and Management, the students leaving helps us change directions and work on projects that are difficult to accomplish during the school year. In addition to our “regular” summer duties such as: deep cleaning buildings, yearly maintenance on HVAC equipment, as well as getting our residential halls ready for the next round, we have additional, larger projects that we schedule for this time.  Here is a snapshot of our current and upcoming projects.  Please let us know of any questions or concerns.

• Exterior tennis court resurfacing. May 20–early June.
• Solar panel install, west side of Roger Knapp Tennis Center. June–August
• Install sewage ejection pump at Carpenter. Mid-July
• Updating miscellaneous elevators to meet state code requirements. July–August
• Carpet replacement in Opperman and Legal Clinic. Starting June 17
• Install new chemical hood in Cline 226. Mid-June
• Install new electrical switch at Goodwin-Kirk. End of June–early July
• New roof hatches for Morehouse, Jewett and Goodwin-Kirk.
• New ADA telephone install in elevators of Olin, Tennis and Old Main.
• Coal pop removal and painting of GK second & third floors by Drake Skilled Trades department.
• Honing and polishing of Aliber Hall terrazzo floors by Drake Custodial.
• Cleaning/restoring of Cowles interior stone steps by Drake Custodial.

Please also note that due to the Harkin Institute construction, Nelson project, and the storm/sewer separation project, travel on University Avenue may be challenging at times.  Check out this PDF and link for details on closures that may impact your travels.  Two closings will have the most impact, “Area 22–Stage 3” is the closing of the intersection of 25^th and University from May 31–June 1 and “Area 21” is the closing of the intersection 25^th of Carpenter from June 3–June 21.

–Mitch Wieczorek, Custodial Manager

For the fourth summer in a row, Drake is hosting a cohort from the Mandela Washington Fellowship Institute, the flagship program of the U.S. Department of State’s Young African Leaders Initiative (YALI). Please join Provost Sue Mattison, CBPA, and Drake International at a welcome reception in Cowles Library Reading Room from 4–5:30 p.m. on Tuesday, June 25.  We will be welcoming 25 young leaders from sub-Saharan Africa for a six-week intensive institute on business and entrepreneurship.  More info on YALI can be found here. We hope to see you there!

–Stephanie Dana Ely, Center for International Programs and Services

With the University’s fiscal year-end (June 30) approaching, below are recommended guidelines for efficient and effective year-end processing of purchases.

Accounting for departmental expenses:
In accordance with generally accepted accounting principles, Drake is required to report transactions in the proper fiscal period. For that reason, expenses are recorded in the period when goods are received and/or services are rendered. In short, items expensed to a FY19 budget will need to be received before June 30, 2019.  Factors such as budget allocation, invoice receipt, or payment issuance would not have an impact on the application of expenses within a fiscal period.

Exceptions to this general rule apply when a benefit of service or receipt of item extends into multiple fiscal years. In such cases, the following guidelines will be applied.

• Expenses less than $5,000: will be charged against the fiscal year in which the majority of the expense will be incurred. (For example, if a subscription is purchased for $3,000 and covers the period of 7/1/18 through 12/31/19, the expense would be charged to FY19)
• Expenses greater than or equal to $5,000: will be split into the fiscal years according to the percentage of benefit received during each fiscal period. (For example, if a subscription is purchased for $10,000 that covers a period of 7/1/18 through 6/30/20, $5,000 would be charged to FY19 and $5,000 charged to FY20)

The University’s guidelines for year-end purchases are subject to external audit. As you make purchases during this period leading up to and overlapping our fiscal year end, it is important to note when the goods or services were received so they are expensed according to reporting requirements. If the timing of receipt is not clearly noted on the invoice, it would be beneficial to help call the receipt date to accounting’s attention by clearly marking the appropriate fiscal year for the expense, based on the above guidelines, on the pay request.

Please contact Jeni Baugher at x4509 orjenifer.baugher@drake.eduwith any questions you might have.

Year-end timeline:
In order to facilitate efficient and effective year-end processing, the following timeline is recommended for the fiscal year ending June 30, 2019.

Heather Travis, Finance and Administration

Bulldog Football Camps at Drake University would like to extend an invitation and discount to any employee who has a child interested in attending a summer football camp. There are a variety of options in both June and July, with age groups ranging from kids entering 3^rd grade up to prospects about to begin their senior year of high school. Visit drakefootballcamps.com for more information about each type of camp, and contact todd.stepsis@drake.edu with questions about additional registration information. Hope to see you this summer!

–Todd Stepsis, Drake Football Head Coach 

Drake now has a master business account with Amazon.  We’d like to have departmental or individual Amazon business accounts you may be using converted to the master business account by the end of June.  Please do not use your personal Amazon accounts to order items for Drake University. Please email caron.findlay@drake.edu for instructions on how to make the transition to the master account.  It is quick and takes minimal effort.

Thank you!

–Caron Findlay, Finance and Administration 

It is not too late to register! The Des Moines Corporate Games is an eight-week company based competition (June 1–July 31) that promotes teamwork and company pride. Events range from team-based to individual and competitive to recreational. Whether you are a trivia buff or a triathlete, there is an event for you.

All activities are held in the evening and on weekends, and are free (except for golf cart rental). You may participate in one or more events and they are open to all full-time and regular part-time employees, interns, and retirees. Drake is competing against other local companies for a chance to win individual and team medals as well as the Corporate Games trophy.

For registration information, email linda.feiden@drake.edu.

–Linda Feiden, Human Resources

With the University’s fiscal year-end (June 30) approaching, below are recommended guidelines for efficient and effective year-end processing of purchases.

Accounting for departmental expenses:
In accordance with generally accepted accounting principles, Drake is required to report transactions in the proper fiscal period. For that reason, expenses are recorded in the period when goods are received and/or services are rendered. In short, items expensed to a FY19 budget will need to be received before June 30, 2019.  Factors such as budget allocation, invoice receipt, or payment issuance would not have an impact on the application of expenses within a fiscal period.

Exceptions to this general rule apply when a benefit of service or receipt of item extends into multiple fiscal years. In such cases, the following guidelines will be applied.

• Expenses less than $5,000: will be charged against the fiscal year in which the majority of the expense will be incurred. (For example, if a subscription is purchased for $3,000 and covers the period of 7/1/18 through 12/31/19, the expense would be charged to FY19)
• Expenses greater than or equal to $5,000: will be split into the fiscal years according to the percentage of benefit received during each fiscal period. (For example, if a subscription is purchased for $10,000 that covers a period of 7/1/18 through 6/30/20, $5,000 would be charged to FY19 and $5,000 charged to FY20)

The University’s guidelines for year-end purchases are subject to external audit. As you make purchases during this period leading up to and overlapping our fiscal year end, it is important to note when the goods or services were received so they are expensed according to reporting requirements. If the timing of receipt is not clearly noted on the invoice, it would be beneficial to help call the receipt date to accounting’s attention by clearly marking the appropriate fiscal year for the expense, based on the above guidelines, on the pay request.

Please contact Jeni Baugher at x4509 orjenifer.baugher@drake.eduwith any questions you might have.

Year-end timeline:
In order to facilitate efficient and effective year-end processing, the following timeline is recommended for the fiscal year ending June 30, 2019.

Heather Travis, Finance and Administration

On Thursday, May 23, at 7:30 a.m., ITS will be renewing a certificate on one of the servers that supports authentication to the wireless network. This change will result in prompts to accept the new certificate on any non-Drake owned devices connecting to the secure wireless networks – both DUStudent and DUFacStaff. Please accept the certificate when prompted. This should only need to be done once per device. Thank you!

–Carla Herling, IT Communications

The 2019 Learning Symposium will convene around the theme Drake Tomorrow: Why We Change, How We Change. The student body of the future is ever evolving, and demographics will change dramatically in coming years. Thus, Drake faces a choice.  Do we react to these changes as they occur? Or do we try to control our own destiny by planning, making decisions that will secure the future of the University, learning to serve our current students while working intentionally to plan for future generations of students. This will be the focus of this year’s Learning Symposium.

The 2019 Learning Symposium will be Friday, Aug. 16, in the Olmsted Center. The Provost’s Council is currently seeking proposals for the break-out sessions. Access the complete Call for Proposals here: 2019 Learning Symposium Call for Proposals.

Proposals are due to Drinda Williams in the Office of the Provost by Friday, May 24.

Drinda Williams, Academic Support Specialist, Office of the Provost