FY2023 Year-End Deadlines Approaching

The fiscal year-end is approaching, which means we must accurately account for the institution's financials before closing out the fiscal year on June 30, 2023. This includes ensuring that any funding that can possibly lapse (go back to the State) is accounted for properly. As a state entity, we are governed by certain purchasing policies and procedures, which include deadlines for purchases of varying dollar amounts. To ensure that expenditures are properly reported during the transition of fiscal years, we have deadlines for receiving transactional items. These deadlines, as listed below, are necessary to guarantee that transactions are properly executed and that our financials are appropriately reported.

CRITICAL DEADLINES

Purchase Order cutoff dates:

• March 15, 2023 - Non-contract requisitions over $100,000. (Non-contract items are not available on state or agency contracts.)
• April 14, 2023 – Non-contract requisitions between $25,000 and $100,000.
• May 1, 2023– Requisitions up to $25,000, state or agency contract purchases for any amount.

Project Requests and Purchases

• March 15, 2023 - Requests that require scope development and/or design components (Ex. Renovation, paint, carpet, HVAC, Electrical, furniture, etc.) should be received in the Facilities Planning Office by March 15, 2023. Contractor pricing, lead time for materials and items that require design (architectural, furniture) all take longer than in years past. If you have any questions, please contact Mark Bowen at 478-445-2541.

• e-Procurement will not allow requisitions to be entered after May 1, 2023.  Requisitions must be entered before 5 pm on May 1, 2023, in order to be processed.  Requisitions must also be approved and have a valid budget check by the dates above in order to provide adequate time for processing.  If you have any questions concerning whether items are non-contract or contract, please contact the Purchasing staff at 478-445-4458.

P-Card cutoff dates:

• May 26, 2023– All P-Card transactions occurring between April 28, 2023, through May 27, 2023, must be allocated and signed off by cardholders and approvers in Works.  P-Card purchases after this date will not be included in the FY2023 budget.  This cutoff will help ensure that all transactions posted on or before this date are posted to your FY 2023 budgets.  There may be circumstances where a transaction is delayed and does not post until after the above date.  In those cases, the charge will be posted against your FY2024 budget.  You can continue to use your card after the above date with the understanding that those charges will be posted against your FY2024 budget.
• June 9, 2023 – Signed P-card statements with receipts and approvals are due in the Purchasing Department by 5 pm.

Accounting Services cutoff dates:

• May 1, 2023 – Last day to submit online check requests (i.e., registrations, memberships, direct billings for hotel/car rental, hotel prepayments, refunds, food items, Sodexo invoices, etc.), that are needed before July 14, 2022.
• June 9, 2023 – All petty cash requests for reimbursements are due to Accounting Office by 5 pm.
• June 16, 2023 – Approved paper travel expense statements (for non-employee, encumbered, or international travel) are due by 5 pm.

Travel cutoff dates:        

• May 1, 2023 – Year End Travel Form (see attached)- This form is required for any travel within May 1, 2023 – June 30, 2023, period for encumbrances purposes.
• June 14, 2023 –Last day to submit Online Travel for reimbursement. For questions on year-end travel, please call Omega at 478-445-1178 or email her at omega.hedgepeth@gcsu.edu.

Reminder - New Vendors:

• Purchasing and Accounting will need to allow four (4) weeks to validate new suppliers as we approach the year-end deadlines. The supplier information form must be completed in full by suppliers, otherwise, forms will be returned for updates.

User Charges cutoff dates:

• June 9, 2023 – Deadline for monthly user charges including Bookstore, gas, mail and printshop. For questions, please call Young-Ho Cha at 478-445-6801.

Payroll fiscal year-end notice:

• June 24, 2023 – Any hours submitted after June 24, 2023, for Non-Benefitted Temporary Employees (students, casual labor, hourly rehired retirees) will be posted to the FY 2024 budget.  Please keep this in mind for any employees working during the June 25 – June 30, 2023, pay period.

Please use the following contact list for additional information or clarification:

Purchase Orders and P-Cards (Purchasing) – (478) 445-4458

Petty Cash (Accounting) – (478) 445-2961

Online Check Request (Accounting) – (478) 445-2961

Travel Reimbursements, Travel Advances and Year-End Travel (Accounting) – (478) 445-1178

Payroll – (478) 445-6096

Budget Office – (478) 445-8295

Thank you for your efforts in maintaining these policies and procedures.

The Office of the Vice President for Finance & Administration