Fiscal Year End Guidance

Budget & Planning

• Overview

  When it comes to Fiscal Year End, departments need to take an extra look at their budgets to ensure they have enough available funding to cover anticipated expenses through June 30th. This involves cleaning up pending or incomplete documents, reallocating budgets as needed, transferring expenses as needed, paying and closing encumbrances, and more. We have lots of Budget Management Resources and Guides that are available on our website that will also help especially throughout Fiscal Year End season.

  Read through all the deadlines on the Fiscal Year End Calendar and all the information on this page to be sure you have all the knowledge and tools you need to help your department have a smooth transition into next fiscal year. If you need any additional assistance, please reach out to your Division or College Budget Officer, or the University Office of Planning and Budget.

• Training

  The University Planning and Budget Office has an extensive Training webpage with a lot of resources that will be helpful for you especially throughout the Year End season.

  We also have a Year End Budget Management Tip Sheet that will provide you with some guidance and reminders while navigating your budget through Fiscal Year End.

• Encumbrances against 'Committed' Budgets

  Any encumbrances against committed budget in Fund 110000 E&G or 111000 Carry Forward that rolled from last fiscal year will need to be cleaned and closed prior to the end of this fiscal year. The University Planning and Budget Office will work with Procurement Services to close these purchase orders and be sure departments are notified to make other arrangements to pay suppliers for their contractual obligations. 

  ***NEW PROCESS FOR FY25***

  As we transition from Banner to Workday, encumbrances will no longer roll with committed budget. Committed Encumbrances will be discontinued as we move into FY25. Be sure you have budget set aside in the next fiscal year's budget to pay those outstanding encumbrances or work with Procurement Services to get those encumbrances closed out if the encumbrance is no longer needed. There will be a request process to request additional budget in the next fiscal year, but approvals will be limited.

• Insufficient Funds (NSF)
  After the deadline in early July, any transactions or documents that hit the insufficient funds (NSF) queue will be processed against the prior year budget. Each department and division will be responsible for clearing negative available balances by transferring budget or expenses, or reducing encumbrances. Contact your divisional or college budget officer if you need assistance in clearing negative available balances.
• Payroll Planning
  Remember that hours worked and submitted on a timesheet will hit the fiscal year in which they are incurred. Hours worked on or before June 30th will hit the prior fiscal year, and hours worked July 1st or later will hit the next fiscal year. Keep this in mind when allocating your budget to ensure you have enough available budget to cover all position wage expenses for the fiscal year.
• Auxiliary Phone Charges
  FY25 amounts for phone charges for auxiliary funds remain the same as they were in FY24. Please plan for the same amount to hit your budget in FY25. If you have a question about your specific amount, reach out to us at budget@unf.edu.
• Pending Documents

  All Pending and Incomplete Documents will need to be cleared prior to fiscal year end. To check for pending and incomplete documents, you can click on 'View Pending Documents' from your Budget Query screen, or in your Available Balance Query. 

  The University Office of Planning and Budget will also notify departments that have pending or incomplete documents to be cleared. 

  Clearing Pending or Incomplete Documents can be done in several different ways depending on the situation. Documents may need to be approved, submitted, or deleted depending on the situation. Work with your Divisional Budget Officer or the University Planning and Budget Office if you need assistance.

• Transfers and Budget Amendments
  If you need to move or amend an amount found on your budget query, use Transfer Decision Tree to help you navigate the process and the steps needed to make that change happen. The guide has examples for each scenario, but if you have any questions or want help verifying or walking through your scenario, please feel free to reach out for assistance.

Controller's Office

• Overview
  The Controller's Office contains several key departments that are instrumental in year end processing. The Controller's Office issues deadlines each fiscal year to allow for enough processing time to ensure charges are posted to the correct fiscal year. To view the deadlines, please visit the Fiscal Year End Calendar.
• Concur Expense Reports

  Concur expense reports are processed by departments for p-card charges and travel expenses. At the end of June, there is a submission and approval deadline for expense reports that need to be processed against the prior fiscal year. For additional support and guidance on Concur, please visit the Year End Calendar. 

  P-Card Expense Reports 

  Most departments process P-card expense reports once per month, but if your department has a large amount of transactions or large dollar value charges, you may process expense reports more frequently as needed, especially when we are in fiscal-year-end season.

  Travel Expense Reports

  Travel Expense Reports are submitted at least once per trip, but may be processed in two reports if you have expenses that happen early like registration cost or airline tickets. For special cases related to FY25 Year End Travel close out, please refer to the Travel Year End Close Out guide.

• Direct Pays and Invoices

  All invoices against encumbrances and direct pay requests online must be received in the Controller’s Office by the deadline to ensure processing against your current year’s budget. Be sure to check the transaction date on submissions to ensure the correct fiscal year is used.

• Inter-departmental Recharges

  Some departments that provide services for the campus submit mass charges to bill other campus departments that utilize those services. These are called inter-departmental recharges or billings. These are for items like telephone/data services, business services (such as copiers and postage), and Physical Facilities services.

  As of FY23, E&G phone charges will be handled centrally, and you should not see monthly phone billings in E&G your budget. For Non-E&G funded units, you will still receive an annual billed amount in late August or early September for telephone services.

• Interest Allocations
  The Treasury department processes interest allocations throughout the fiscal year. The deadline for interest allocations for the prior fiscal year is annually around mid-July and is listed in the Year End Calendar.
• Journal Entries and Corrections
  Journal Entries and correcting Journal Transfer requests must be submitted to General Accounting by the deadline in early July for them to be processed against the prior fiscal year. The transfer forms can be found on the General Accounting Website. Completed Transfer forms should be emailed to bangen@unf.edu.
• Payroll and Timesheets

  During the year end position roll process, timesheets will not be accessible for a short period of time. The position roll takes place each fiscal year end in the week prior to the start date of the pay period that crosses fiscal years.

  For the payroll that crosses fiscal years, any hours worked on or before June 30th will be charged to the prior fiscal year. Any hours worked on or after July 1st will be charged to the next fiscal year. Keep this in mind when budgeting for salary expenses for budgeted and OPS positions. 

  As always, please be sure timesheets are submitted and approved by the posted deadlines.

  Late timesheets and on-demand timesheets must be submitted to payroll by 10am on the deadline to ensure processing against the prior fiscal year. Any late or on-demand timesheets that are submitted after the deadline will be charged to the next fiscal year's budget.

• Receivable Accruals

  Accrued receivables are outstanding revenues that have been earned by a department but have not been invoiced. Submit any manual receivable accruals that need to be recorded for the prior fiscal year along with backup documentation to bangen@unf.edu (Attention: Angela Smircic).

• Refunds & Reimbursements

  Departments are able to deposit refunds collected for reimbursement of current year’s expenditures.  This includes reimbursements made from Foundation accounts or travel expenses.

  Departmental Deposits submitted via MyWings must be submitted prior to 4pm on the deadline. Departments that process via the Q: Drive MUST have their deposits and transmittals / backup by 2pm on the deadline for the Student Financial Services' Office to process. Any deposits submitted after the deadline will post in the next fiscal year.

• Travel Accruals

  Travel accruals can be requested for travel that occurred partially or fully in June, for which the travel expense report will not be able to be submitted by the Concur Expense Report deadline in early July.  

  Email bangen@unf.edu the following:

  • Attention:  Anisa Bakiu
  • Traveler’s Name and N-Number
  • Concur Travel Request ID-Number
  • Trip Name and Travel Dates 
  • Dollar amounts for travel days in each fiscal year
  • Index, Fund, Org and Account Code 

Foundation Accounting

• Foundation Check Requisitions
  Departments submit check requisitions to UNF Foundation Accounting to receive a check cut from a foundation account. Foundation Accounting issues deadlines each fiscal year end to have enough time to process requisitions before their final check run of the fiscal year. Visit the Year End Calendar for the deadlines for this fiscal year. Be sure to verify the amount associated with your request as checks over $5,000 need additional approvals and processing time.
• Travel Paid by Foundation

  Request and Expense Report must be submitted through Concur against University funds to reimburse the traveler. Expense Report, Receipts, and check requisition should be submitted to Foundation to reimburse the Dept. E&G funds can go temporarily in the negative, but Foundation reimbursements should be processed as soon as possible.

  If a Foundation reimbursement is not completed by the deadline to reimburse prior fiscal year travel, an email should be sent to bangen@unf.edu with the following information:

  • Travel Name and N-Number
  • IC # - Invoice Number
  • Total Amount of Expense Report
  • Index, Fund, Org and Account Code 

Procurement Services

• Overview

  Procurement Services has deadlines in place to guarantee processing before Fiscal Year End assuming that all appropriate supporting documentation is present, there are no pending issues to be resolved, and, in the case of contractual documents, all parties return executed documents in a timely manner.  Transactions received after the relevant deadlines will be addressed on a case by case basis and may have to be returned unfulfilled. To view the deadlines, please visit the Fiscal Year End Calendar.

• Training

  Please consult the Expenditure Matrix for guidance on method of payment for goods and services.

  For Procurement training and resources, please visit the Procurement Training Page or Campus Resources Page.

• Bid Actions
  If you have a new need which may exceed the bid threshold ($75,000) please contact the appropriate Buyer and discuss it with them. A listing of commodities by Buyer is available at https://www.unf.edu/procurement/commodity.html. Procurement Professionals will work with Departments and/or suppliers with whom which current contracts will expire on June 30.
• Requisitions and iContracts Agreements

  Procurement Services issues a deadline for Requisitions and iContract Contracts/Agreements (for services to be rendered by June 30; all appropriate documentation must be present) and Purchase Change Orders (increases) to ensure enough time for processing before fiscal year end. 

  Prior to the end of the fiscal year, all new requisitions will be submitted against next fiscal year. That cutoff date can be found on the Fiscal Year End Calendar. Please be sure requisitions against the next fiscal year have a transaction date of July 1 or later.

  Requisitions and iContracts transactions where a PO is to be issued can only be completed if the vendor is registered to do business with UNF as evidenced by a Banner Vendor number. Failure to ensure that a vendor is registered through the UNF Supplier Portal may prevent Procurement Services from being able to fulfil your Department’s needs.

  Please remember that software acquisitions and renewals require numerous additional reviews/approvals (such as ADA, Privacy, etc.) which can be time consuming and can delay the ordering process. Allow extra time for these additional review processes so that the expenditure hits the correct FY budget. (ITS Project Request Form can be accessed at: https://unf.teamdynamix.com/TDClient/1986/Portal/Requests/ServiceCatalog)  

  Please consult the Expenditure Matrix for guidance on method of payment for goods and services.

• Purchase Orders

  Purchase Orders are contractual obligations to pay a vendor created by the Procurement team throughout the year based on a Requisition or iContract submission. 

  Standing Orders are only issued for items/services that have a set monthly payment. Standing orders will be closed on the cutoff date, but payments against prior year standing orders for invoices dated June 30th or earlier can be processed through the Accounts Payable invoice deadline on the Fiscal Year End Calendar.

  ***UPDATED FOR FY25***

  Outstanding Purchase Orders that have not been closed by the end of the fiscal year will roll into the next fiscal year as part of the year-end processes. Purchase orders issued against E&G (110000) or Carry Forward (111000) funds will NOT roll with budget as they have in prior fiscal years. Committed Purchase Orders will be discontinued starting in Workday in FY25. One main benefit to this is that we are not restricted from making changes to purchase orders after they roll like we were with committed purchase orders in Banner. However, you need to plan for FY25 expenses to hit the FY25 budget. There will be a request process for additional funding in FY25 to cover rolled purchase orders, but approvals will be limited.

  Just like in prior years, POs issued against any other funding source (14xxxx, 15xxxx, 2xxxxx and 3xxxxx) will roll into the next fiscal year for payment processing but will not carry budget with them.   Your department can request additional budget authority if needed to complete the purchases through the Auxiliary Budget Oversight Mid-Year Request Process. 

P-Card

• Overview

  PCard transactions are charged against UNF budgets by adding transactions to a Concur report and coding them to the appropriate location. PCard transactions must be fully reconciled and have completed the Concur approval process by the year-end deadlines to be charged against the prior year budget balances. Given continued shipping and supply chain delays, it is especially important that you plan shipments/delivery for PCard purchases such that they arrive in time for the PCard charge to hit the appropriate FY budget.

  For PCard deadlines for fiscal year end, visit the Fiscal Year End Calendar.

  Please consult the Expenditure Matrix for guidance on method of payment for goods and services. The P-Card Policy & Procedures manual is also a helpful resource.

• Training

  For P-Card training and resources, please visit the P-Card Website.