The finance office will be hosting a retirement open house to celebrate the retirement of Kathy Jefferson, payroll coordinator on Thursday, June 27 from 1–3 p.m in Levitt Hall. Kathy Jefferson will be retiring from Drake on June 30 after 41 years of serving faculty, staff, and students as the University’s payroll coordinator. Please join us in thanking KJ for her dedicated service and commitment to Drake’s mission, and congratulating her on this well-deserved retirement.

Korrine Jackson will be joining the finance team as our new payroll coordinator on Monday, June 10. Korrine brings a wealth of knowledge to Drake with over 13 years of accounting and payroll experience, including six years of experience in payroll for higher education. Korrine’s office will be located in the human resources office. Join us in extending a warm welcome to Korrine.

–Heather Travis, Office of Finance & Administration

The Office of the Provost will host a retirement open house for Nancy Geiger, student information analyst, on Thursday, June 20 from 2–4 p.m. in Levitt Hall. Nancy is retiring after 35 years of service to the university. Please join us for a celebration of her service and to wish her well.

Jenny Tran-Johnson, Office of the Registrar

Coping with the loss of a close friend or family member may be one of the hardest challenges that many of us face. Everyone reacts differently to death and employs personal coping mechanisms for grief.

Employee & Family Resources (EFR) offer a variety of Employee Assistance Program (EAP) benefits to full-time Drake employees and their family members, including phone-based support, an online chat feature (http://www.efr.org/chat/), and in-person counseling. You may call EFR 24/7 at 1-800-327-4692 or visit them at www.efr.org/myeap.

Drake also provides time off without loss of pay to attend a funeral, make funeral arrangements, or assist you in the grieving process for a member of your immediate family.  A copy of the Bereavement Leave Policy can be found on the Employee Home page of myDrake under the Human Resources icon at the top of the page.

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