Petty Cash & Cash Drawer Counts

  • Confirm balances are accurate in accordance with County Policy F-7.
  • Senior Accounting Technicians in Finance will send emails with amounts to verify.
  • Petty cash counts should be performed on Monday, June 30, 2025.

 

Cash Receipting: FY2025 vs. FY2026

FY2025

  • All cash/check deposits must be made by Monday, June 30, 2025 (end of business day).
  • If funds miss the cut-off, submit a ticket to Help.Munis@deschutes.org. 

FY2026

  • All receipts in FY26 must be entered in FY26 batches.
  • If you receive cash in FY26 that applies to FY25 (e.g., grant revenue over $1,000), notify Finance at Help.Munis@deschutes.org.
  • Finance will process revenue accruals accordingly.

 

Accounts Receivable (FY2025)

  • Follow up on unpaid invoices as of June 30, 2025.
  • FY25 invoices may be entered in TylerERP through Thursday, August 7, 2025.
  • Notify Finance to record accruals for:
    1. Grant revenues not entered in TylerERP
    2. Lease revenues not entered in TylerERP
    3. Services provided in FY25 not billed in TylerERP

 

Accrued Expenses (FY2025)

  • Refer to the TylerERP Fiscal Year-End Instructions email sent on May 27, 2025.
  • FY25 invoice entry allowed in AP batches through Thursday, August 28, 2025.
  • Invoices received prior to 8/28/25 – If goods were received or services were provided prior to June 30, 2025, invoices should be paid from FY25 funds
  • Invoices received after 8/28/25 – If goods were received or services were provided prior to June 30, 2025 and the invoice amount is greater than $25,000, pay the invoice out of FY26 funds and notify Finance.  

? Important Reminder for Hard Close:
Invoices must complete approval workflows by 5:00 PM on August 7, 2025, or they will be deleted for year-end closing.

Deferred/Unearned Revenue (FY2025)

If cash was received in FY25 for services/goods to be delivered in FY26, submit a ticket to Help.Munis@deschutes.org to notify Finance.

P-Card Expenditures

  • The July p-card statement (covering 6/21–7/20) includes June and July transactions.
    1. Finance will upload these as one statement.
  • Posting will be based on the transaction date:
    1. June transactions → FY2025
    2. July transactions → FY2026
  • P-cards will be uploaded into Munis as soon as they are available, ideally by 7/24.
  • Departments need to add backup documentation and code transactions by 7/31 so Finance can approve.
    1. Supervisor approvals need to be completed by 8/5.
  • During your review, confirm if any charges over $500 pertain to July. If any should be recorded to June, notify Finance via Help.Munis@deschutes.org.
  • FY25 p-card purchases must be made early if you want to guarantee they are recorded in FY25. Items must be shipped and/or received by June 30, 2025, to be recorded in FY25.
     

Grant Reporting

  • Refer to the FY25 Grant Tracking Updates & Reminders email sent May 6, 2025.
  • Submit the Grant Award Year-End Reporting form for each grant (federal, state, or local) to Help.Munis@deschutes.org by August 1, 2025.

 

Capital Assets

Additions

  • Work-in-Progress/Construction – Finance will coordinate with departments to confirm project status.
  • Equipment Purchases – Finance will confirm items added with departments.

Disposals

  • Finance will distribute the active capital asset list in May 2025.
  • For disposals occurring in June, complete the Disposal Form (available on the Finance Portal) by June 30, 2025.

 

Payroll Accrual

  • The portion of July payroll that covers June 22–30, 2025 will be accrued back to FY2025.
  • This amount typically represents about 33% of the July payroll.
  • If you have an employee charged to different grants in June and July, please notify Jana so we can make sure the year-end accrual is charged to the proper grant.