Business and Finance: Year-End Processing
Activities and Deadlines:
| Friday, May 2, 2025 | Process FY 25 purchase requisitions that require sealed bidding ($100,000 or more) |
| Friday, May 23, 2025 | Submit budget revisions for travel and supplies for FY 25 to Budget and Finance |
| Friday, May 30, 2025 |
Process FY 25 purchase requisitions that do not require sealed bidding (less than $100,000) |
| Sunday June 2, 2025 | Last day to place FY25 order in eBucs |
| Thursday, June 18, 2025 |
All FY25 blanket purchases ordered are cancelled by Purchasing |
| Friday, June 13, 2025 |
Last day, FY 25 Procard Transactions. Depends on vendor card processing. |
| Friday, June 20, 2025 | Last day to request a student balance of aid check disbursement |
| Friday, June 20, 2025 | All petty cash and new loan activity ends |
| Monday, June 30, 2025 | All funds on hand must be deposited with the cashiers in Financial Services before 11:00 a.m. |
| Wednesday, June 25, 2025 | All Account/Notes Receivable information must be submitted to Office of Financial Services. |
| Tuesday, June 10, 2025 | Last day for approved Fiscal Year Salary Allocations and Extra Compensation forms for FY 2025 |
| Beginning Monday, July 7, 2025 |
New year purchase requisitions will be entered into Voyager (FY 26 budgets are available) |
| Monday, July 7, 2025 | New FY25 purchase orders are released to suppliers by Procurement |
| Friday, July 11, 2025 | Last day for any financial corrections and approved budget revisions |
Requisitions for Current Year Purchase Orders:
**The last day to place orders (create requisitions) in eBucs, the electronic purchasing system, using 2024-2025 funds is June 2, 2025. This includes university, grant and foundation accounts. Requisitions placed in eBucs by June 2, 2025 will be processed into purchase orders no later than June 24, 2025. **
Requisitions that require sealed bids for products and services $100,000 or more must be entered and approved in eBucs no later than May 2, 2025.
Between June 2, 2025 and June 30, 2025 no orders can be placed in eBucs. New orders will have to be placed in Voyager after July 1, 2025.
After July 1, 2025, orders for the new 2025-2026 fiscal year can be entered into Voyager. eBucs will be unavailable after July 24, 2025 .
Procards: It can take several days for Procard charges to post to your Procard account. Purchases made using the Procard for non-eBucs orders should be made early enough to assure they process through the vendor and are available on the US Bank system.
Receipts for Goods and Services: Departments should continue to create receipts in eBucs for goods and services as soon as they are received fully and in good order. PLEASE RECEIPT ALL INVOICED and RECEIVED ITEMS IN A TIMELY MANNER! **THE LAST DAY TO RECEIPT ITEMS IN eBUCS is 6/20/2025 at 11:00am.
Reimbursement Requests, Advertisements and Copy Paper Requests:
- 6/3-6/19 Manual Reimbursement Requests must be submitted to etsuap@etsu.edu only
- Manual reimbursement and check requests cannot be received after end of day on 6/19
The following forms will not be available in eBucs beyond June 2.
| June 2, End of Day | Business Meals Non-Food Travel Claim Team/Group Travel Study Abroad Travel Food Events for June – July |
| June 2, End of Day | Food Order Non-Sodexo Sodexo Custom Orders Sodexo Punch-Out Direct Billed Rental Vehicles (Enterprise |
| June 2, End of Day | Display/Marketing Employment Copy Paper Request |
| June 2, End of Day | Advertising |
Review Open Encumbrances: Each department should review purchase order encumbrances in Banner Self-Service against their accounts for items that should be unencumbered. (Ex. Blanket orders against which no additional orders will be placed, remaining items on the PO that have been canceled by the company, invoice was less than the PO amount and remaining encumbrance needs to be canceled, etc.). Send a memo or email to Accounts Payable, comptroller@etsu.edu to request encumbrance removals for purchase orders. Only send notification to cancel a purchase order AFTER FINAL PAYMENT against the PO has been completed in Banner.
Invoices and Reimbursable Receipts for goods or services received prior to June 30th will be charged to the current FY 24-25 budget. Any reimbursable invoices or receipts for goods or services received after July 1st will be charged to the new FY 25-26 and will need to be entered in Voyager Expenses.
Any questions regarding the year-end purchasing process can be addressed to Procurement, ext. 96113.
Petty Cash:
All Petty Cash activity ends for fiscal year 2025 on June 20th. All Petty Cash funds will be called and counted prior to June 30th and are subject
to re-count by Internal Audit or State Audit.
All new loan (Perkins, SGA, short-term loans, etc) activity for fiscal year 2024 will
be stopped on June 20th.
The last day to request a student balance of aid check disbursement for fiscal year
2024 is June 20th.
All funds on hand must be deposited with the cashiers in the Office of Financial Services
before 11:00 a.m. on Monday, June 30th.
FYSA and Extra Compensation Forms:
All approved Fiscal Year Salary Allocations forms for fiscal year 2025 (retroactive
changes for the fiscal year 2024) must be received in the Office of Financial Services
by 4:30 p.m. on June 10th.
All approval processes must be completed for extra compensation and the form must
be received in the Human Resources Office before 4:30 p.m. on July 7th for inclusion in fiscal year 2025.
GoldLink and e-Print:
Preliminary financial reports for June are available on GoldLink and Banner e-Print
beginning July 7th. Departments are responsible for reviewing reports on GoldLInk or e-Print. Last day
for corrections to charges after reviewing the preliminary financial information is
Friday July, 11th. These changes must be received in the Office of Financial Services by 4:30 p.m.
Accounts Receivable:
All miscellaneous Accounts Receivable invoicing for fiscal year 2024 stops on Friday, June 25th. All requests and accounts/notes receivable information should be received by Erica
Fletcher in the Office of Financial Services before 4:30 p.m. The accounts/notes receivable
information should be listed in TBR format showing aging, accrued interest, deferred,
etc., which has been provided to each department routinely recording accounts receivable.
Budget Revisions:
Last day for approved budget revisions to be received in the Budget Office is Friday, May 23rd. In accordance with approved university policy, any budget account which reflects
an aggregate over-run on travel, operating and equipment at the end of the fiscal
year may have the amount of the over-run deducted from the following year’s allocation.
The reviewing official will identify the source for which the reduction will be made.
Any questions regarding the year-end processes can be addressed to the Office of Financial Services, ext. 94275 or the Budget Office, ext. 94383.