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Year End Close Memo FY21

The year end close memo has been posted:

PCPS-related year end close dates: (all dates listed below are as of close of business that date)


  • May 8th: Last day to submit requisitions greater than $50,000 to PCPS bidding in order to have a purchase order issues and goods received by June 30, 2021
  • May 29th: Last day to submit requisitions/change orders for old year funding $50,000 or less

  • June 15th: Last day to submit invoices for normal processing timelines (anything submitted after this day may be delayed due to increased workload).
  • June 18th: Last day to email PCPS cancellations on old year requisitions/purchase orders for state appropriated funds.
  • June 30th: Last day to receive goods/services either online or manually. Any goods/services received after June 30th will be posted as a new year transaction

  • July 6th: Last day to submit invoices to Payment Services for payment of goods/services which were received by June 30th. Note: if a supplier registration action cannot be completed by close of business July 6th, the invoice may not be processed until new year.
    Last day to approve reports to final approval step in MyExpenses with transaction dates through June 30th. Transactions dated July 1, 2021 or later will not be pulled into MAP until July 13th.

Note: for PCard only expense reports in MyExpenses and internal transfers in Mountaineer Marketplace (payments that do not require Payment Services’ approval), Financial Transaction Approvers can have until close of business Thursday, July 8th to approve. If there are any issues with the funding that cause the invoices to reject when Payment Services attempts to pull them into MAP, the invoice/transaction may not post until the new year.

A few additional notes

  • PCard transactions must have a transaction date of June 30, 2021 or earlier and post in MyExpenses in time for the report to be fully reconciled before July 8, 2021. The day you swipe your card is rarely the day that it posts at the bank – there is typically at least one day delay – and then transactions typically post in MyExpenses two days after they post in the bank’s software. Please make sure to not wait until the last few days of June to use your PCard if you need the transaction to post in old year.
  • Beginning in mid-May, Payment Services will begin only sending invoices to the State Auditor’s Office to be paid if the invoices have a scheduled payment date before July 1, 2021. Invoices with a scheduled payment date after June 30, 2021 will be held until July 1, 2021.
  • Payment Services will not be issuing RC funded payments from June 30, 2021 – July 13, 2021. If you know there are urgent new year RC funded invoices that must be paid during that time frame, please contact Joy Quintana.