Fiscal Update: Cutoff Dates

Fiscal Services has established cutoff dates for the end of Fiscal Year (FY) 2022-23 in order to meet the deadlines established by Auditor-Controller/Treasurer/Tax Collector (ATC) and Purchasing Department. Please provide prompt approval of invoices, and submission of complete and correct documentation such as original receipts, packing slips and justification memos to help ensure that expenses will be recorded in the current FY.

Please review the deadlines below to determine how they may affect your Program’s operations and needs. Note that these dates are subject to change based on ATC’s final year-end cutoff dates.

• Friday, May 19: DBH Fiscal must receive all purchase requests at DBH-Fiscal-Budget@dbh.sbcounty.gov to be applied against the FY 2022-23 budget for any type of purchase that goods and/or services will be received by June 30, 2023.
  • This does not apply to copy paper, toner, and office supplies (non-Staples orders). Those can continue to be submitted.
• Friday, May 26: All invoices, approved Education Assistance Proposals and approved Employee Reimbursement Forms requiring payment by June 30, 2023 wherein the goods and/or services will be received by June 30, 2023 must be email to DBH Procurement at procurement@dbh.sbcounty.gov.
  • Failure to meet this deadline can result in vendor and employee payments delayed to July or August.
• Friday, May 26: Petty Cash must be fully replenished by June 30, 2023 and requires a replenishment payment issued by ATC. Therefore, requests for petty cash checks or petty cash transaction forms requesting cash reimbursement or cash advance must be submitted by this date to DBH – Procurement at procurement@dbh.sbcounty.gov.

New: Purchase request in excess of $5,000 for furniture, equipment or supplies that will not be received until after June 30, 2023 cannot be paid within FY2022-23 Budget. Given this, such requests will be held by DBH Procurement and “staged” in SAP for submission in SAP after July 1st.

If there are any questions about the above deadlines, please contact Beverly Snider at (909) 388-0849 or Ruben Gasco at (909) 388-0824.
​
Thank you,
​Fiscal Services