Columbia College | Columbia Engineering

2021 Year-End Deadlines for Student Groups

Recognized student groups should take note of the following year-end fiscal closing deadlines for Spring 2021.

DateItemDescription
N/ATravel Card AppointmentsDue to the discontinuation of Columbia-supported travel, appointments for travel cards have been suspended.
N/APetty CashDue to the discontinuation of in-person programming, the use of petty cash has been suspended.
N/AStudent Group P-CardsAll student group P-Cards have been suspended and can be discarded. Please alert your adviser if the need for a P-Card purchase arises. All future or continuing P-Card holders will be issued new P-Cards.
Friday, April 30Vendor Profile Creation/ModificationFinal date to submit new vendor requests or modify existing records. Any vendor who has not done business with or been paid by Columbia before requires a new vendor profile creation.
Friday, April 30Outgoing Charitable Donations to External
Organizations
Final date to submit all required documentation and vendor setup request for charitable donations to an outside organization.
Monday, May 10Execution of Contracts/Service
Agreements, Performance Agreements, Honoraria
Final date to submit any outstanding documentation for services provided before Friday, May 10 and require a purchase order. Any contracts dated after Friday, May 10 will be reviewed on a case-by-case exception basis.
Monday, May 10Requisitions/Purchase Orders/Performance Agreements/ContractsFinal date to submit any outstanding documentation for services provided before Friday, May 10 and require a purchase order. See our payment guide for details.
Friday, May 21Invoices and TBERsAll outstanding invoices should be delivered to Administration and Planning (USLadmin@columbia.edu), including requests for TBERs, check requests and travel advance reconciliations.
Friday, May 21Student Leader PaymentsFinal date to submit all outstanding student leader payment requests.
Friday, May 21Student Group P-Card PurchasesLast day for admin P-Card purchases on behalf of student groups. All required P-Card documentation must be reconciled and submitted by this date and no further transactions may be made. Student group P-Card will be analyzed for future group eligibility.
Friday, May 21Student Group Co-sponsorship RequestsFinal date to process transfers between student groups. For student group to student group co-sponsorships, be sure to submit a financial transaction form (FTF).
Friday, May 21Transfers to/from other Departments/Schools/UnitsFinal date to process internal transfer of funds (ITFs) between other units, departments and/or schools. For Columbia department co-sponsorships, correspondence that includes the Journal ID/Internal Transfer of Funding (ITF) number must be submitted to USLadmin@columbia.edu.
Friday, May 28EventBrite DepositsClose out and request funds from EventBrite.
Friday, May 28Deposits/RevenuesIf there is an outstanding cash or check deposit that has not hit your student group account, alert your adviser by Friday, May 28.
Friday, May 28Internal Charges (e.g. Dining, Facilities)Ensure all internal charges that you are anticipating have hit your student group account.
Tuesday, June 15P-Card PurchasesFinal date to submit new vendor requests or modify existing records for services provided prior to Friday, March 13.
Monday, August 16Student Group Programming EndsThe last day for student group programming and events.
TBDLast Call: Any Other Remaining Outstanding
Payment Documentation
Last call for payment requests/invoices/bills associated with previously approved financial transaction forms (FTFs) or agreements previously executed by Columbia officers and owed to already approved Columbia vendors only.

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