All Staff, 

In keeping with tradition, here are the critical dates related to our fiscal year ending March 29, 2013.

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. Thanks 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 5, 2013.

·         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 that have already occurred, 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 Friday, April 5, 2013 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.

·         Please be sure that Accounts Payable receives your expense reports and/or reimbursements no later than 5:00 on Monday April 8th, 2013 (Projects: See below for billing cutoff dates).

Ø  Invoice Submission:

·         Abt Associates is required to record in its financial statements all costs incurred prior to March 29, 2013 (even if that work has not yet been billed to Abt).

§  This includes not only charges from consultants and subcontractors but also charges from other vendors, whether the nature of the work is direct or indirect.

·         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 of all types must be received by Accounts Payable no later than 5:00 on Monday April 8th, 2013 (Projects: See below for billing cutoff dates).

Ø  Expense Accruals:

·         A detailed list of estimated costs incurred before March 29, 2013, for which you are unable to obtain and submit an invoice before 5:00 on Monday April 8^th, 2013, should be submitted to your Division Controller (Tom Hopper/Beata Diagne – USH and SEP, Sarah Guroff – ERD and IEG, Janelle Poldy – IHD, Mike Powers – Corporate Departments) by the close of business on Tuesday, April 9, 2013.  If you have questions in regard to accruals, please contact your Controller.

§  April 9, 2013 is the last day we can record project costs in the accounting system for fiscal year 2013.

§  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: 

·         Please refer to the End of Fiscal Year Accounting Procedures email sent by Margaret Luttmann on January 29.

§  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, modify, and/or transfer project or indirect expenses must be received by Accounts Payable by Noon on Tuesday, April 9, 2013.

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 FY13 period 12.

Ø  Billing Deadlines:

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

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

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

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