The end of the 2024–25 fiscal year (FY25) is Monday, June 30.
| Transaction | Deadline | Documentation |
| Equipment and supplies | Must be received by June 30 | Submit description in or on your P-Card expense report of any product received by the college on or before June 30, 2025, for which the invoice has been received, paid, or has not yet been received by the college. Products must be received on campus by June 30. |
| Cash deposits | Recorded on or before June 30 | The business office cannot backdate cash. |
| Departmental charges | June 30 | Submitted to the business office by Friday, July 11. |
| Transfers and corrections | June 30 | Submitted to the business office by Friday, July 18. |
| Bookstore departmental charges | Completed by 5 p.m., Monday, June 30 | |
| Staples Advantage orders | Submitted by Wednesday, June 18 | Must be submitted by this date to ensure they will be included in the FY25 billing cycle. |
Important Dates
- Week of June 16: disbursements are due Tuesday, June 17, by noon; submit earlier if possible.
- Week of June 30: disbursements are due Tuesday, July 1, by noon; submit earlier if possible.
- July 16, noon: FY25 disbursement requests must be submitted via ; submit earlier if possible.
- July 17: submission deadline: cardholders and account group manager PCard expense reports due to approvers.
- July 18: the final Check Run for expenses incurred in FY25.
- July 21: approval deadline: all PCard expense reports must be approved in order to added to the books for FY25.
P-Card
End of the fiscal year submission deadlines
- Cycle ending June 15, regular deadlines:
- Choose the correct cycle (May - Jun 5/16 - 6/15/25) to ensure all the transactions are captured in your expense report.
- Preparing for year end reconciliation:
- Once the 6/15 expense report is submitted, cardholders and account group managers need to begin reconciling the July cycle expense report by adding the accounting, descriptions, and receipts for transactions that occur between June 16 - July 15.
- Cardholders and account group managers should continue to add descriptions, accounting, and receipts for the July expense report, throughout the entire month, but do not submit prior to July 16th.
- IMPORTANT: You need to select the same expense report each time edits are made.
- Do not create multiple expense reports.
- It is easiest to access the same report, each time you login, when you name your expense report.
- Use the following convention when naming expense reports: LAST NAME-REED ID NUMBER-CYCLE ENDING MO/15/YR.
- Cycle ending July 15:
- Cardholders reconcile purchases by July 17
- Be sure to choose the correct cycle (Jun - Jul 6/16 - 7/15/25) to ensure all the transactions are captured in your expense report.
- IMPORTANT: Please add the applicable fiscal year before each description, e.g. (FY25 DESCRIPTION), or (FY26 DESCRIPTION) to ensure the expenses are booked to the appropriate fiscal year.
- Approvers approve expense reports no later than July 21
- All descriptions, accounting, and charges will be posted on July 22
- Corrections cannot be processed as the books will be closed: it is important that the cardholder and approver catch any accounting errors prior to submission.
- Cardholders reconcile purchases by July 17
Read our monthly cardholder emails from pcard@reed.edu for additional information on processing year-end P-Card transactions.