Fiscal Year Calendar

The calendar below reflects events from March 2024 through May 2025. Thank you for your adherence to these deadlines. Download PDF version

See Accruals and Deferrals for more information.

Fiscal Year Calendar
date day of week description
03/01/2024 Friday

Last day to submit FY24 Furniture, Fixtures, & Equipment (FF&E) requisitions to Purchasing & Ancillary Services (PaAS).
From PO order placement average lead time is 10-12 weeks, excluding unforeseeable delays.

Conditions:
Delivery must occur and Hilltop Shop (HTS) receipt must be posted by 2:00 pm on Friday, 5/31/2024.
The vendor must submit the invoice to Disbursements on or before 5/31/2023.
Final determination for fiscal year designation is determined by ABS.

03/15/2024 Friday FY24 February reports are available on ePrint.
03/29/2024 Friday

All requisitions should indicate the FY to charge in the comment field of the HTS order.

For non- catalog orders, please indicate lead time and date required.
Service orders must indicate the date(s) services will be rendered.

04/04/2024 Thursday

Review open commitments on purchase orders (POs) issued before 3/1/2024.
Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name and remaining encumbrance amount.

04/16/2024 Tuesday FY24 March reports available on ePrint.
05/09/2024 Thursday by noon

p-REQS:
Last day to submit and approve FY24 p-REQs to create Banner PO (non-HTS order).

Conditions:
This requisition type is ONLY used if the vendor is not active in HTS and there is an active Banner vendor number set-up correctly. This includes a valid Certificate of Insurance (COI) on file, order-to/remit-to addresses, ACH banking information, etc.

Banner receiving record must be posted prior to the deadline.  Please email purchasing@usfca.edu by noon on Wednesday, 5/31/2024. Indicate the PO#, item, quantity and date the item was received or the date the service was rendered.

The vendor must submit the invoice to Disbursements on or before 5/31/2024.

Final determination for fiscal year designation is determined by ABS.

05/10/2024 Friday Final review of FY24 open commitments. Please email purchasing@usfca.edu
indicating POs to close. Please include PO#, Vendor Name, and remaining encumbrance.
05/10/2024 Friday Last day to submit FY24 Labor Redistributions
05/10/2024 Friday

USF Stationery and Business Card Orders: (Copy Mill Printing & Graphics)
Last day to approve final proofs for standard business cards/stationery orders to receive items by Friday, 5/31/2024. Special orders are not included.
Please contact CopyMill Printing & Graphics to obtain an estimated delivery date. Please ensure the PO number is referenced .

Conditions:
Delivery must occur and Hilltop Shop (HTS) receipt must be posted by 2:00 pm on Friday, 5/31/2024.
The vendor must submit the invoice to Disbursements on or before 5/31/2024.
Final determination for fiscal year designation is determined by ABS.

05/15/2024 Wednesday FY24 April reports available on ePrint
05/16/2024 Thursday

Concur Invoice: Please approve FY24 invoices and wire requests.

Concur Expense: Please approve FY24 expense reports.

05/21/2024 Tuesday Last day for cash & check departmental deposits. Please send any checks (with respective support and DDRs) via intercampus mail through the mailroom by Tuesday, 5/21/24.
The intercampus mail envelope should specify, "ABS Controller's Group." Also, include the sending department, and seal the envelope with packing tape to help reduce any tampering efforts.
05/21/2024 Tuesday Last day to approve Concur expense reports for out-of-pocket expenses to be paid in FY24.
05/23/2024 Wednesday

Bookstore Department Purchases:  Last day for departments to charge a FOAP at the USF Bookstore using FY24 funds.

Conditions:
Delivery must occur before Friday, 5/31/2024.
The vendor must submit the invoice to PaAS on or before 5/31/2024.
Final determination for fiscal year designation is determined by ABS.

05/23/2024 Wednesday Hilltop Shop (HTS):
HTS Requisitions: Last day to submit/approve a FY2024 HTS requisition. (Deadline 3:30 PM)
Conditions:
Services/goods must be rendered/received on or before 5/31/2024.
Vendors must submit invoices through the USF Vendor Portal on or before 5/31/2024. Final determination for fiscal year designation is determined by ABS.
05/31/2024 Friday by Noon

Banner POs from p-REQs (non-HTS order):
Last day for departments to notify Central Receiving by emailing receiving@usfca.edu to post receipts on Banner POs for FY24. Indicate the PO#, quantity and date the item was received or the date the service was rendered.
Departments may verify posted receipts in SSB.

Conditions:
Delivery or services were rendered on or before 5/31/24.
The vendor must submit the invoice to Disbursements on or before 5/31/2024.
Final determination for fiscal year designation is determined by ABS.

05/31/2024 Friday Last day of Fiscal Year 2024
05/31/2024 Friday Cashier team in office to verify any final cash and deposit by 5/31
06/03/2024 Monday First day to submit HTS catalog orders for FY25 expenditures.
06/06/2024 Thursday Last day to submit Contract & Grant expense transfers/corrections.
06/10/2024 Monday

(Note that date as been moved up to account for approvals & payment processing before accrual report)

Last day to submit invoices to be processed for FY24. If invoices are not available for submission, but goods and services were received prior to 6/1/24, please provide the following details of items to be booked as an accrual for FY24 to accounting:

1. FOAP the expenditure should be charged to.

2. Amount for the anticipated invoice.
3. Name of the respective vendor and goods and/or services provided.
4. Relevant documentation to support expenditure (i.e. email correspondence w/vendor)

06/13/2024 Thursday First preliminary May reports available on ePrint.
06/17/2024 Monday HRO invoices need to be submitted in Concur for last pay period in May. Tracy to split report between FY24 and FY25.
06/17/2024 Monday Last day to submit final corrections, expense transfers, and budget transfers for FY24.
06/25/2024 Monday Second preliminary May reports available on ePrint.
07/05/2024 Friday Financial Certifications by Management are due.
08/23/2024 Friday FY25 June & July Month end reports available on ePrint.
09/2024 TBD Final FY24 reports available on ePrint.
09/17/2024 Tuesday FY25 August reports available on ePrint.
10/15/2024 Tuesday FY25 September reports available on ePrint.
11/15/2024 Friday FY25 October reports available on ePrint.
12/13/2024 Friday FY25 November reports available on ePrint.
01/15/2025 Wednesday FY25 December reports available on ePrint.
02/14/2025 Friday FY25 January reports available on ePrint.
03/14/2025 Friday FY25 February reports available on ePrint.
04/15/2025 Tuesday FY25 March reports available on ePrint.
05/15/2025 Thursday FY25 April reports available on ePrint.