Subject: Fiscal Year End Deadlines - PLEASE REVIEW
From: Kevin O'Reilly <[email-masked]>
To: Candy Mathieu <[email-masked]>
Date: Wed, 19 Feb 2014 18:32:48 +0000

All Staff,

In keeping with tradition, here are the critical dates related to our fiscal year ending March 28, 2014.

Please take action on these items as soon as you can rather than waiting until the deadlines are upon us as these dates are not flexible. Thank you in advance for your efforts.

Ø  Labor Adjustments:

·         All paper and electronic labor adjustments must be received by Payroll no later than Noon on Friday, April 4, 2014.

·         Time remaining in the subaccount after this date will be charged as an unallowed expense to your respective division/department.

Ø  Travel Advances and Prepaid Airfare:

·         All outstanding travel advances and American Express charges, for business or events, incurred on or prior to March 28, 2014, need to be cleared or reimbursed to Abt Associates as soon as possible.

·         Balances greater than 90 days old and not cleared by Noon on Monday, April 7, 2014 will either be deducted from your paycheck or charged as an unallowed/unbillable cost against your respective project /division /department depending on the specific circumstances.

Ø  Invoice and Expense Report Submission:

·         Abt Associates is required to record in its financial statements all costs incurred on or prior to March 28, 2014 (even if that work has not yet been billed to Abt).

§  This includes ALL of the listed invoice charges, whether the nature of the work is direct or indirect.

·         Employee Expense Reports – for travel and/or other costs incurred

·         Standard Vendors i.e. Staples, FedEx

·         Consultants

·         Subcontractors

·         Department Managers, Project Directors, Portfolio Managers and other responsible individuals should make every effort to obtain up-to-date invoices from each of their vendors.

·         All invoices and expense reports of all types must be received by Accounts Payable no later than Noon on Monday, April 7, 2014 (Projects: See below for billing cutoff dates).

Ø  Expense Accruals:

·         A detailed list of estimated costs incurred on or prior to March 28, 2014, for which you are unable to obtain and submit an invoice before Noon on Monday April 7th, 2014, should be submitted to your Division Controller (see below for listing) by the close of business on Tuesday, April 8, 2014.  If you have questions in regard to accruals, please contact your Controller.

§  April 8, 2014 is the last day we can record project costs in the accounting system for fiscal year 2014.

§  Please note that government auditors are increasingly attentive to the periodicity of costs charged to a particular year, therefore, it is very important that sufficient attention be given to this effort.

§  Thresholds for these accruals are $1,000 for expense reports and $5,000 for everything else.

Ø  ROVS (Remote Office Vouchers):

·         Please refer to the End of Fiscal Year Accounting Procedures email sent by Margaret Luttmann on January 17.

§  Do not hesitate to contact Margaret or your IAM if you have questions about the process.

Ø  Other Cost Adjustments (e.g., travel, invoices, FedEx, etc.):

·         Requests to change and/or transfer previously recorded project or indirect expenses must be received by Accounts Payable by Noon on Monday, April 7, 2014.

Ø  Funding/Contract Paperwork:

·         All contract set-up forms or modifications should be forwarded to GlobalSupport (for International Projects), PAs (for Domestic Projects), and then to the Billing department immediately to ensure the appropriate level of revenue recognition.

·         Project Directors, Portfolio Managers and other responsible individuals should review project funding limits, billing rates and incurred costs and adjust as necessary to ensure accuracy and a smooth close of FY14.

Ø  Billing Deadlines:

**We cannot adjust bills for costs received after the deadlines noted below**

Preliminary P12

(To be invoiced in April)

Subcontract, vendor and consultant invoices

3/26/14 5:00 p.m.

Travel Expense Reports

3/26/14 5:00 p.m.

** Costs received after this date will be billed in May **

Ø  Controller Assignments

USH

SEP

ERD

IEG

IHD

IT

CBO

Other Depts

Tom Hopper

or

Beata Diagne

Tom Hopper

or

Beata Diagne

Sara Guroff

or

Dana Abu-Hassan

Sara Guroff

or

Dana Abu-Hassan

Janelle Poldy

or

Teri Mack

Cesar Sanchez

Oswaldo Holguin

Mike Powers

Kevin O’Reilly | Vice President / Corporate Controller | Abt Associates

O: 617-520-2846 | www.abtassociates.com