Fiscal Year Calendar

Last day to submit FY25 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 Thursday, 5/30/2025.
The vendor must submit the invoice to Disbursements on or before 5/30/2025.
Final determination for fiscal year designation is determined by ABS.

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.

Review open commitments on purchase orders (POs) issued before 3/1/2025.

Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name, and remaining encumbrance amount.

[By Noon]

pREQS:
Last day to submit and approve FY25 pREQs 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 Friday, 5/30/2025. 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 5/30/2025.

Final determination for fiscal year designation is determined by ABS.

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, 5/30/2025. 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, 5/30/2025. The vendor must submit the invoice to Disbursements on or before 5/30/2025. Final determination for fiscal year designation is determined by ABS.

Concur Invoice: Please approve FY25 invoices and wire requests.

Concur Expense: Please approve FY25 expense reports.

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

Conditions:
Delivery must occur before Friday, 5/30/2025.The vendor must submit the invoice to PaAS on or before 5/30/2025.
Final determination for fiscal year designation is determined by ABS.

Hilltop Shop (HTS):
HTS Requisitions: Last day to submit/approve a FY25 HTS requisition. (Deadline 3:30 PM).

Conditions:
Services/goods must be rendered/received on or before 5/30/2025. Vendors must submit invoices through the USF Vendor Portal on or before 5/30/2025. Final determination for fiscal year designation is determined by ABS.

Last day for cash & check departmental deposits. Please send any checks (with respective support and DDRs) via intercampus mail through the Mail Room by Wednesday, 5/28/2025.

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.

[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 FY25. 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 5/30/2025.  The vendor must submit the invoice to Disbursements on or before 5/30/2025.  Final determination for fiscal year designation is determined by ABS.

(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 FY25. If invoices are not available for submission, but goods and services were received prior to 6/1/2025, please provide the following details of items to be booked as an accrual for FY25 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).