The chart below lists the year end deadlines for procurement activities related to fiscal close transactions. The cutoff dates represent the last day that departments can submit documents to allow sufficient time for processing and posting to the Fiscal Year End. Submittal of documents well in advance of the cutoff dates will ensure timely processing.Note: Deadlines stating "Last Day” refer to the last day in which we may be able to guarantee processing in FY24. You may continue to submit requisitions for any amount through 6/21/2024, but there is no guarantee that they will be processed.
Fiscal Year (FY) 2024 - End of Year Calendar Tasks:
|
Date |
Task |
|
4/1/2024 |
Departments to begin reviewing SpearMart and OMNI POs (non-AUX) and submit change request forms to cancel items no longer needed (ongoing). To close POs, send a spreadsheet with PO number and Supplier Name in PO number order to ChangeOrder@fsu.edu. A separate Change Request Form is not required to close unneeded POs. |
|
4/29/2024 |
Last day to request a purchase exceeding $150,000. This includes competitive solicitations, contracts, etc. Requests over $150,000 received after 4/29/2024 may not be processed in this FY depending on the procurement method determined. Note: For emergency purchases required after this day, please contact Procurement Services directly. |
| 4/30/2024 | Procurement Services will be hosting a Town Hall event at 1:30-2:30 pm to discuss year end activities: https://fsu.zoom.us/j/96990485832 |
|
6/3/2024 |
Last day to request PO Due Date Extension. NOTE: The PO Due Date MUST be after 6/30/2024 in order to roll. For all other roll criteria, please see below. |
|
6/7/2024 |
Last day to request purchases over $25,000 and under $150,000 that require quoting. Requests over $25,000 and under $150,000 received after 6/7/2024 may not be processed in this FY. Note: For emergency purchases required after this day, please contact Procurement Services directly. |
|
6/7/2024 |
Last day a PCard charge that has posted to a cardholder’s statement will be charged in FY24. It is advised to allow a minimum of three days for a transaction to post to their statement. |
|
6/10/2024 |
Contracts not in pending approval status by 5:00 pm may not be processed in this FY. As a reminder, contracts that expire prior to renewal become legally expired, and a new contract will have to be executed before services can continue. To avoid any delays or disruptions in your operations, we strongly encourage you to submit your contracts and renewals as soon as possible. Contracts submitted after June 10, 2024 may not be guaranteed execution by July 1st. |
|
6/21/2024 |
Requisitions for FY24 funds not in approved status by 5:00 pm will be cancelled and the requester must create a new Requisition/Change Order requests in the next FY or during pre-entry. Contact Procurement Services for FY24 emergency needs. |
|
6/24/2024 |
FY25 requisitions may be entered beginning June 24, 2024 or in the new FY for all FY25 requisitions, including Research Foundation funds, maintenance orders, Facilities, internal auxiliary requisitions, and SpearMart orders. |
|
6/28/2024 |
Last day Procurement Services will process FY24 requisitions to purchase orders that were approved by departments and routed to Procurement Services by 6/28/2024. Contact Procurement Services for FY24 emergency needs. |
|
7/1/2024 |
Departments can begin submitting requisitions and Procurement Services to resume normal processing of all SpearMart POs including change orders in the new FY, tentatively. |
FISCAL YEAR END PROCUREMENT ACTIVITIES
What is Fiscal Year End?
The University’s fiscal year is its financial year, a 12-month period that is a snapshot in time where we report all assets and liabilities of the University, as well as the revenue, expenses, and other financial information for the fiscal year (July 1 – June 30). The University's fiscal year ends on June 30, 2024. A new fiscal year begins on July 1, 2024. The University, as a component unit of the State of Florida, is required to provide an Annual Financial Report to the state, which is audited by the Auditor General of Florida.
Why is Fiscal Year End Important?
Fiscal year end is a good time to ensure expenditures and revenue have been recorded to the appropriate budget(s) for the closing fiscal year. It is important, considering Generally Accepted Accounting Principles (GAAP), that transactions be recorded in the correct reporting period. Therefore, departments should submit their accounting documents to the appropriate departments prior to fiscal close processing cutoff dates listed below.
Department responsibilities in year-end process
A PO’s primary use is to communicate all necessary order information to a vendor and confirm the purchase and delivery of a requested good/service has been authorized. Information contained on the University PO is also valuable with regard to understanding what FSU is purchasing, and in providing important information to support FSU’s procurement activities.
A PO’s life cycle varies depending on what is requested from the vendor and remains active until the final payment is processed. While active, a PO serves as a means to communicate to the vendor about changes to both the PO amount and the original PO terms.
On a regular basis, departments are required to review all open purchase orders (PO) to ensure that those POs are necessary and accurately reflect current business. Queries are available below to assist departments with this function. A purchase order that is open at the end of FY24 will remain open at the start of FY25 if the due date is after June 30, 2024. As part of managing purchase orders, departments should be sure to review items open each quarter and request updated status from vendors or other internal FSU contacts. Departments should also request to close POs where work is completed and PO is fully matched and received.
Benefits of proactivity managing department POs include:
- Ability to manage encumbrances
- Enhanced vendor tracking
- Eliminating duplicative orders
- Streamline order management
Departments are encouraged to begin reviewing all outstanding POs, including blanket orders. All request to close POs and release encumbrances should be submitted to Procurement Services @procurement@fsu.edu. Budget managers should ensure that all POs that will rollover into the new fiscal year are included in the FY24 budget. This will prevent budget exceptions related to rollover POs in the new fiscal year.
Queries are available below to help you manage your purchase orders.
Procurement Responsibilities in year-end Process
Procurement Services works with departments during the year end process. Procurement Services will be responsible for ensuring that department approved orders are completed and dispatched prior to the system becoming unavailable during the year end close process in OMNI. Additionally, procurement will work with departments to ensure that time sensitive purchases are completed prior to end of each fiscal year.
If something is critical, we are here to help. Please contact Procurement Services and we will work with your department on any urgent requests. Solicitation processes will still continue; however, the requisition will be entered next FY if the solicitation hasn't been awarded prior to the posted year end dates for requisition processing.
How Can You Help?
General Accounting and Financial Reporting relies on you during year end to provide the details of transactions that have occurred. A few ways you can help are outlined below – more details and resources are provided.
- Submit requests for purchases early
- Review your purchase orders to make sure that they are still needed – close any that are no longer required
- Ensure all invoices received by department have been paid for goods & services received on or before June 30th
- Respond to any requests for information or processing without delay
PO ROLL PROCESS
We are approaching the final quarter of our business year and it is time to plan for purchases that need to be accomplished with current fiscal year funds. As the University prepares to close its fiscal year using OMNI, there are a number of actions departments should take to understand and be prepared for the close.
Please be aware that you may run into supply chain disruptions, which can cause major delays in receiving items ordered. Some of the commodities we are seeing the most delay in receiving include:
- Vehicles (Trucks and Vans)
- Audio Visual Equipment (Crestron)
- Configured equipment (scientific and IT-related)
- Construction related materials
We encourage you to plan early for your purchases and make sure the due dates on your POs reflect when delivery of the items will occur to prevent POs from closing prior to a receipt of an item. With the current instability of the supply chain, it is important to plan for longer than normal delivery times. Orders that are delayed and received after June 30 will be paid in FY 2025.
OMNI will automatically close POs at fiscal year-end that have any of the following status:
- PO is not in dispatched status and successfully budget checked.
- There is a receipt imbalance (in either quantity or amount) with a voucher. i.e., all vouchers and receipts must have been associated by an exact match.
- Has open distribution lines with closed project chartfields.
- Is fully received and fully matched.
- The PO Due Date is on or before June 30, 2024 (excluding Research “R” and Construction POs). Please note that due to system limitations, PO due dates cannot be extended once the due date on the PO has passed.
Note 1: POs using E&G Funds for on-going services will roll. However, the fiscal year will not change for these services with the roll which may create budget shortfalls. Departments must create a new PO for services that start July 1st and will be using FYE&G funds. POs using Auxiliary Funding can roll, as long as they meet the Roll Criteria.
Note 2: All blanket orders will roll at fiscal year end and will close on August 31, 2024 (except for the Construction and Office of Research “R” POs).
Due Date Extensions:
Additionally, instances in which a PO due date cannot be extended despite the above information include:
- PO Due Date has already passed
- POs not budget checked
- POs in budget error status
- POs fully received and matched
- POs for closed projects
- POs that have been partially received
Note: New this year, a PO does not need to be extended to pay future invoices.
FAQ’s
How do I review my outstanding purchase orders?
Departments should use the available queries below to review their PO’s as early as possible and send a list of PO numbers to be closed to ChangeOrder@fsu.edu.
How will purchase orders be handled for FY end?
At FY end, OMNI will be used to roll “qualified” purchase orders forward to the new fiscal year. PO Rolling means that the remaining dollar amount of the existing purchase order will be encumbered in the new FY.
Will blanket POs roll?
Yes, blanket POs will roll if the due date is after June 30, 2024. As indicated last year, blanket PO changes should be limited to one necessary change only, including extending the due date. Please contact Procurement Services if you require changes to blanket orders. All FY24 blanket POs will close on August 31, 2024.
What should I do if I get invoices for POs that were closed or cancelled?
For additional information including an example scenario, frequently asked questions, and a screenshot of the new statuses, please see the Accounts Payable website.
Does your department plan to purchase goods or services with value above $150,000 from current fiscal year appropriation funds?
Requisitions for orders above $150,000 that require competitive bidding should be submitted to Procurement Services by April 29, 2024. A sealed bid/solicitation requires at least 30-45 days to specify, advertise, open, evaluate, award and post, before a purchase order can be issued.
What should I do if it is past the deadline to submit a requisition and I have an urgent procurement need?
If an urgent need arises during the period that brief time when OMNI is closed for fiscal year end processes, please contact Procurement Services or use your PCard. PCard purchases must follow University guidelines. Contact PCard Administrator to obtain a waiver/exception for emergency situations.
If something is critical, please contact Procurement Services and we will work with your department on any urgent requests. Solicitation processes will still continue; however, the requisition will be entered next FY if the solicitation hasn't been awarded prior to the posted year end dates for requisition processing.
QUERIES
FSU_PO_ENCUMBRANCE_BY_PO_ID – Obtain a list of POs with encumbrance summed by PO ID
FSU_PO_ENC_BY_DEPTID_REQUESTER - Query that includes the due date
FSU_PO_PENDING_RECEIPTS – All items not yet received by Department ID
FSU_DPT_PO_WITH_RECVRS_VCHRS –Detailed information about all POs on a chartfield combination.
FSU_PO_AMT_BY_DEPTID_DATERANGE – Identifies all POs in all statuses for a particular department ID
FSU_PO_PAST_30_DAYS – Identifies POs 30 days or more past the due date. Check with your supplier to ensure that the goods and services will be received prior to 6/1/2022 or your PO may not be rolled.
FSU_PO_DTLS_W_TYPE – Details about POs and current status of receipts, payments, etc.
FSU_PO_LN_RECV_WITH_NO_VOUCHER – PO line received without voucher (by Dept. ID and PO date range)
FSU_PO_LN_RECV_W_NO_VCHR – PO line received without voucher (by Dept. ID, PO date range, PO No., Supplier ID, and Processor Code)
GLOSSARY
Requisition – an internal request through Spearmart by which a department sends details of supplies, services or materials needed to procurement services.
PO – FSU’s written commitment to a vendor formalizing all terms and conditions of transaction, such as description of the requested items, delivery schedule, terms of payment and transportation.
Fiscal Year – a 12-month period used for accounting purposes.
OMNI – PeopleSoft, FSU’s Enterprise Resource Planning System (ERP).
Spearmart – FSU’s eProcurement system.
RESOURCES