Fiscal Year Calendar

The calendar below reflects events from March 2023 through May 2024. Thank you for your adherence to these deadlines. Download PDF version.

See Accruals and Deferrals for more information.

02/15/2023 | Wednesday

FY23 January reports are available on ePrint.

03/15/2023 | Tuesday

FY23 February reports are available on ePrint.

03/01/2023 | Wednesday

Last day to submit FY23 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 Wednesday, 5/31/2023.
- The vendor must submit the invoice to Disbursements on or before 5/31/2023.
- Final determination for fiscal year designation is determined by ABS.

03/31/2023| 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.

04/07/2023 | Friday

Review open commitments on purchase orders (POs) issued before 3/1/2023.
Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name and remaining encumbrance amount.

04/14/2023 | Friday

FY23 March reports available on ePrint.

05/11/2023 | Thursday by noon

pREQs (Banner POs only): Last day to submit and approve FY23 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, 5/31/2023. 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 5/31/2023.
Final determination for fiscal year designation is determined by ABS.

05/12/2023 | Friday

Final review of FY23 open POs. Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name, and remaining encumbrance.

05/12/2023 | 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 Wednesday, 5/31/2023. Special orders are not included. Please contact CopyMill Printing & Graphics to obtain 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 Wednesday, 5/31/2023.
- The vendor must submit the invoice to Disbursements on or before 5/31/2023.
- Final determination for fiscal year designation is determined by ABS.

05/16/2023| Tuesday

FY23 April reports available on ePrint.

05/18/2023 | Thursday

Concur Invoice: Last day to approve FY23 invoices and wire requests.
Concur Expense: Last day to submit FY23 expense reports.

05/18/2023 | Thursday

Bookstore Department Purchases: Last day for departments to charge a FOAP at the USF Bookstore using FY23 funds.

05/23/2023 | 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 5/23/23. 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.

05/23/2023 | Tuesday

Last day to approve Concur expense reports for out-of-pocket and p-Card charges related to FY23.

5/31/2023

Last day of Fiscal Year 2023

05/31/2023 | Wednesday

Hilltop Shop (HTS): Last day for departments to submit/approve a FY23 HTS Requisition. (Deadline: 3:30 PM)

Conditions:

Services/goods must be rendered/received before close of business on 5/31/2023.
Vendor must submit invoices through the USF Vendor Portal on or before 5/31/2023.
Final determination for fiscal year designation is determined by ABS.

05/31/2023 | Wednesday by noon

Banner POs from p-REQs (non-HTS order): Last day for departments to notify Central Receiving by emailing purchasing@usfca.edu to post receipts on Banner POs for FY23. 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 5/31/2023.
The vendor must submit the invoice to ABS on or before 5/31/2023.
Final determination for fiscal year designation is determined by ABS.

06/01/2023| Thursday

First day to submit HTS catalog orders for FY24 expenditures.

06/06/2023|Tuesday

Last day to submit Contract & Grant expense transfers/corrections.

06/12/2023|Monday

Last day to submit invoices to be processed for FY23. If invoices are not available for submission, but goods and services were received prior to 06/01/2023, please provide the following details of items to be booked as an accrual for FY23 to accounting:

1. FOAP of the expenditure that 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 with vendor).

06/13/2023 | Tuesday

First preliminary May reports available on ePrint.

06/16/2023 | Friday

Last day to submit final corrections, expense transfers, and budget transfers
for FY23.