P-Card, Petty Cash and Monthly User Year-End Deadlines - MAY 26 and June 9

UPCOMING CRITICAL DEADLINES

The fiscal year-end is approaching, which means we must accurately account for the institution's financials before closing out the fiscal year 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

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 p.m.

Accounting Services cutoff dates:

• June 9, 2023 – All petty cash requests for reimbursements are due to Accounting Office by 5 p.m.
• June 16, 2023 – Approved paper travel expense statements (for non-employee, encumbered or international travel) are due by 5 p.m.

Travel cutoff dates:        

• June 14, 2023 –Last day to submit Online Travel for reimbursement. For questions on year-end travel, please call Omega Hedgepeth at 478-445-1178 or email her at omega.hedgepeth@gcsu.edu.

User Charges cutoff dates:

• June 9, 2023 – Deadline for monthly user charges including Bookstore, gas, mail and Print Shop. 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