FY2025 year-end upcoming deadlines for April and May

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

CRITICAL DEADLINES

Purchase Order cutoff dates:

• 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.

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.

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.

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.

Reminder - Monthly Expenses

• As your department considers projected expenses for year-end needs, please be aware of any expenses that do not encumber and are posted on a monthly basis. Examples include Verizon Wireless, VoIP, Purchasing Card (P-Card), Transportation, Print Shop, Bookstore, Bank Card, and postage. Be mindful of these needs to ensure sufficient departmental funds are available to support these expenses.
   

Reminder - New vendors:

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

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