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Each year as the college’s fiscal year end approaches, there are a number of financial procedures that department heads and budget managers should be aware of in order to meet the year-end closing, auditing, and financial reporting schedules.

To achieve proper valuation of the college’s assets at fiscal year-end, invoices must be charged in the fiscal year in which the goods are received, services are performed or when the travel takes place. Included in this deadline are all reimbursements to faculty, staff and students, both paper requests or out-of-pocket expenses processed via JP Morgan SmartData. Invoices for goods not delivered to you, services not performed, and travel that will not take place until after June 30 will be charged to next year’s budget.

The fiscal year 2024 (FY24) started July 1, 2023 and ends June 30, 2024.

Cash & Checks Received After June 30

Cash and checks received after June 30, should reference the appropriate fiscal year on the deposit support. 

Federal & Private Grants & Contracts

At the end of each fiscal year, all active external grants and contracts are reviewed for invoicing and financial reporting purposes, including closed if applicable. If you are responsible for the financial administration of an external grant or contract, it is recommended that you review all expenses that have been processed against your grant this fiscal year. Grants administration provides a summary of personnel expenses for all external grants, to the principal investigator prior to June 30.




Prepaid expenses, journal entries and inter-departmental charges

Mandy Zajac

Help with invoices and expense reimbursements

Chris Clark

General accounting and FOAPAL

Rosiane LaRose


Jess Flynn


Marcia Kennick

Purchase and blanket orders, College Corporate Card

Kerry Connors

Grants/sponsored projects

Kate Wallen

Budget transfers

Bryce Wallace


Matthew Motyka

Contact Accounts Payable

College Hall 103

Smith College

Northampton, MA 01063

Phone: 413-585-2229 Email:

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