FY23 Cut-Off Memo
Please take note of the deadlines listed below for the Fiscal Year (FY) ending June 30, 2023.
These dates are not flexible due to the cross over to the next fiscal year and may require you
to use your FY 2024 budget if not timely processed. The dates have been moved later to allow
the maximum allowable time for processing before the close of the fiscal year.
If you are concerned that you may not be able to meet a deadline, please reach out in advance
to the support office listed in the chart below.
| FY 2023 Deadline | Item Due for Fiscal Year 2023 Cut-off | Contact for Assistance |
|---|---|---|
| 3/30/2023 | Final Action Items for FY 2023 contracts for the May 25 Board Meeting due in Sponsoring Executive Queue Note: For FY 2023 purchases of goods and services, which are to be paid on or before June 30, 2023. | Board Office - sgreene@philasd.org Office of General Counsel (OGC) - contracting@philasd.org |
| 4/17/2023 | Office of General Counsel (OGC) must be notified of contract need and contract started in the ERP System Contracts Module. Provide all required information for FY 2023 contracts to OGC. | General Questions - contracting@philasd.org Specific questions should be directed to your assigned attorney. See Attorney Assignments for Contract Administrators |
| 5/10/2023 | Submit all needed FY 2023 budget transfer requests (Non-grant only). | Operating Budget Analyst |
| 5/26/2023 | Exception to Policy Process for FY 2023 LCA’s/Contracts that are not complete in Oracle but suppliers need to be paid for goods or services provided on or before June 30, 2023. | Finance - Marcy Blender Mblender@philasd.org |
| 5/26/2023 | All new requisitions (RQs) for goods purchases outside of an active Oracle contract should be entered, fully approved and have a corresponding purchase order (PUR) in the ERP System. Change orders to any existing requisition should be entered by this date. This includes orders for Office Depot, School Specialty and all other punchout suppliers. | Information Technology Grants Compliance Monitor (GCM) Procurement - purchasing@philasd.org Purchasing Office Hours for live support. Accounting Compliance and Control Monitor (ACCM) |
| 5/31/2023 | Ensure all FY 2023 Contracts and LCAs are complete and signed unless an exception to policy has been obtained. | OGC - contracting@philasd.org LCA Committee – Tracy Horger tahorger@philasd.org` Schools LCA’s - Brian Wilson bwilson@philasd.org |
| 6/2/2023 | Final deadline to submit an Inventory Catalog Requisition for inventory items in the Warehouse | Facilities Management - cfuscellaro@philasd.org |
| 6/2/2023 | All requisitions (RQs), purchase orders (PURs), and change orders for goods and services under an active Oracle contract to be rendered in FY 2023 should be fully approved in the ERP system. Note: For No Lines Agreements, the fulfillment line must be generated, an agreement created, and a requisition submitted and approved. For LCA’s, this means the PUR has been fully approved through procurement, and is Open and Active in the system. | Procurement - purchasing@philasd.org Purchasing Office Hours for live support. |
| 6/9/2023 | Submit FY 2023 signed annual computer and physical inventory reports. (Separate guidance will be issued) | Education Technology for computer inventory - helpdesk@philasd.org Accounting Services for all other inventory- Personalproperty@philasd.org |
| 6/14/2023 | Reduce all FY 2023 open purchase orders to whatever you expect to receive before June 30 via a change order. Purchase orders must be fully received before June 30. If goods/services equaling the full dollar amount of the purchase order will not be received before the end of the fiscal year, it must be reduced to whatever will be fully received before June 30. | Procurement - purchasing@philasd.org Purchasing Office Hours for live support. |
| 6/14/2023 | Submit final travel and life skill reimbursements | Accounts Payable Accountspayable@philasd.org |
| 6/14/2023 | Submit signed Student Activity Funds Bank Reconciliation as of 5/31/2023 | accountinghelp@philasd.org, ACCM |
| 6/14/2023 | Enter all receipts for FY 2023 purchase orders (PURs) -- for goods and services, including Office Depot, print shop, transportation and use of facilities -- using the actual date of delivery. Note: any goods or services received between June 15 and June 30 should be entered immediately upon receipt. | Schools/ACCM Program Office |
| 6/23/2023 | Ensure all FY 2023 invoices are provided by suppliers for services/goods received. Note: Invoices are sent by the supplier directly to the SDP P.O. Box or Supplier Portal. If using the Accounts Payable template, invoices can be dropped off in the Accounts Payable department (440 N Broad, 3rd floor, portal D) | Supplier Accounts Payable - Accountspayable@philasd.org Program Office |
| 6/23/2023 | Final day to submit Printing Services Request Form to the Print Shop for goods charged to FY 2023. Note: Goods must be delivered and received by June 30th. Any goods or services received by Print Shop between June 23 and June 30 should be entered immediately upon receipt. | Print Shop -LaKiesha Stevens lstevens@philasd.org |
| 6/23/2023 | Any Incomplete or Pending Approval requisitions, purchase orders, and change orders will be canceled by Procurement after this date. Cancel any in-progress items or ensure they are approved before End-of-Day on June 24. | Schools/ACCM Program Office Procurement - purchasing@philasd.org |
| 7/7/2023 | Submit signed Student Activity Funds Bank Reconciliation as of 6/30/2023 (Note: Without this, no checks can be written for July 2023) | accountinghelp@philasd.org, ACCM |