Memo to Budget Administrators

The process of closing out fiscal year 2024–2025 has begun. An important part of this process is completing financial transactions in a timely manner to ensure proper documentation as the College transitions from one fiscal year to the next. Please comply with the following deadlines:

** PLEASE NOTE:

1. Goods/services received by 6/30/25 — AND — invoiced by 7/11/25, Contact Accounts Payable so payment can be processed using FY 24/25 budgeted funds.

2. Goods/services received by 6/30/25 — AND — NOT invoiced by 7/11/25, notify Accounts Payable PRIOR to 7/11/25 confirming the ordered items were received; FY 24/25 funds will be used once the invoice arrives.

3. Goods/services NOT received by 6/30/25 will be paid utilizing next year’s budgeted funds FY 25/26; Purchase Orders will automatically roll forward

STANDING PURCHASE ORDERS

The last day for departments to place orders with a vendor utilizing a valid and funded ‘standing purchase order’ is 6/13/25 to allow delivery to occur by 6/30/25. Follow above 3 steps as it pertains to delivery/invoicing.

BOOKSTORE PURCHASES

The last day to purchase at the bookstore utilizing FY 24/25 budgeted funds is 6/13/25 assuming the order is received by 6/30/25. Follow above 3 steps as it pertains to delivery/invoicing.

TRAVEL REIMBURSEMENTS

The last day to submit for travel reimbursement related to FY 24/25 travel is 6/20/25. If travel is occurring through 6/30/25, contact Aida Mora via email Aida.MoraGonzalez@fsw.edu.

PETTY CASH

The last day to be reimbursed for petty cash utilizing FY 24/25 budgeted funds is 6/20/25.

PREPAID EXPENSES — PCARD/PURCHASE ORDER/CHECK REQUEST

If expense MUST be PAID PRIOR to 6/30/25 AND the activity or benefit to College will occur AFTER 7/1/25, USE account code 14507, NOT expense account codes 60000–69999

Examples may include:

• Airline tickets for travel occurring after 7/1/25
• Registration fees/hotel accommodations for conferences occurring after 7/1/25
• Subscription or membership dues effective for period beginning 7/1/25
• Maintenance effective for period beginning 7/1/25

PRIOR TO ALL PURCHASES, PLEASE ENSURE SUFFICIENT BUDGET IS AVAILABLE

This memo DOES NOT apply to capital projects charged to 75XXX accounts

This memo DOES apply to ALL OTHER FUNDS (INDEXES) INCLUDING GRANT FUNDS

Normal Operations resume 7/1/25

If you have questions, please contact the following individuals:

Accounts Payable: Aida Mora Gonzalez Aida.MoraGonzalez@fsw.edu x16946

PCard/Travel: Aida Mora Gonzalez Aida.MoraGonzalez@fsw.edu x16946

Procurement: Rick Pence Rick.Pence@fsw.edu x11102