AIT Campus Bulletin

To ensure that there will be no overlapping of transactions between 2024 and 2025, please strictly adhere to the following guidelines:

1)      2024 Payments cut off 

●        Approved payments received on or before 9^th of December 2024 will be processed for payment transfer on the 16^th of December 2024. Approved payments received between the 9^th and 16^th of December 2024 will be processed at the end of December 2024. Approved payment requests received after 16^th of December 2024 will be processed in January 2025.

●        Please avoid any delay in submission of the above documents since Finance has a deadline to close the annual account. Delay in submission means your request for payment will not be able to charge to 2024 budget.

2)      Payroll

●        Overtime cut off is 13^th December.

●        Actual overtime up to the cut-off date plus estimation of overtime for the remaining weeks up to 31^st December 2024 must reach Finance Office by 13th of December 2024 for accrual in 2024 account.

●        Failure to submit estimated overtime within the deadline means there will be no budget to pay the overtime.

●        All completed documents for reimbursement/refund through salary should reach Finance by 11th December 2024; if not, it will be paid together with January’s salary.

3)      Purchase Requisition (PR) and Purchase Orders (PO)

Before issuing Purchase Requisition and Purchase Order in December 2024, please check whether works/services can be delivered/completed within the year 2024 or not.  If yes, Purchase Requisition must be approved before 13th December 2024 and all Purchase Orders must be approved before 15th December 2024.

Work/service/Goods which cannot be completed/delivered by Suppliers/Contractors within 2024 will be charged to 2025 budget, even if Purchase Requisitions/Purchase Orders are issued in 2024. External Auditor will not accept to record goods /services delivered in 2025 as transactions of 2024.

For materials/ services to be delivered in 2024, please request suppliers to submit their Suppliers’ invoices to Finance office by December 31 for recording in 2024 account.

Note: There is a common misunderstanding that by simply placing Purchase Requisition (PR) or Purchase Order (PO) in 2024, it is sufficient to utilize the 2024 budget.

4)      Settlement of outstanding Promissory Note and RTA

     Please settle your Promissory Note and RTA by 23rd December 2024.

5)      Invoicing to Clients

●        Schools/Units are requested to submit Requests pertaining to work/services performed for third parties in 2024 (e.g. fees recoverable from donors, income due from project sponsors) to the Finance Office by 23rd December 2024.

6)      Internal Charges

●        All Units which have authority to update Internal Charges through ERP must ensure that the charges of 2024 have been completely updated by 23rd December 2024. Units which do not have the authority must submit the Internal Charge Form to the Finance Office by 23rd December 2024.

Other issues

7)      Sponsored Projects under Fund 30/31

Schools/Cost centers must ensure that Form E has been completely issued for all closing projects in 2024. Please also provide the list of the completed projects (both Academic and non-Academic projects) to the Finance office. Khun Vandee, Administrative Staff, will contact schools/units for the list.

For further enquiries, please contact:

●        Ms. Orawan Kosaipolkul, Senior Accounting Manager Ext # 6346

●        Ms. Duangdao, Finance Manager Ext # 6342 (for Payment)

●        Ms. Nattanapat, Payroll Ext # 5054

●        Ms. Janjira, Deputy Director, Procurement, Inventory and Assets Ext # 5029 (for Purchase Requisition and Purchase Order)