Disbursement Cutoff Dates for Fiscal Year End
Important: Fiscal Year-End Disbursement Cutoff Dates
Purpose: To provide the FY 2024-2025 disbursement cut-off dates for Financial Transaction Requests (FTR), Employee Student Direct Pay Requests (ESDPR), Purchase Order payments, and travel to be included in the current fiscal year. Expenses incurred after the dates noted, will be charged to the next fiscal year.
As we approach the end of the fiscal year, here are some reminders of the important cutoff dates that Faculty and Staff should adhere to for UNC Charlotte financial transactions and purchases to ensure they are correctly accounted for in the current fiscal year, FY 2024-2025.
Deadline Summary Tables
| New Financial Transaction Requests (FTRs) | Expenses Incurred Before | Will Show On Your Monthly Budget Report | If Received by |
|---|---|---|---|
| FTRs (Journal Entries / Interdepartmental Invoices) & Postage | 6/17/25 | June 2025 | 6/20/25 |
| Telecommunications, State Car Charges and Payroll Related Disbursements | 5/31/25 | June 2025 | 6/20/25 |
| Invoice Type | This Will Show On Your Monthly Budget Report | If Received in Acct. Payable by |
|---|---|---|
| Employee Student Direct Pay Request (ESDPR) Employee/Student reimbursements | June 2025 | 6/20/25 |
| Purchase Order Payments / E-Check Requests (eCR) Checks will be produced and shown in the June 2025 Budget Report only if receiving is posted by Noon on June 30 | June 2025 | 6/20/25 |
| Travel Prepayments and Reimbursements | June 2025 | 6/20/25 |
Expense Cutoff Dates – No extensions will be granted at this time
Financial Transaction Request (FTR), Employee Student Direct Pay Request (ESDPR), Purchase Order Payments, and Travel:
Expenses must be incurred by the cutoff dates in the chart above to be included in FY 2024-2025. Expenses incurred after these dates will be charged to FY 2025-2026.
Receiving Goods and Services
- Invoices must be received by the cutoff dates indicated in the chart above for goods and/or services to be processed for payment in FY 2024-25.
- It is an audit exception to charge an expense to an account if the goods/services have not been received. Under no circumstances should a department pre-date receiving goods for a purchase order payment to effect payment in the current fiscal year.
- Receipt of the goods and/or services must occur by the last check writer of the fiscal year to enter in Receiving. If receiving is not entered, the invoice will not process a payment in this fiscal year.
Receiving Purchase Order (PO) Payments
Departments must enter the receiving of goods as they occur. Banner and 49er Mart require a three-way match (the purchase order, invoice, and receiving) to produce a payment.
Example: If Disbursements enters an invoice for a PO on June 19, and the department does not enter receiving until July 6, the system will not produce a payment until July 6, and the charge will be applied against the next fiscal year’s budget.
Purchasing Card (P-card) Payments
- All P-card payments must be posted in the Bank of America Works system by Saturday, June 7, to be included in FY 2024-2025.
- P-card purchases posted on June 8 or after will be included in FY 2025-2026.
- P-card purchases that post by June 7 must be fully approved by Disbursements staff in Concur by June 29 in order to post to your departmental fund in Banner by June 30.
Payment Exceptions
- Plan ahead to minimize payment exceptions. Early ordering and receiving can ensure payments are charged appropriately to your FY 2024-2025 budget.
- For questions or assistance, contact Jerri Painter, Disbursements Manager, at jpainter@charlotte.edu.
Credits
Any outstanding credits from vendors must be forwarded to Accounts Payable in Disbursements (acctpay@charlotte.edu) as soon as they are received and no later than 6/20/2025, to ensure they are applied in the current fiscal year, per The Office of the State Controller’s (OSC) policy and the University’s Cash Management Plan.
Important Notes/Deadlines
- Budget Revisions: General fund permanent budget revisions should be submitted to the Budget Office by June 13, 2025, and temporary budget revisions should be submitted by June 20, 2025.
- Deficits: While cleaning up deficits in non-general funds, please use actual expenses rather than transfer codes if you use general funds. These should be submitted by the FTR date above.
- Invoice submission deadline: All invoices must be submitted to Disbursements before 5 p.m. on the above dates. The last check writer will be at Noon on Friday, June 28, unless the State cuts funding before then.
- Receiving deadline: All receiving for goods and services on purchase orders must be entered by Noon on Thursday, June 27. Charges made after the established cutoff date(s) will be applied to FY 2024-2025 budget funds.
Questions
If you have additional questions regarding year-end cut-off dates, please email the respective office below.
| Office | |
|---|---|
| Budget Office | budgetofficesupport@charlotte.edu |
| Disbursements (Accounts Payable & Travel) | acctpay@charlotte.edu or travel@charlotte.edu |
| OneIT Financial Systems Support (e.g., Banner/49er Mart) | finsystems@charlotte.edu |
| General Accounting | generalaccounting@charlotte.edu |
| Purchasing | purchasing@charlotte.edu |
| Purchasing Card | purchasingcard@charlotte.edu |
Last Updated: April 3, 2025