Fiscal Year 2025 Closing Dates

Listed below are important dates and information to assist with year-end transactions and final adjustments to your FY25 budgets. Please be certain all staff in your office responsible for processing invoices, deposits, payroll, journal entries, or other budget-related activity are aware of these deadlines. 

Process Deadlines:

  • Student Timesheets: Wednesday, May 28th , 12 p.m.
  • Staff Bi-weekly Timesheet: Friday, May 23rd, 12 p.m.
  • Cash Receipts (includes credit card receipts): Friday, May 30th, 10 a.m.
  • Petty Cash Reimbursement Requests: Monday, June 2nd, 5 p.m.
  • Credit Card Statement Packet to Allocator: Tuesday, June 3rd, 5 p.m.
  • Credit Card Allocations submitted in GRAM: Friday June 6th, 5 p.m.
  • Credit Card Approvals completed in GRAM: Wednesday, June 11th, 5 p.m.
  • Payment Requests & E-Market Activity: Monday, June 2nd, 5 p.m.
  • Journal Entries: Monday, June 9th, 5 p.m.
  • Accounts Payable/Credit Card Adjustments: Monday, June 9th, 5 p.m.
  • Grant Activity: Date listed above for each process

Expense Deadlines:

  • Credit Card Purchases: Tuesday, May 27th
  • One Card Purchases: Friday, May 30th
  • Accounts Payable - Tangible Goods physically received by Friday, May 30th 
  • Accounts Payable - Services provided on/before Friday, May 30th 

Detail of Above Process or Expense

The last staff payroll for FY25 covers hours worked through Thursday, May 22, 2025, and the last student payroll for FY25 covers hours worked through Tuesday, May 27, 2025. If you have questions regarding payroll, please contact Christine Eigenbrot at ext. 5252 or email payroll@brynmawr.edu.

Deposits (including credit card receipts) for credit to your FY25 budget need to be received in the Controller's Office by 10 a.m. on May 30, 2025. Petty Cash Reimbursement requests for receipts dated 5/31 or before need to be received in the Controller's Office by 5 p.m. on June 2, 2025. If you have questions regarding cash receipts or petty cash reimbursements, please contact Shawn Jackson at ext. 5251 or email scjackson@brynmawr.edu. 

All credit card allocations need to be submitted in GRAM by June 6, 2025, at 5 p.m. Suspension of cards with open or rejected reports will result, if not submitted. As was done in the past, transactions not submitted by the allocation deadline will be charged in FY25 to the cardholder鈥檚 default department and project (account 51899 misc. expense).  The Expense Report process will still need to be completed in GRAM in June. If pre-payment was made for an expense that belongs in a future fiscal year, allocate to 1-10702-00000-99999. Follow the steps on the Glossary and Terminology page to process prepaid expenses.

If you have questions regarding the CC process, please contact Patricia Szybowski at extension 5262 or email bmc_creditcard@brynmawr.edu.

If the services were performed or the goods were received on or before May 31, 2025, the expense must be posted to FY25.  All approved Payment Requests, E-Market quantity receipts for goods, and E-Market invoices/credit memos to be charged to FY25 budgets are due in the Controller鈥檚 office by 5 p.m. on June 2, 2025.

1. Payment Requests

Please write 鈥淔驰2025鈥 clearly on the top of all Payment Request (Non E-Market) forms that should be charged to FY25 submitted between Tuesday, May 13, 2025 and Monday, June 2, 2025. 

2. E-Market PO quantity receipts/invoices

For invoices from Purchase Orders created in E-Market, the Receipt Date entered when creating the Quantity Receipt will determine which fiscal year the expense will be charged, if the Receipt Date is 5/31/2025 or earlier it will be charged to FY25 and if it is 6/1/2025 or later, it will be charged to FY26.  Please only record a 5/31/2025 receipt date for goods received on or before May 31, 2025.

3. E-Market Non-PO invoices/credit memos

All non-PO invoices/credit memos where the service was performed on or before May 31, 2025 must be entered and approved in E-Market by 5 p.m. on June 2, 2025.

To indicate that your invoice/credit memo should be charged against your FY25 budget, please perform the steps in the Fiscal Year End Guide located on the Finance and Administration webpage under Purchases and Payments, Invoice Payments.

You are required to perform these steps for all non-PO invoices/credit memos entered in E-Market between Tuesday, May 13, 2025 and Monday, June 2, 2025.

If you have questions regarding payment requests, please contact Lisa Le at extension 5258 or email accountspayable@brynmawr.edu.  If you have questions regarding BMC E-Market, please contact Donna MacIntosh at extension 5268 or email bmcemarket@brynmawr.edu .   

Any journal entries for FY25 created after May 31, 2025, must have a post date of 5/31/2025.  The last day to post journal entries for FY25 is June 9, 2025.  If you have questions regarding journal entries, please contact Tijana Stefanovic at extension 5632 or email journalentries@brynmawr.edu.

Although government research awards often do not coincide with the College鈥檚 fiscal year, all transfers/allocations between FY25 operating budgets and government awards need to be completed by June 9, 2025, at 5 p.m.  If you have questions regarding any grant activity, please contact Shawn Jackson at extension 5251 or email scjackson@brynmawr.edu.