Fiscal Year End

Business and Finance: Year-End Processing

Activities and Deadlines:

Process FY 24 purchase requisitions that require sealed bidding ($100,000 or more)

Friday, May 3, 2024
Submit budget revisions for travel and supplies for FY 24 to Budget and Finance

Friday, May 24, 2024
Process FY 24 purchase requisitions that do not require sealed bidding (less than $100,000) 

Friday, May 31, 2024
Last day to place FY24 order in eBucs

Friday, May 31, 2024
New year purchase requisitions will be entered into Voyager after go live (FY 25 budgets are available)

Beginning Monday, July 8, 2024
Last day to request a student balance of aid check disbursement

Thursday, June 27, 2024
Last day, FY 24 Procard Transactions.  Depends on vendor card processing.

Monday, June 17, 2024
All petty cash and new loan activity ends

Tuesday, June 21, 2024
All funds on hand must be deposited with the cashiers in Financial Services before 11:00 a.m.

Friday, June 28, 2024
Last day for approved Fiscal Year Salary Allocations and Extra Compensation forms for FY 2024

Friday, July 5, 2024
New FY25 purchase orders are released to suppliers by Procurement

Monday, July 8, 2024
All Account/Notes Receivable information must be submitted to Office of Financial Services.

Friday, July 5, 2024
All FY24 blanket purchases ordered are cancelled by Purchasing

Thursday, June 13, 2024
Last day for any financial corrections and approved budget revisions

Tuesday, July 16, 2024
 

Requisitions for Current Year Purchase Orders:

The last day to place orders (create requisitions) in eBucs, the electronic purchasing system, using 2023-2024 funds is June 1, 2024. This includes university, grant and foundation accounts. Requisitions placed in eBucs by June 1, 2024 will be processed into purchase orders no later than June 30, 2024.

Requisitions that require sealed bids for products and services $100,000 or more must be entered and approved in eBucs no later than May 3, 2024.

Between June 1, 2024 and June 30, 2024 no orders can be placed in eBucs.

Beginning July 8, 2024, orders for the new 2024-2025 fiscal year can be entered into Voyager, as the new fiscal year funds will be loaded into Voyager. 

Procards: It can take several days for Procard charges to post to your Procard account. Purchases made using the Procard for non-eBucs orders should be made early enough to assure they process through the vendor and are available on the US Bank system. 

Receipts for Goods and Services: Departments should continue to create receipts in eBucs for goods and services received. There is no suspension for the receipting process. If an invoice does not get paid in ebucs before year end then you may have to receipt it in Voyager as well.

Reimbursement Requests, Advertisements and Copy Paper Requests: The following forms will continue to be available for processing in eBucs beyond June 1. Requests submitted on these forms after the dates listed below may be paid from FY 24-25 funds.

Reimbursement Requests = June 30, 11:30 am
·         

Business Meals
Non-Food
Travel Claim
Team/Group Travel
Study Abroad Travel
Food Events for June – July = June 30, 11:30 am
·         

Food Order Non-Sodexo
Sodexo Custom Orders
Sodexo Punch-Out
Direct Billed Rental Vehicles (Enterprise) = June 30, 11:30 am
Advertising = June 30, 11:30 am
·         

Display/Marketing
Employment
Copy Paper Request = June 22, 2024 at 4:00 pm
 

Review Open Encumbrances: Each department should review purchase order encumbrances in Banner Self-Service against their accounts for items that should be unencumbered. (Ex. Blanket orders against which no additional orders will be placed, remaining items on the PO that have been canceled by the company, invoice was less than the PO amount and remaining encumbrance needs to be canceled, etc.). Send a memo or email to Accounts Payable, comptroller@etsu.edu to request encumbrance removals for purchase orders. Only send notification to cancel a purchase order AFTER FINAL PAYMENT against the PO has been completed in Banner.

Invoices and Reimbursable Receipts for goods or services received prior to June 30th will be charged to the current FY 23-24 budget. Any reimbursable invoices or receipts for goods or services received after July 1st will be charged to the new FY 24-25.

Any questions regarding the year-end purchasing process can be addressed to Procurement, ext. 96113.

June Deadlines:

All Petty Cash activity ends for fiscal year 2024 on June 21st. All Petty Cash funds will be called and counted prior to June 30th and are subject to re-count by Internal Audit or State Audit.
All new loan (Perkins, SGA, short-term loans, etc) activity for fiscal year 2024 will be stopped on June 21st.
The last day to request a student balance of aid check disbursement for fiscal year 2024 is June 21st.
All funds on hand must be deposited with the cashiers in the Office of Financial Services before 11:00 a.m. on Friday, June 28th.
FYSA and Extra Compensation Forms:

All approved Fiscal Year Salary Allocations forms for fiscal year 2024 (retroactive changes for the fiscal year 2023) must be received in the Office of Financial Services by 4:30 p.m. on July 3rd.
All approval processes must be completed for extra compensation and the form must be received in the Human Resources Office before 4:30 p.m. on July 5th for inclusion in fiscal year 2024.

GoldLink and e-Print:

Preliminary financial reports for June are available on GoldLink and Banner e-Print beginning July 8th. Departments are responsible for reviewing reports on GoldLInk or e-Print. Last day for corrections to charges after reviewing the preliminary financial information is Tuesday July, 18th. These changes must be received in the Office of Financial Services by 4:30 p.m.

Accounts Receivable:

All miscellaneous Accounts Receivable invoicing for fiscal year 2024 stops on Friday, July 5th. All requests and accounts/notes receivable information should be received by Brianne Hayes in the Office of Financial Services before 4:30 p.m. The accounts/notes receivable information should be listed in TBR format showing aging, accrued interest, deferred, etc., which has been provided to each department routinely recording accounts receivable.

Budget Revisions:

Last day for approved budget revisions to be received in the Budget Office is Tuesday, July 16th. In accordance with approved university policy, any budget account which reflects an aggregate over-run on travel, operating and equipment at the end of the fiscal year may have the amount of the over-run deducted from the following year’s allocation. The reviewing official will identify the source for which the reduction will be made.

Any questions regarding the year-end processes can be addressed to the Office of Financial Services, ext. 94275 or the Budget Office, ext. 94383.