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Year End Expenditure Guidelines FY19

office of the controller

Welcome to the Year End Expenditure Guidelines web page. In compliance with standard audit procedures for Colleges and Universities, we have established departmental deadlines for delivery of goods and services by May 31st. These dates are provided to allow departments sufficient planning time to purchase goods and services for the current year using FY19 Budget Funds. In addition, we have provided important FY20 dates.  Please review these FY19 and FY20 dates and the detailed guidelines with those individuals in your department who have budget and purchasing responsibilities within PeopleSoft.

If you have any questions about the Year End Expenditure Guidelines, please contact Greg Moore at 2-3362, or

The FY19 Year End Information Presentation provides a summary of the informational session offered by Procurement Services, Human Resource Service Center and the Budget Office in April 2019.  Please contact Rita Carlo with any questions at 2-4855, or 

Important Deadlines for FY19

April 5
  • Last day for FY19 requisitions for major equipment to be bid out 
  • Last day to order furniture for delivery by May 31st
April 26
  • Last day to order Dell computers for delivery by May 31st
April 29
  • Last day to order Apple computers for delivery by May 31st
May 1
  • Last day to complete Monthly Supplemental Temporary Budget Transfers & Supplemental Payment Requisitions
  • All FY19 service and non-service stipends must be entered, adjusted and approved
May 3
  • Last day to order Ricoh products for delivery by May 31st
May 10
  • Provide Procurement Services with PO Change Order Requests for all POs with balances to be disencumbered or increased
  • Temporary budget transfers from payroll positions (excluding Funds 120, 500 and 820) must be processed and approved through workflow
May 17
  • Last day to complete weekly Supplemental Temporary (non-position related) Budget Transfers and Supplemental Payment Requisitions
  • Last day to process and approve FY19 Graduate Financial Aid - Tuition Remission Awards
May 24
  • P-Card Temporary Budget Transfers for FY19 by 3:00 pm
May 30
  • Final day for P-Card spending by 3:00pm
May 31 The following FY19 tasks must be completed ON OR BEFORE May 31st:
  • All Vouchers and Expense Reports, including approvals
    • Fund Codes 2xx, 6xx, 500, 120 and 810 - complete by 10 am
    • Other Fund Codes - complete by 12 noon
  • General PO's - Non Equipment Purchases for goods received or services rendered in FY19
  • Deposits of cash, checks and credit cards 
PeopleSoft Financials will be SHUT DOWN at 12 NOON for year-end processing. 


Important Dates for FY20

March 25
  • Begin review of previous year agreements
April 16
  • Begin Requisitions for long lead time POs
  • Begin Requisitions for Purchase Order Agreements
  • Begin Budget Transfers for FY20
  • Begin Budget Transfers for P-Cards for FY20
  • Create Service & Non Service Stipends for Summer 2019
  • Create Service & Non Service Stipends for 2019-2020 Academic Year
  • Create summer hires for students (except Funds 2xx, 6xx)
April 24
  • Commitments for renewal pricing provided to vendors
  • Complete all new agreements for FY20
May 15
  • FY20 Original Budget Load with Salary Overlay available
May 24
  • Last day for FY20 P-Card transfers for 6/3 availability
June 3
  • FY20 Fund 810 Budgets available
  • FY20 Gift Budgets available for Funds 2xx and 6xx
  • PeopleSoft Procurement and Financials available for FY20
  • Reprint BC Department Mail Form/Bar Code for FY20 postage using the BC mailroom     
June 4
  • P-Cards with FY20 funding available by 12pm