Preparation for 2020-21 Fiscal Year End Processing

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.

Purchasing

• 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.