The end of the 2014-2015 fiscal year will be here before you know it. Start planning now to avoid scrambling (and making your colleagues scramble) to get things done in the weeks leading up to the end of May. The fiscal year ends on May 31, 2014. Here’s what you need to know:

Budgets and Purchasing

Thank you to Pia Brancolino, advancement operations manager, for putting together a handy overview of important deadlines for the fiscal year end.

To qualify as a FY 14-15 expense, all goods/services must be received by the University on or before May 31 AND meet the following deadlines:

Monday, May 11 

  • All FY 14-15 purchase requisitions must be delivered to Frank/Heidi by noon as they need to be entered into PeopleSoft by 5 p.m.
  • Confirm that your vendor can deliver by May 31 before you place your order
  • Expenses will not be reimbursed if they were required to go through the PO process and missed the deadline

Thursday, May 14 

  • Last day to use approved blanket POs for FY 14-15 purchases
  • All Office Solutions order forms due to Frank/Heidi by noon

Thursday, May 28 

  • Last check run for May
  • Checks will not be printed on Friday, May 29

Thursday, June 4 

  • Submit all FY 14/15 invoices, travel expense reports and expense reimbursements to Frank/Heidi by noon
  • Submit May p-card reconciliations to Frank/Heidi by noon
  • Sign off on all p-card transactions posted in Works from 4/28 to 5/31 by noon

Please be considerate and submit prior to these deadlines whenever possible.

More information is available in My Window under the Staff → Financial Services → Fiscal Close → Shared Documents tab.

Contact Frank Falter, operations coordinator, or Heidi Negrete, production/operations coordinator, with any questions or concerns you may have.

Gift Processing

All gifts, checks and cash must be received or postmarked by May 31, 2015 to be recorded for the 2014-2015 fiscal year. And of course, the sooner, the better. We don’t want to bury Jami McCoy, our trusty gift recorder, in checks in the day or two leading up to the end of the fiscal year. There’s a high paper cut risk factor when you’re handling that much paper!

Make sure to deliver any gifts or pledge payments in your possession to Jami at 633 W. Palm no later than noon on Friday, May 29. Any monies received by mail will be recorded for FY 2014-2015 if the postmark is May 31 or earlier. Deliver the postmarked envelope with the check and gift documentation to the Gift Recorder no later than noon on Wednesday, June 3.

Donors may make credit card payments online until 11:59 p.m. PDT on Sunday, May 31 to be recorded for the 2014-2015 fiscal year.

SMC Requests

As you can imagine, Strategic Marketing and Communications gets slammed with requests this time of year because people are trying to use up the remaining funds in their budgets before fiscal year end. If you foresee making any job requests to your account executive in SMC prior to the end of May, NOW is the time to get those submitted.

Because this is their busiest time of year, your account executive will not (with few exceptions) accept jobs that don’t fall within their expected 4-6 week time frame. Keep that in mind and be prepared to hear “no” if you make a last minute request.

Featured photo by Dave Dugdale| Flickr