Munis Finance System Closing

There are several important dates listed below for year-end system closings. Please make note of anything that pertains to your department or section financials.

YEAR-END CLOSE KEY DATES NOTIFICATION

July 12 — MUNIS finance system closing for Fiscal Year 2024 (FY24) and opening of the new Fiscal Year 2025 (FY25) will be completed

Requisitions

• April 1 — FY24 requisitions requiring a formal bid and Purchase Order
  • total purchase cost is expected to be $25,000 or more
  • purchase is not covered by an existing bid or active contract
  • must have all necessary Department level approvals completed in MUNIS.
• May 1 — FY24 requisitions not requiring a formal bid for
  • purchases against an existing bid or active contract
  • purchases where the total purchase cost is less than $25,000
  • must have all necessary Department level approvals completed in MUNIS
• May 10 — Deadline to submit re-appropriation form to Budget
  • Department head to email your department’s budget analyst re-appropriation request form to request potential re-appropriation of FY24 appropriations to FY25
• June 30 — FY24 unprocessed requisitions will be rejected by the Purchasing department
  • rejected requisitions will need to be re-entered as a FY25 requisition
• July 1st start date to enter FY25 requisitions

Purchase Orders (PO’s)

• June 17 — changes to increase FY24 PO’s require a FY24 PO change order, and
  • must have all necessary Department level approvals completed
  • must have a journal date of no later than June 30th, or they will be rejected.
• July 5 — FY24 and previous PO’s encumbered with annual funds and with no outstanding invoices or unreceived items against them must be closed.
  • to close a PO, users submit a PO change order reducing the balance to $0.
• July 15 — change orders to FY25 PO’s can be entered after FY24 year-end close is completed

Contracts

• June 30 — FY24 Contracts, which are expired, completed, or no longer needed, must be closed
  • all payments and attached POs must be closed before the contract can be closed
  • to close an expired contract, email the Contract # to CityClerk@cityoftulsa.org
  • to close a public construction or architecture/engineering services contract, complete and submit a final pay packet for Mayor approval to the City Clerk’s Office
  • to close an active contract, complete and submit a contract termination request for action for Mayor approval to the City Clerk’s Office
• June 24 — FY24 Contracts and Contract Change Orders’ as well as Contract Encumbrance Modifications’ must be in the City Clerk’s office by 5 p.m. Monday, June 24th for the June 26th Mayor’s Agenda.
• July 1 — FY24 unposted contracts will be rolled un-posted to FY25. Funds will be encumbered against FY25 funds.
• July 1 — start date to enter FY25 Contracts
• July 12 — ALL Contract Change Orders will be deleted from the system. A list of deleted contracts will be provided at the completion of the Year End procedures.

Invoices

• July 1 — FY24 invoices must be sent to AP to be posted to FY24 budget. Invoices for FY24 received by AP after July 1, may be posted to FY25 budget.
• July 8 — FY24 invoices must be entered and released into workflow; final date to complete
• July 8 — FY24 invoices requiring an RFAIN;
  • final date to complete all necessary department workflow approvals by noon.
  • Invoices will appear on the July 10th Mayor’s Agenda.
  • FY24 invoices cannot be paid with a FY25 PO; an RFAIN will be needed
• July 10 — FY24 invoices not requiring an RFAIN,
  • must be through all necessary department workflow approvals

P-Cards

• July 3 — last date FY24 P-card transactions will be imported into MUNIS
• July 5 — P-card transactions must be allocated and Department level approvals completed
  • time requirement per P-card policy
• July 15 — FY25 P-card transactions will be imported after FY24 year-end closing is completed
  • FY25 P-card transactions cannot be processed using FY24 PO’s.
  • departments should complete a change order if a FY24 PO is to be utilized on a FY25 Pcard transaction.
    • include the invoice number in the change order notes section.