February 10, 2021

Preparation for 2020-21 Fiscal Year End Processing

Preparation for 2020-21 Fiscal Year End Processing

The following chart includes instructions to agencies for timely processing of 2020-21 FYE transactions:


Service Line
Fiscal Year End Activities

Accounts Payable

  • Submit transactions by March 12, 2021.
  • Resolve budget errors, PSP errors, recycled vouchers and match exceptions by March 19, 2021.
  • Enter receipts in SFS within one business day of receipt of goods or services on purchases that require receiving.
  • Indicate “Fiscal Year End” on emails to the BSC.
  • Respond promptly to invoices in Agency Review.

Travel & Expense

  • Submit transactions to the BSC by March 12, 2021.
  • Process expense reports and travel authorizations before March 12, 2021.
  • Remind Travelers to submit expense reports within 10 days of travel event.
  • Remind Supervisors to review and approve Expense Reports timely.
  • Resubmit in April any Expense Reports and Travel Authorizations that were unapproved or unposted in March, which were subsequently denied by the year end process.

Credit Card Administration

  • Ensure staff reconcile, and SFS approves, P-Card transactions for the March 6, 2021 billing period by March 12, 2021.
  • Review P-Card default coding report in early March, ensure coding is accurate, and return to the BSC by early April.


  • Submit transaction to the BSC by March 24, 2021.
  • Designate Change Notice requests as “Fiscal Year End” for the request type.
  • Resolve budget exceptions on requisitions and purchase orders.
  • Adjust PSP methods where spending is over planned amounts.
  • Review POs to ensure there is adequate funding to pay invoices.



If you have any questions regarding this announcement, please call (518) 457-4272 or use Contact the BSC and email your inquiry.