End of Year Deadlines for Purchasing and Payment Activities
To enable Southeastern to meet the year end reporting requirements of the Division of Administration and the Office of Statewide Reporting and Accounting Policy, we ask that you take note of the following deadlines established for the current fiscal year, 2023-2024:
End of Year Purchasing Timeline
| Activity | Deadline | Notes |
|---|---|---|
| P-Card Transactions | ||
| P-Card Transactions | 05/23/2024 | P-Card purchases will not be allowed after this date. Note: This includes purchasing items with personal credit cards or other methods and then seeking reimbursement. |
| P-Card Reconciliations | 06/06/2024 | Transactions must be reconciled by close of business. |
| P-Card Supervisor Approvals | 06/06/2024 | Supervisor approval must be completed by close of business. |
| Other Transactions | ||
| Requisitions for Goods and Services | 05/23/2024 | Requisitions for FY 2023-24 must be entered in Workday. Any requisition entered before the deadline must be able to meet receiving guidelines as set forth below. |
| Supplier Invoice Requests | 06/20/2024 | Supplier Invoice Requests with corresponding invoices must be submitted by 5:30pm. If you have the need to submit any additional Supplier Invoice Requests after this deadline for the current fiscal year, please contact Accounts Payable in the Controller's Office. Receipts must be entered against Purchase Orders into Workday. Please contact your Procurement Specialist no later than 5:30 on June 30th to report any goods not received or services not completed. |
| Receipt of Goods or Services | 06/27/2024 | Receipts must be entered against Purchase Orders into Workday. Please contact your Procurement Specialist no later than 5:30 on June 30th to report any goods not received or services not completed. |
| Travel | ||
| Spend Authorizations | 06/06/2024 | Spend Authorizations for all FY 2023-24 travel must be submitted by 06/06/2024. |
| Expense Reports for Travel Ending 5/31/24 or Sooner | 06/06/2024 | Expense reports for Travel ending 05/31/2024 or sooner are due by 06/06/2024. |
| Expense Reports for Travel in the Month of June 2024 | 07/08/2024 | Expense reports for Travel in the month of June 2024 must be completed by 07/08/2024. |
*Note: Any need to purchase after the deadlines listed above will require pre‐approval up the chain of command through the appropriate Vice President.
If you have any concerns with these deadlines, please contact the Purchasing Office (x2064) or the Controller's Office (x2600) as soon as possible so that potential problems can be eliminated.
Your assistance in adhering to these deadlines is greatly appreciated.
