Fiscal Year-End Deadlines & Procedures

Accounts Payable

  • For departments who will NOT be on campus for the summer, please turn in all petty cash funds by Friday, May 10, 2019
  • All final Cash Advance Requests for FY2018-19 expense must be received by Finance on or before Monday, June 10, 2019. 
  • Submission of the following FY2018-19 requests must be received by Finance on or before Friday, July 5, 2019:
    • Check Requests
    • Invoices
    • Non-Concur Expense Reimbursement Requests
  • Please submit Petty Cash Logs for expenses through June 30, 2019 to the Finance Department by Friday, June 28, 2019.                                     


End of the fiscal year deposits to be included in this year’s budget must be in Finance no later than June 27, 2019. Checks dated prior to June 30 must be deposited in the current fiscal year. Please look around your desks and file cabinets to see if there are any lingering items that need to go to the bank. If you are taking vacation during the July 4 holiday, please send your deposits over BEFORE you leave.

Petty Cash

Final petty cash reconciliations for this fiscal year are due in Finance no later than June 28, 2019.  Please remember to submit all receipts, cash, and reconciliation reports before this deadline. Please plan ahead and send these over before you leave, if you will be taking vacation over the 4th of July.

Purchase Orders

End of Year Purchase Order Deadlines:

The last day to place orders using the purchase order system is May 31, 2019 for the current fiscal year.  This includes all requisitions which must be budget checked, approved and converted to Purchase Orders. This helps ensure all products or services ordered via Purchase Order will be received by June 30, 2019. 

Fiscal year 19/20 Purchase Orders will need to wait until July 1. 

If you have questions or concerns please contact Matt Hammar by email or call ext. 2162.

Important year–end information for those using University Visa cards:

To ensure a clean cut-off between FY2018-19 and FY2019-20 spending, the last day to use your university Visa card for FY2018-19 purchases is Friday, June 21, 2019. Please refrain from using your card for any purchases after this date. 

If you will be traveling for business during this time, please contact Matt Hammar or Kathi Becker to discuss arrangements on how to handle travel after June 21. Credit card purchases for FY2019-20 can begin on or after July 1, 2019

If you have questions or concerns please contact Matt Hammar at ext. 2162 or Kathi Becker at ext. 2166.

Here is a handy reminder to save to your desktop!