For current End of Fiscal Year (FYE) deadlines and notices, please visit the Calendar.
Business Units must review and reconcile all credit card charges incurred prior to April 1 of the previous fiscal year. When charges are not properly accounted for prior to FYE, SFS must move the charges from one accounting period to the next accounting period – resulting in delays to FYE processing.
Business Units are required to reconcile credit card charges within 30 days of the date the charge is incurred (See Chapter XII, Section 6.Q - Paying and Reconciling State Credit Card Charge for more information). Timely reconciliation provides Business Units the opportunity to dispute inappropriate charges and reduces additional reconciliation work at FYE.
To ensure credit cards are appropriately reconciled for the prior fiscal year, Business Units are required to complete the following:
Run the Travel Card Aging Report in SFS, and ensure all charges incurred prior to April 1st of the previous fiscal year are reviewed, associated with an expense report, and submitted to OSC for approval. Although all charges need to be submitted and associated with an expense report, Business Units should determine the legitimacy of any charges reviewed that are deemed questionable.
For additional information related to this process, see:
If a Business Unit hosted by the Office of General Services’ Business Service Center (BSC) needs guidance, staff should reach out to their designated BSC liaison to assist them with this process.
Guide to Financial Operations