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Fiscal Year-End Procedures

Each year as the college’s fiscal year end approaches, there are a number of financial procedures that department heads and budget managers should be aware of in order to meet the year-end closing, auditing, and financial reporting schedules.

To achieve proper valuation of the college’s assets at fiscal year-end, invoices must be charged in the fiscal year in which the goods are received, services are performed or when the travel takes place. Included in this deadline are all reimbursements to faculty, staff and students, both paper requests or out-of-pocket expenses processed via JP Morgan SmartData. Invoices for goods not delivered to you, services not performed, and travel that will not take place until after June 30 will be charged to next year’s budget.

The fiscal year 2019 (FY19) started July 1, 2018 and ends June 30, 2019.

FY19 Deadlines

Date Requirement
Friday, June 28, 2019 Bring all cash or checks received as of noon today to the controller's office.
Friday, July 9, 2019 Deadline for FAAINVT users to allocate all remaining card charges in Banner for FY19.
Friday, July 9, 2019 Deadline to submit inter-departmental charges.
Friday, July 9, 2019 Deadline to submit all remaining vendor invoices and employee/student reimbursements to AP.
Friday, July 12, 2019 Last day to submit journal entries for FY19.
Friday, July 19, 2019 Last day to submit budget transfers

Monday, July 15, 2019 to
Thursday, July 18, 2019

Please review your departmental activity in Banner and contact the controller's office with adjustments.

Cash & Checks Received After June 30

Cash and checks received after June 30, should reference the appropriate fiscal year on the deposit support. 

Federal & Private Grants & Contracts

At the end of each fiscal year, all active external grants and contracts are reviewed for invoicing and financial reporting purposes, including closed if applicable. If you are responsible for the financial administration of an external grant or contract, it is recommended that you review all expenses that have been processed against your grant this fiscal year. Grants administration provides a summary of personnel expenses for all external grants, to the principal investigator prior to June 30.

Planning For FY19

July Invoices

Please indicate the fiscal year on all invoices submitted to Accounts Payable during the month of July.


Area Name/Contact
Prepaid expenses, journal entries and inter-departmental charges Mandy Zajac
Help with invoices and expense reimbursements Chris Clark
General accounting and FOAPAL Rosiane LaRose
Payroll Jess Flynn
Cashier Marcia Kennick
Purchase and blanket orders, College Corporate Card Kerry Connors
Grants/sponsored projects Kate Wallen
Budget transfers Bryce Wallace
Controller Matthew Motyka