Fiscal Year End Frequently Asked Procurement/Payable Questions

When does the City's fiscal year come to a close?

  • The City operates on a fiscal year beginning on July 1st and ending on June 30th.

If my delivery or service is not completed until after June 30th, am I able to charge this expense to the preceding fiscal year?

  • Due to external requirements, a transaction must be applied to the fiscal year in which the delivery or service was completed. Therefore, even if we have a theoretical Purchase Order dated 6/1/25 (FY25) but not delivered until 7/1/25 (FY26), the expense/payment must be applied to the new fiscal year's budget. So, the expense would be applied to your department's FY26 budget.

What if the delivery was scheduled to arrive prior to fiscal year end, but there was a mistake made by the delivery service? Can we make an exception if we can prove this?

  • Unfortunately, for audit and compliance purposes, exceptions cannot be made. If you intend for purchases/services to be applied to your FY25 budget, please ensure that all items/services are delivered/completed by June 30th.

Is there a target timeframe for which I should aim to have all deliveries/services completed?

  • Please have all deliveries and services completed by June 15th where possible. When this is not possible, please fill out this form to alert Finance of a delayed delivery/service.

Are there any recommendations for how I can encourage my vendor to move more quickly on my delivery/service?

  • Honesty is the best policy! If you have a delivery/service that was budgeted in FY25, communicate that to the vendor. Emphasize the need to have the delivery occur by June 15th.

I have a time-sensitive order. Where do I send contractors to sign up as a vendor with the City?

I have a new vendor who would like to reach out to purchasing for an order prior to the end of the fiscal year. What's the best way they can reach out to Purchasing?

  • Feel free to provide contact info or provide this link to our external procurement webpage(s) for how they can schedule a meeting with Purchasing.