FY2025 year-end deadlines approaching

Please see the following communication regarding the upcoming fiscal year-end deadlines:

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, 2025. 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 14, 2025 - Non-contract requisitions over $100,000. (Non-contract items are not available on state or agency contracts.)
• April 14, 2025 – Non-contract requisitions between $25,000 and $100,000.
• May 1, 2025 – Requisitions up to $25,000, state or agency contract purchases for any amount.

Project requests and purchases:

• March 14, 2025 - 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 14, 2025. 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 Ranee Parker at (478) 445-8607.

e-Procurement:

• Will not allow requisitions to be entered after May 1, 2025. Requisitions must be entered before 5 p.m. on May 1, 2025, 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) 445-0504.

P-Card cutoff dates:

• May 26, 2025– All P-Card transactions occurring between April 28, 2025, through May 27, 2025, must be allocated and signed off by cardholders and approvers in Works.  P-Card purchases after this date will not be included in the FY2026 budget. This cutoff will help ensure that all transactions posted on or before this date are posted to your FY2025 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 FY2026 budget. You can continue to use your card after the above date with the understanding that those charges will be posted against your FY2026 budget.
• June 6, 2025 – Signed P-card statements with receipts and approvals are due in the Purchasing Department by 5 p.m.

Accounting Services cutoff dates:

• May 1, 2025 – 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 10, 2025.
• June 5, 2025 – All petty cash requests for reimbursements are due to Accounting Office by 5 p.m.
• June 12, 2025 – Approved paper travel expense statements (for non-employee, encumbered or international travel) are due by 5 p.m.

Travel cutoff dates:        

• May 1, 2025 – Year-End Travel Form (see attached)- This form is required for any travel within May 1, 2025 – June 30, 2025, period for encumbrances purposes. All Year- End Travel Forms should be sent to susan.demmon@gcsu.edu.
• June 12, 2025 –Last day to submit online travel for reimbursement. 

Reminder - New vendors:

• Purchasing and Accounting will need to allow four (4) weeks to validate new suppliers as we approach the year-end deadlines.

User Charges cutoff dates:

• June 6, 2025 – 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 21, 2025 – Any hours submitted after June 21, 2025, for Non-Benefitted Temporary Employees (students, casual labor, hourly rehired retirees) will be posted to the FY 2026 budget. Please keep this in mind for any employees working during the June 22 – June 30, 2025, time period.

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

• Purchase Orders and P-Cards (Purchasing) – (478) 445-0504
• Petty Cash (Accounting) – (478) 445-8516
• 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
• Facilities Planning - (478) 445-8607

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

The Office of the Vice President for Finance & Administration