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Budget & Planning

• Overview

  At Fiscal Year End, departments need to proactively review their budgets to ensure they have enough available funding to cover anticipated expenses through June 30th. This involves cleaning up draft or in-progress tasks, amending budgets as needed, adjusting worktags on expenses as needed, paying and closing obligations, and more. Guides are available on our Fiscal Year End webpage. The ³ÉÈË´óƬFinance Hub in Workday is a landing page for helpful reports and tasks.

  Please review the deadlines on the and information on this page to be sure you have all the knowledge and tools you need to help your department have a smooth transition into next fiscal year. If you need any additional assistance, please reach out to your College or Divisional Budget Officer, or submit a ticket.

• Training

  The University Planning and Budget Office has an extensive Training webpage with resources that will be helpful for you, especially throughout the year-end season.

  The provides guidance on managing your budget through Fiscal Year End.

• Encumbrances against 'Committed' Budgets
  Funds for open purchase orders do not roll to the next fiscal year. Please prepare to pay for them from next fiscal year’s budget.
• Negative Balances
  After the , any transactions or documents that hit the check budget queue will be processed against the prior year budget. Each department and division will be responsible for clearing negative balances by amending budget, adjusting expenses, or reducing obligations. Contact your College or Divisional Budget Officer if you need assistance in clearing negative balances.
• Payroll Planning
  Remember that hours worked and submitted on a timesheet will hit the fiscal year in which they are incurred. Hours worked on or before June 30th will hit the prior fiscal year, and hours worked July 1st or later will hit the next fiscal year. Keep this in mind when allocating your budget to ensure you have enough available budget to cover all position wage expenses for the fiscal year. See the for the last date to update your timesheet to hit this fiscal year.
• Auxiliary Phone Charges
  FY26 amounts for phone charges for auxiliary funds remain the same as they were in FY25. Please plan for the same amount to hit your budget in FY26. If you have a question about your specific amount, submit a ticket.
• Pending Documents

  All draft and in-progress tasks will need to be closed or canceled prior to fiscal year end. To check for draft and in-progress tasks, review the Reserved columns on the ³ÉÈË´óƬBudget to Actuals report. Central teams will also notify departments that have draft and in-progress tasks outstanding.

  Draft and in-progress tasks are closed in several ways, depending on the situation. See the , work with your Divisional Budget Officer, or submit a ticket if you need assistance.

• Budget and Actuals Tasks
  If you need to move or amend a amount found on your budget report, use the to help you navigate the process and the steps needed to make that change happen. The guide has links to relevant Knowledge Base articles to assist you through the task.

Controller's Office

• Overview
  The Controller's Office contains several key departments that are instrumental in year end processing. The Controller's Office issues deadlines each fiscal year to allow for enough processing time to ensure charges are posted to the correct fiscal year. To view the deadlines, please visit the .
• Expense Reports

  Expense reports are processed by departments for Travel Card (T-Card) transactions, travel expenses, and reimbursements to employees. At the beginning of July, there is a deadline for campus to complete all entries that need to be processed against the prior fiscal year. Travel expense reports are submitted at least once per trip, but may be processed in two reports if you have expenses that happen early like registration cost or airline tickets. Please visit the for deadlines.

  Spend Authorizations crossing fiscal years may be entered as follows: enter true amounts for expenses that will hit in FY25 (ex. flight, registration) and create $1 lines for expenses to hit in FY26 (ex. hotel, Uber).

• Supplier Invoices
  All supplier invoices must be received in the Controller’s Office by the deadline to ensure processing against your current year’s budget. Be sure to check the date on submissions to ensure the correct fiscal year is used.
• Inter-departmental Recharges

  Some departments that provide services for the campus submit mass charges to bill other campus departments that utilize those services. These are called inter-departmental recharges or billings. These are for items like telephone/data services, business services (such as copiers and postage), and Physical Facilities services. E&G phone charges are handled centrally, and you should not see monthly phone billings in E&G your budget. For Non-E&G funded units, you will still receive an annual billed amount in late August or early September for telephone services.

• Interest Allocations
  For units that receive interest, the Treasury department processes interest allocations throughout the fiscal year. The deadline for interest allocations for the prior fiscal year is annually around mid-July and is listed in the .
• Journals and Payroll Accounting Adjustments
  and must be received by General Accounting on the deadline in early July for them to be processed against the prior fiscal year.
• Receivable Accruals

  Accrued receivables are outstanding revenues that have been earned by a department but have not been invoiced. Submit any manual receivable accruals that need to be recorded for the prior fiscal year along with backup documentation to General_Accounting@unf.edu.

• Travel Accruals

  Travel accruals can be requested for travel that occurred partially or fully in June, for which the travel expense report will not be able to be submitted by the Expense Report deadline in early July.  

  Email General_Accounting@unf.edu the following:

  • Attention:  Anisa Bakiu
  • Traveler’s Name and N-Number
  • Concur Travel Request ID-Number
  • Trip Name and Travel Dates 
  • Dollar amounts for travel days in each fiscal year
  • Index, Fund, Org and Account Code 

Procurement Services

• Overview

  Procurement Services has deadlines in place to guarantee processing before Fiscal Year End assuming that all appropriate supporting documentation is present, there are no pending issues to be resolved, and, in the case of contractual documents, all parties return executed documents in a timely manner. Transactions received after the relevant deadlines will be addressed on a case-by-case basis and may have to be returned unfulfilled. Deadlines exist for furniture orders, Requisitions, and iContracts. To view the deadlines, please visit the .

• Training

  Please consult the for guidance on the preferred method of payment for goods and services. For Procurement training and resources, please visit Procurement Training or Campus Resources pages.

• Bid Actions
  If you have a new need which may exceed the Bid Threshold ($150,000), please contact the appropriate Buyer and discuss it with them. See Commodity Assignments to identify the appropriate Buyer for a specific purchase or question. Procurement professionals will work with departments and/or suppliers regarding contracts that will expire on June 30.
• Requisitions and iContracts Agreements

  .Procurement Services issues a deadline for Requisitions and Contracts/Agreements (for services to be rendered by June 30; all appropriate documentation must be present) and Change Orders (increases/decreases) to ensure enough time for processing before fiscal year end.

  Prior to the end of the fiscal year, all new requisitions will be submitted against next fiscal year. That cutoff date can be found on the . Please be sure requisitions against the next fiscal year have a transaction date of July 1 or later.

  Requisitions and Contract/Agreements where a PO is to be issued must have a registered supplier. You can verify if a supplier is registered to do business with the University by utilizing the Find Suppliers report in Workday. If the supplier is not registered, please ask them to complete a New Supplier Registration Form available on the Procurement Services website. If a supplier needs to update their supplier record, ask them to submit an Existing Supplier Maintenance Form available under Supplier Resources.

  Please remember that software acquisitions and renewals require numerous additional reviews/approvals (such as ADA, Privacy, etc.) which can be time consuming and can delay the ordering process. Allow extra time for these additional review processes so that the expenditure hits the correct fiscal year budget.

• Purchase Orders

  Purchase Orders are contractual obligations to pay a supplier and are created by the Procurement team throughout the year based on a Requisition.

  Outstanding Purchase Orders that have not been closed by the end of the fiscal year will roll into the next fiscal year as part of the year-end processes. Purchase orders issued against E&G (FD100) or Carry Forward (FD120) funds will NOT roll with budget. Likewise, purchase orders issued against other funding sources (auxiliary, project, grant, etc.) will roll into the next fiscal year for payment processing but will not carry budget with them. Your department can request additional budget authority if needed to complete the purchases through the Auxiliary Budget Oversight Mid-Year Request Process.

  Open Purchase Orders with zero dollars or low dollar obligations should be reviewed and closed if they are not rolling into the next fiscal year. To review, use the ³ÉÈË´óƬOpen Purchase Order Obligations for Organization report in Workday. To close a PO a Purchase Order Change Request is available in myWings. This form must be completed to close a PO.

Card Services

• Overview

  Procurement Card (P-Card) and Travel Card (T-Card) transactions are charged against ³ÉÈË´óƬbudgets by adding transactions to a report (Procurement Card Transaction Verifications and Expense Reports, respectively) and coded to the appropriate key and ledger account. Reports must be in the central team’s queue by the year-end deadlines to be charged against the prior year budget. Given continued shipping and supply chain delays, it is especially important that you plan shipments/delivery for P-Card purchases such that they arrive in time for the P-Card charge to hit the appropriate fiscal year budget.

  For the final date to make a credit card purchase in FY25, visit the . Please consult the for guidance on method of payment for goods and services. The on-demand Credit Card Training in Osprey Ascend is also a helpful resource.

• Training

  For credit card Frequently Asked Questions and other helpful information, visit the Card Services page on the Procurement Services website. For Credit Card training and resources, please visit the Credit Card Training page.