Year-End Close Dates and Deadlines

Hi All-

Another year has come and gone! As we approach the close of Fiscal Year 2025, the Business Office wants to ensure a smooth and timely year-end process. Please carefully review the important deadlines and reminders below.

FY25 EOD Deadlines

June 20th - Deposits, Customer Invoices

• Deposits and Reimbursement Requests for FY25 must be submitted to the Business Office.

  • Deposit checks can be dropped off at the Business Office: 295 Lloyd Ave, 3rd Floor, Providence, RI 02912

• Customer Invoice creation request details for FY25 must be submitted to the Business Office, including the point-of-contact name and email.

July 3rd - PCard and Travel Card

• PCard Transactions: All FY25 PCard transactions must be verified

• Travel Card Expense Reports:

  • Submit expense reports for FY25 travel card charges.

  • Late submissions may result in travel card suspension.

July 9th -  Expense Reports and Supplier Invoices

• Other Expense Reports: All reimbursement expense reports must be submitted.

• Supplier Invoices: Submit all FY25-related supplier invoices to the Business Office.

Year-End Process Reminders

• Request FY25 Purchase Orders ASAP - For purchases that require a PO, ensure you have an approved one in place before making the purchase.

• Supplier Registration is Delayed - For new vendors, send information to the Business Office as soon as possible: athletics_invoices@brown.edu.

• Send Invoice and Receipt submissions promptly to the Business Office to avoid delays.

• Use BrownBuys for faster ordering and strategic suppliers where possible.

• Orders placed in June must be received by June 30 to be recorded in FY25.

• Clarify Fiscal Year - As we approach June 30th, it is important to specify which fiscal year you are looking for expenses to hit with all Business Office-related submissions.

• Submit Complete Documentation - Ensure documentation completeness (invoices, receipts, expense reports), correct cost center charges, and approved contracts if applicable, for all submissions to the Business Office.

If you have any questions or need assistance, please contact the Business Office at athletics_invoices@brown.edu.

Thank you,

Business Office