Fiscal Year End

Overview

The college's fiscal year ends on June 30. Preparations for year-end generally begin in March. Finance deadlines are set well in advance by the Comptroller and must be adhered to by all college departments. The annual Year-End Memo is posted on this page, and the annual budget documents and Budget Presentation are archived here. If you need assistance accessing PDFs or Excel spreadsheets, contact ITS.

Fiscal Year-End Contacts

Francisco Lopez, Comptroller 352-395-5209
Andy Barnes, VP/CFO 352-395-5208

Mark Your Calendar: Year-End 2025

It is time to prepare for year-end closing! Deadlines are established as indicated in the Schedule for Year-End Closing FY 2024/2025. All deadlines are firm. Departments should begin planning ahead now to determine how each deadline impacts your area, and schedule accordingly.

Download or print the FY25 Year End memo(Opens in new window)

Requisitions must be received by the deadline (May 2), not just submitted. All approval levels must be completed in Workday before Purchasing receives a requisition.

Processing times will be slower due to high volume. Priority will be given to current-expense requisitions. Requisitions will not be processed without required documentation (contracts, quotes, etc.)

For current-expense Purchase Orders to be expensed against your 2024/2025 budget, good/services must be received by June 30, 2025 and the Receipt created in Workday by July 7, 2025.

Personal reimbursement is processed by Spend Authorization and Expense Report only. (The term “petty cash” is no longer used.) Reimbursement should be reserved for purchases where no other option is viable.

All Spend Authorizations must be submitted and approved by May 16, 2025.
Expense Reports must be submitted and approved by July 7, 2025.

Plan ahead for the design and approval of marketing items with any Santa Fe logo such as flyers, posters, promo items, table throws, etc. This includes new orders, reorders, blanket POs, line-item POs, and P-Card purchases.

Project requests must be received by April 4, 2025
IDBs with MarCom must be completed by April 18, 2025

Emergency purchases are for circumstances which are outside planning control, such as equipment breakdown. Only true emergencies will be processed outside the deadlines below. Requests for emergency purchases must be submitted to Andy Barns in writing via e-mail with the nature of the emergency clearly stated.

Once again we look forward to working with each of you, and we appreciate your cooperation as we close out another fiscal year.