Fiscal Services
Contact
Accounts Payable Questions
accountspayable@wvc.edu
PCard Questions
purchasing@wvc.edu
Year-End Deadlines for Accounts Payable and Purchasing Cards (PCards)
Overview
to ensure timely processing of payments and compliance with year-end financial close procedures, all transactions must be fully approved, received, and reconciled by June 30 of the current fiscal year.
The Business Office requires sufficient time to review and process submissions prior to the fiscal close.
Recommended Year-End Deadlines
Accounts Payable (Invoices and A-19 Forms)
- Invoice submission deadline: June 19
- Goods/Services must be received by: June 30
- Requirements:
- Submit a vald invoice
- Include a completed and approved A-19 form with correct coding.
- Note: Invoices submitted after June 19 or for goods/services received after June 30 may be charged to the next fiscal year.
Purchasing Card (PCard) Transactions
To ensure purchases are recorded in the correct fiscal year:
- Last day to make PCard for purchases: May 22
- All PCard purchases must be received by: June 30 to be charged to the current fiscal year
- Deadline to reconcile/submit receipts in the PCard system: June 30
- All receipts must be uploaded.
- Transactions must be fully coded and submitted.
- Supervisor approvals must be complete.
- Note: Purchases made after May 22 or received after June 30 may post in the next fiscal year.
Summary of Key Dates
| Item | Deadline | Notes | ||
| Invoice Submission | June 19 | Must include completed A-19 form | ||
| Goods/Services Received | June 30 | For current fiscal year charges | ||
| Last Day to Use PCard | June 30 | Receipts, coding, and approvals complete |