Fiscal Year 2023-2024: Key Dates

The following outlines SBCC's year end processing deadlines for FY23-24, ending June 30th.  The deadlines enables the campus to meet the financial reporting requirements of the State Controller's Office and various other government and non-governmental agencies.  Please note and submit documents by the requested deadlines. 

For all funds, all goods and services must be received and invoiced on or before June 30, 2024 to be captured in FY23-24's Budget.

Department Requisitions Due to Purchasing

    • May 31st is the deadline for accepting new Department Requisitions for any services, equipment, and supplies,  to use your current FY23-24 budget.   
    • Please note: All goods an services must arrive on campus and invoiced by June 30, 2024. 
    • Requests made after May 31st will be processed against the new Fiscal Year 2024-2025.
    • Visit Purchasing's webpage for more information.

Requests for Contract Due to Purchasing

    • The deadline for accepting Request for Contract for approval at the June Board of Trustee meeting.
    • The deadline is established to allow for seeking Board of Trustees approval (last meeting 06-27-24) and invoices to be processed and paid before year end if applicable.
    • Requests made after May 31st will be processed in the new Fiscal Year 2024-2025.

Invoices Fiscal Year 2023-2024 Due to AP

    • Invoices dated July 2023- May 2024 must be submitted complete with budget code, budgetary approvals and itemized receipts/invoices, in order to pay with Fiscal Year 2023-2024 budgets.

Employee Transactions in Concur and on District Credit Cards (through 5/31/2024):

    • Expense Reports in Concur  - All transactions incurred at through 5/31/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024. 
    • Credit Card Statements in Concur - All transactions incurred through 5/31/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024. 
    • Employee Reimbursements - All transactions incurred through 5/31/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024.
    • All reports are dependent upon full budget owner approval for posting to this fiscal year's budget. 
    • We encourage communication between budget owner and report owner to ensure report is fully completed by stated deadlines.
    • Visit our Procedures webpage for Concur instructions for both T&C Reports (manual) and Expense Reporting (manual). 

Budget Owner Approvals in Concur (transactions through 5/31/2024):

    • Expense Reports in Concur - All transactions incurred through 5/31/2024 should be fully approved to a Concur Expense Report for posting to the current Fiscal Year 2023-2024. 
    • Credit Card Statements in Concur - All transactions incurred through 5/31/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024. 

Depositing Funds (ACH, Checks, Cash) to SBCC

    • All deposits to any fund (general, categorical, trust, club) are due at to the Cashier's Office, complete with the full budget code, for deposit by 6/30.  All cash deposits should be directly submitted at the Cashiers Office, SS-150 (in lieu of inter-office mail).

Trust & Auxiliary Funds  

    • Closely review the transactions in your Trust/Club/Auxiliary Fund to confirm accurate expense assignments. Are all fund expenses yours or was another funds transaction misapplied to your fund? Should any of the expenses need to be reclassified to your General Fund Org, categorical, or elsewhere? 
    • Trust Funds must have either a zero balance, or a positive cash balance.  Please make arrangements to deposit monies to any trust, club and auxiliary funds with a deficit balance by 6/21.
    • Visit our Procedures webpage for instructions and submit your request in the Fiscal Services Portal. 

Accounts Payable Invoices  

    • Invoices for June payment to be submitted, include full budget code, appropriate and complete documentation, and include all necessary approvals, in order to utilize FY24 budgets. Invoices received after today will be paid in the next checkrun, in July. 

Employee Accounts Paid in Full

    • Personal Credit Card transactions that have been billed to employee's pipeline accounts must provide reimbursements to District through your pipeline account.  

New Fiscal Year 2024-2025 begins today.  Dates are July 1, 2024 -June 30, 2025

Accounts Payable Invoices

    • Invoices dated July 1st and onward will be posted to the new Fiscal Year (FY24-25).

Employee Transactions in Concur and on District Credit Cards for all Fiscal Year 2023-2024 transactions:

    • Expense Reports in Concur  - All transactions incurred at through 6/30/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024.  
    • Credit Card Statements in Concur - All transactions incurred through 6/30/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024. 
    • Employee Reimbursements - All transactions incurred through 6/30/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024.
    • All reports are dependent upon full budget owner approval for posting to this fiscal year's budget. 
    • We encourage communication between budget owner and report owner to ensure report is fully completed by July 10th deadline.
    • Those submitted after this date will be expensed from next year's budget (FY24-24). 
    • Visit our Procedures webpage for Concur instructions for both T&C Reports (manual) and Expense Reporting (manual). 

Budget Owner Approvals in Concur for all Fiscal Year 2023-2024 transactions:

    • Expense Reports in Concur - All transactions incurred through 6/30/2024 should be fully approved to a Concur Expense Report for posting to the current Fiscal Year 2023-2024.  
    • Credit Card Statements in Concur - All transactions incurred through 6/30/2024 should be submitted to a Concur Expense Report for posting to the current Fiscal Year 2023-2024.
    • Reports approved after this date will be expensed from next year's budget (FY24-24). 
    • Contact concur-support-group@pipeline.sbcc.edu for corrections to the budget owner approval queues.

Expense Transfers / Reclassification

    • Requests to move FY23-24 expenses that were recorded in Banner under an incorrect budget code, are due.   Finding the Expense Transfer / Reclassification Request on the Fiscal Services Portal.  

Accounts Payable Invoices  

    • Final date to submit any FY24-25 Invoices to be submitted, include full budget code, appropriate and complete documentation, and include all necessary approvals, in order to utilize FY24 budgets.
    • All invoices submitted after this date will be expensed against FY 2024-25 budgets.