Office of Financial Affairs
Office of the Controller
The Controller’s Office develops systems, policies and procedures for the management of the College’s financial resources and ensures compliance with Generally Accepted Accounting Principles (GAAP).
We provide information and analysis to assist departments in achieving objectives that support the College’s goals. Specific responsibilities include, but are not limited to, policy and procedure review, transaction processing, investment, endowment, fixed asset accounting, and financial reporting – including the preparation of the College’s audited financial statements and tax returns.
***The cashier's office is no longer located on the 13th floor of the Ansin Building at 180 Tremont Street.***
As of July 11, 2014, the Cashier’s Office is located in Room 205 of the Human Resources Suite located in the Transportation Building.
Please note that Summer Cashier Hours are not changing.
Summer Cashier's office hours are:
- Wednesdays: 10 am – 12 pm
- Fridays: 11 am – 1 pm
Normal cashier hours will resume again starting the week of August 25, 2014.
Please contact Claudia Borden via e-mail at Claudia_Borden@emerson.edu or at 617-824-8260 with any questions regarding these hours.
When picking up a reimbursement check, all employees and students must show a picture ID. Only the payee of the check can pick up the check.
Payroll checks for individual departments are placed into an interoffice envelope, which may be picked up by a designated (non-student) employee of the department.
Under no circumstances may a student pick up a check of another student or the checks for a department.
After reviewing monthly account status reports in Banner, department managers and/or administrators may need to transfer posted charges to a different activity or object code. We request that all charges be transferred, via the Expense Transfer/Journal Entry Form, to the object code that best describes the transaction (i.e. office supplies should be posted to the Office Supplies/Equipment object code, postage should be charged to the Mail/Postage Object Code, etc.). Please note that all applicable areas of the form must be completed and appropriate signatures must be noted for the form to be processed. Adequate supporting documentation should accompany the form sent to our department for processing. In addition, the reclassification of an expense or transfer of funds for an expense may only be made after an item is paid for and not based upon an open purchase order.
Cash Receipts Vouchers
Cash receipts, along with a completed Cash Receipts Voucher, should be brought to the Cashier for deposit in the bank and recording in the College’s general ledger. Departments should verify that all information on the voucher is correct and that amounts noted on the form agree to cash, checks and credit card information accompanying the voucher. As a general rule, cash and checks should not be held over a weekend by any department and foreign currency should not be accepted.
A Petty Cash Reconciliation Form is utilized when petty cash funds need to be replenished. The departments on campus who have been authorized to have a petty cash fund should complete this form at least semi-annually.
Month-End Closing Process
Financial Affairs conducts a two-step monthly closing process. Within the first 5 business days of the subsequent month, all chargebacks are submitted, edited, and posted to the general ledger. At the same time, standard monthly journal entries, adjusting entries, and expense transfer requests received from department managers are reviewed and posted. On the 6th business day, the financial records of the closing month are archived, meaning that the information is available for departmental review. The month remains open for the next 5 business days. During this time, the accounting staff continues preparing account reconciliations. If adjusting or reconciling items are necessary to complete the reconciliation, these will be posted during this time. After the 10th day of the subsequent month, the month end close is complete and no further general ledger adjustments can be made.
Year-End Closing Process
Emerson’s fiscal year end is June 30th. Year-end procedures are generally the same as monthly closing procedures; however, there are a few key differences. An in-depth memorandum will be sent to all faculty and staff explaining the specifics for the year-end close sometime in mid-to-late April.
Data Entry Clerk