Fiscal Year Deadlines

• September 5, 2023, noon
  • Standing orders: Send all invoices for standing orders to accounts payable
    • If a standing order expires August 31, 2023, no encumbrances will be carried forward into FY24, unless there are known charges outstanding.
    • Any invoices received after September 5, 2023 for standing orders that expire August 31, 2023 should be sent to Accounts Payable immediately upon receipt to be paid from fiscal year 2023 funds.
• September 13, 2023, 3 p.m.
  • All fiscal year 2023 invoices
    • Send all invoices payable in fiscal year 2023 to Accounts Payable. All invoices received after this date by Accounts Payable will be paid with fiscal year 2024 funds unless arrangements have been made to set up the charge as a year-end payable.

• August 31, 2023, 5 p.m.
  • Grant funds: expiring August 31, 2023
    • P-Card transactions utilizing grant funds should not be made after August 31, 2023.
• September 6, 2023, 5 p.m.
  • P-Card reconciling for August 4 to September 3 billing cycle
    • Transaction reconciliations must be completed and P-Card statement reports submitted.
• September 8, 2023, 5 p.m.
  • P-Card approvals for August 4 to September 3 billing cycle.
    • Approvals must be signed by supervisor and financial managers.
  • FY23 transactions not posting until FY24
    • The bank post date determines the FY funds for a transaction.
    • Attach receipts to completed P-Card Transactions Requiring FY23 Funds form and email to the P-Card coordinator no later than Friday, September 8. Complete this form only if FY23 funds must be used for FY23 transactions that post in FY24.

All department requisition approvals must be posted by the date and time shown.

• July 21, 2023, 5 p.m.
  • Requisitions requiring formal written solicitations
    Includes goods or services on any FOP for any amounts greater than $50,000 and not available through an existing contract
• July 28, 2023, 5 p.m.
  • Requisitions requiring informal solicitations
    Includes goods or services on any FOP for amounts from $15,000.01 to $50,000 and not available through an existing contract
• August 4, 2023, 5 p.m.
  • Requisitions for items available through a cooperative contract, a state contract, or from a proprietary source
    Includes goods or services on any FOP for any amount
• August 18, 2023, 5 p.m.
  • Requisitions requiring no solicitation or contract
    Includes goods or services on any FOP for amounts equal to or less than $15,000
  • Last day to enter requisitions using FY23 funds

• August 31, 2023, 5 p.m.
  • All FY23 travel expense reports must be submitted and approved.
  • All FY23 T-Card transactions must be assigned to report, reconciled, and approved.
  • All FY23 cash advances must be reconciled.