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Year-End Information

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Don’t miss any important dates as the close of the fiscal year approaches. Below is a schedule of important dates, forum details and tips on navigating supply chain complications to help.

FY24 UNCW Finance Year-End Schedule

The 2024 Year-End Schedule outlines deadlines that must be met as the budget year ends. Note the contact for each item in the last column if you have questions. For additional year-end information, please see our FY2024 Year-End FAQs at the bottom of this page.

Year-End Finance Forum

Join us for the FY24 Year-End Finance Forum on Monday, January 29 via Zoom.

Purchasing Services Ordering Deadlines

Supply chain interruptions have been headlining news since the early days of the pandemic and economic declines in the manufacturing sector continue to disrupt deliveries in almost every category.

To improve the likelihood that your state-funded purchases will be received prior to yearend, plan on a 4-to-6-week delay in delivery and order very early. Please keep in mind expenditures that annually exceed $25,000, competition is required and for an RFP process, expect a 60-day process for award of contract. The FYE 2024 deadlines below are intended as a guide (not a guarantee) and actual delivery times will vary.

Reminder: Be sure to use the Budget Override feature in uShop if funding is pending a budget revision. Doing so will save valuable time in order processing.  

For assistance and details, please email the purchasing team.

Year-End Deadlines Table
Date Description
December 9 Vehicles (Severe issues. Some models are not available for order. Contact Purchasing for details)
February 16 Equipment (including but not limited to scientific, landscaping, and commercial machinery), furniture
February 16 New software and on-line services procurements
March 8 Services, including performers, consultants, independent contractors
March 22 Intellectual property, advertising
April 12 Computers, Supplies (including but not limited to MRO, research, and office), parts and tools

Click here for the chart commodity assignments by Purchasing Specialist.

Year-End Forum Presentation January 2024

Couldn't make it to the Finance Forum? View the FY24 Year-End Finance Forum Presentation via Percipio.

Year End FAQs

FY24 PO’s that roll to FY25 cannot be paid in July 2024 until we close and roll the year. This will be July 24th at the earliest and is subject to change.

FY25 PO’s can be paid beginning with the first check run of the new fiscal year which is currently set for July 10th.

Please contact Debbie Jewell (jewelld@uncw.edu), Direct Pay and Travel Payments Manager.

On the travel expense report, the box for the "Is this your final report for this trip?" question must be checked "yes" to liquidate any remaining encumbrances on that travel.

If you are traveling in FY25, check the box for the question "Is this travel occurring in the next fiscal year?" so your FY24 funds do not encumber.

Invoices received in AP or Chrome River after the June 7th deadline will be handled on a first come, first served basis. After the June 7th deadline, there is no guarantee the payment will be made with FY24 funds, but every effort will be made to pay with current year funds.

Payroll cost redistributions cannot be processed for prior fiscal years regardless of the funding source. For example, cost redistributions for FY23 salaries cannot be submitted in FY24. Review your funds and plan accordingly. Cost reallocation due dates are listed on the FY24 Year-End Dates Spreadsheet posted on the FY24 Year End Information website.

A pCard cardholder may request to add a fund at ANY TIME by emailing pcard@uncw.edu, with approval of the Budget Authority or Business Officer.

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