Mark your calendars for a retirement reception to honor and celebrate Lee Jolliffe, professor of journalism and mass communication, on Wednesday, May 10, from 3:15 to 5:30 p.m. in Collier-Scripps Hall, Room 308.

With the University’s fiscal year-end (June 30, 2023) approaching, below are recommended guidelines for efficient and effective year-end processing of financial transactions.

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 the FY23 budget will need to be received before the ‘end of the business day’ on June 30, 2023.  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 7/1/22 through 12/31/23, the expense would be charged to FY23 because 12 months are in FY23 and only 6 months are in FY24)
• 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 and covers a period of 7/1/22 to 6/30/24, $5,000 would be charged to FY23 since 12 months are for FY23 and $5,000 charged to FY24 because the remaining 12 months is in the following fiscal year)

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 the attention of accounting by clearly noting the appropriate fiscal year, based on the above guidelines, in the business description in Finance Self Service.

Please review the notice for processing year-end transactions through the new Finance Self-Service tool as well as a timeline for processing year-end transactions.

For questions, contact Jeni Baugher at jenifer.baugher@drake.edu.

— Jeni Baugher, Accounts Payable Supervisor

Thank you to everyone who joined us for the Sapphire Awards hosted by the All Staff Council Recognition Committee and Human Resources. The committee recognized 14 individuals and 3 groups who received True Blue Awards throughout the year. One individual and one group are voted on by All Staff Council members to win the Sapphire Award.

Congratulations to Rob Ebel on winning the individual Sapphire Award!
Here is an excerpt from his nomination: “Managing construction projects also means that you manage change. It is with a servant’s heart that he strives to help our clients (faculty, staff, students) through the changes that construction progress brings.”

Congratulations to Sara Heijerman & Erica McGowan on winning the group Sapphire Award!
Here is an excerpt from their nomination: “Although the book club is not part of their regular responsibilities at Drake, they show their generosity of spirit by joyfully taking on this project, and carefully planning it out to make sure the book selections are diverse, all participants have a say in the selections, and that the social gatherings are varied to accommodate both on campus and remote employees.”

Congratulations to all of the 2022-2023 True Blue Winners!

• Lilianna Bernstein
• Dan Burkett
• Maureen De Armond
• Rob Ebel
• Maggie Fiala
• Alice Fynaardt
• Karly Good
• Sheila Goodwin
• Mary Beth Holtey
• Terry Janssen
• Brandi Miller
• Kevin Moran
• Jeannie Nielsen
• Kara Vaughn

Group winners:

• Helen Frizel & Chanelle Harris – Sodexo
• Sara Heijerman & Erica McGowan – University Book Club
• Korrine Jackson & Heather Winslow – Payroll

— All Staff Council Recognition Committee

Students utilizing Drake’s tuition waiver benefit for undergraduate degree programs in the Fall 2023 or Spring 2024 semesters are required to complete the 2023–2024 FAFSA before July 1, 2023. See Drake’s Tuition Waiver Policy for more details.

Employees should complete the Tuition Waiver Application for each semester that the employee or eligible dependent wishes to utilize this benefit.

— Ryan Zantingh, Director of Financial Aid

Please join us Tuesday, April 18, in the Cowles Library Reading Room for the Provost’s Social. This month’s Social will follow All Staff Council’s Sapphire Awards, where the Sapphire awards and the Madelyn M. Levitt Distinguished Community Service award will be presented.

The Sapphire Awards will begin at 3:30 p.m. in the Cowles Library Reading Room and will be immediately followed by the regular social at 4 p.m. Please join us to enjoy some refreshments and celebrate our colleagues.

Refreshments will include light snacks, beer, wine, soft drinks, and cake. This is a family-friendly event, so please feel free to bring your children or partner!

— Madison Bemus, Provost’s Office

Recruitment is currently underway for the Director of Environmental Health & Safety.  To ensure coverage during this interim period, a coverage plan has been developed as outlined below.

First, all non-emergency questions can be e-mailed to ehs@drake.edu; we will continuously monitor this email. Please be sure to include your name, title, department and phone number so we can refer you to the appropriate individual.

For lab related questions or questions about chemical or hazardous waste pick up, you may also reach out to Nick Crumpton at nick.crumpton@drake.edu. Nick is a Chemistry Lab Assistant and is well equipped to answer lab safety questions, facilitate chemical pick up or connect you to other resources, as needed.

For general health and safety questions, reach out Public Safety at 271–2222. For COVID-19 related questions, please contact Scott Law at Scott.Law@drake.edu

Workers Compensation and occupational health related questions can be referred to ehs.@drake.edu. If you need to report a workplace injury, please complete a first report of injury form here.

Thank you for your patience during this time of transition.

— Venessa Macro, Chief Administration Officer

Join fellow Drake colleagues on Tuesday, April 18, at 3:30 p.m. for this year’s Sapphire Awards, hosted by All Staff Council.  The award ceremony will be held just prior to the Provost’s Drake Social in the Cowles Library Reading Room. 

All Called to be True Blue recipients from this past academic year will be recognized, with one individual and one team receiving the coveted Sapphire award. The winner of this year’s Madelyn M. Levitt Distinguished Community Service award will also be announced.

— Linda Feiden, Human Resources