Council's financial year-end, 30 June 2025 is quickly approaching, and your assistance is required to ensure that actions relating to the financial year end are addressed in a timely manner.
There will be information sessions on Teams for anyone who wants to know more about the year-end and carry-overs, on 12 June and 18 June.
Please book at Learning and Training Management.
Purchase orders
Purchase orders can be raised at any time to ensure prompt payment. The following will apply:
- Purchase orders are required to be raised for all invoices requiring payment (unless exempt).
- All purchase orders raised prior to 1 June 2025 that have been approved and not invoiced will be cancelled in order to maintain the finance system. All orders will need to be raised as new orders for the new financial year.
If you require an existing purchase order to be retained for the 2025-26 financial year, please contact Sue Rao before 1 July 2025.
This happens in rare circumstances for example, a capital works project where works are yet to be completed and will occur in the 2025-26 financial year.
New vendors
All new vendor applications must be completed and returned by suppliers by 30 June 2025 for set up for this financial year 2024-2025. This includes providing any further information requested, for example, bank statements or statement by supplier forms.
Important dates
Friday 27 June 2025
- Debtor invoices raised by Finance.
- This is the final date for Finance to receive any debtor authority for raising debtor invoices for the financial year 2024-25.
Monday 30 June 2025
- Debtor invoices raised by departments other than Finance
- Departments raising their own debtor invoices need to ensure invoices are raised by 3pm Monday 30 June 2025 for transactions to appear in the 2024-25 year.
Receipt of goods and services
Goods must be received, or services rendered by this date for expenditure to be recognised in the 2024-25 accounts. If goods have been delivered or services rendered prior to 30 June 2025, these transactions should be accounted for in the 2024-25 year. All invoices must be dated 30 June 2025 or prior for inclusion in the 2024-25 accounts.
Refunds
All Request to pay by electronic transfer (EFT) refunds via the online refund form need to be completed including bank details and returned to Finance for processing into Computron by no later than 30 June 2025.
Cash receipting
Cash receipting will close for the 2024-25 financial year on Monday 30 June 2025.
Property and Rating (CI) Journals
Please ensure journals raised in Property and Rating (CI) are closed and GL posted by 4pm on Monday 30 June 2025.
Tuesday 1 July 2025
- Debtor invoices - raising debtor invoices for the 2025-26 financial year can commence.
Wednesday 2 July 2025
- Invoices received by Accounts Payable
- Please ensure your suppliers have invoiced CGD for work performed or goods delivered up to 30 June 2025 prior to the Accounts Payable cut-off date of Wednesday 2 July 2025.
- All invoices displaying the PO, must be emailed to invoices@cgd.vic.gov.au by Wednesday 2 July 2025 to be included in the 2024-25 accounts.
Flexi Purchase – Corporate Purchasing Card
Purchases made on Council purchasing cards before 30 June 2025 need to be allocated to appropriate account numbers and be authorised by Wednesday 2 July 2025 to ensure they will be accounted for in the 2024-25 financial year.
Any purchases made after 1 July 2025 will be accounted for in the new financial year (2025-26). Please note that purchases made late in June 2025 (e.g. 29/30 June 2025) may show on the July 2025 statement due to delays in the bank processing the transaction. These will be accounted for in the next financial year (2025-26).
Thursday 3 July 2025
- Last day for invoices to be approved through Computron workflow.
- All invoices must be approved through Computron Accounts Payable workflow by Thursday 3 July 2025 to be included in 2024-25 year.
General Journals
General journals from the responsible business units to be completed, signed and attached with relevant supporting documents and emailed to Treasury.Accounting@cgd.vic.gov.au by Friday 4 July 2025.
Monday 7 July 2025
Accrual of Expenses
Invoices related to 2024-25 year not approved through Accounts Payable workflow by Thursday 3 July 2025, must be brought to the attention of Accounts Payable staff no later than Monday 7 July 2025, to be included in the 2024-25 accounts (accrued expenditure via a journal).
Grant Acquittals
Please email zzFinancialPlanning@cgd.vic.gov.au about any acquittals that will be required to be reviewed or externally audited.
Assistance from Finance staff
Finance staff will assist you with your queries. Please contact the following dedicated staff for the expert assistance:
Accounts Payable/Purchase Orders
Sue Rao - 8571 5363
Sandra Kleyn - 8571 5157
James Pushparajan - 8571 5120
Accounts Receivable
Tony Jacob - 8571 5120
Fixed Assets
Yousuf Usmani - 8571 5383
Flexi Purchase System – Corporate Purchasing Card
Marina Tourosvsky - 8571 5116
Anushka Lal - 8571 5537
General Queries
Email: Treasury.Accounting@cgd.vic.gov.au
Anushka Lal - 8571 5537
Claudia Zeng - 8571 5585
Operating Carry Overs
All staff should be aware that there is a blanket rule that NO operational funds are carried over to the next financial year, except in the following circumstances:
- Where there is an unexpended tied grant that established an expenditure obligation on Council and which would be required to be repaid if not expended.
- Where a grant has been received in advance and recognised as income in 2024-25 but relates to expenditure to be incurred in 2025-26.
One further exception is where Council has entered into a contractual commitment for one-off operational initiatives that may cross the financial year boundary and incur costs into 2025-26. Where such a situation occurs, please email zzFinancialPlanning. If the Executive Team (ET) endorses these outcomes as being imperative, unique and the situation unavoidable, these projects will be included for funding in 2025-26 through the Mid-Year Budget process. However, if these tests are not met, ET will require the remaining expenditure to be met from existing 2025-26 budgets.
Guidelines and an online form for operating carry over requests are available on the Source under the ‘Amended Budget / Operating Carry Overs’ heading at: Budget Information - Forms, Templates and Guides.
Relevant contact – Maya Mendonca (Finance)
Due - Friday 4 July 2025
Capital Carry Overs
The Capital Budget Carry Over Process for FY2024/25 will be conducted via a spreadsheet this year, which will be maintained by Joseph Kent. The spreadsheet will be emailed to each Project Manager on Monday, 2 June 2025.
To ensure a smooth and timely process, please note the following key points:
- Submission Responsibility: The capital budget carry over request must be submitted by the responsible Project Manager, in consultation with the Service Manager and other relevant stakeholders.
- Minimum Threshold: Only requests over $10,000 will be considered.
- Preliminary Approval: You must seek approval in principle from your Manager, Coordinator, or Team Leader before including any item in the carry over spreadsheet.
- Deadline: All completed carry over requests must be submitted no later than Friday, 27 June 2025 for consideration by the Service and Assets Steering Committee (SASC) and Executive Team (ET).
For guidance on completing the process, please refer to the Guidelines for the Capital Carry Over Process under the ‘Amended Budget / Capital Carry Overs’ section on The Source at Budget Information - Forms, Templates and Guides.
In general, capital budget carry over requests will be considered for recommendation by ET complying with the following criteria:
- New, upgrade or expansion projects where:
- A contract has been let or a purchase order raised in the current financial year
- Works have commenced
- Funding is required in the following financial year to pay for works that will be undertaken in that financial year - A project that is subject to a matching or tied grant/external funding
- Multiyear capital projects with insufficient funding available in the following financial year
Capital budget carry over requests will not be considered for recommendation if they meet the following criteria:
- Renewal projects and programs
- The project status has been reported as ‘complete’ in the 2024-25 CIP Monthly Report for capital works . A project status marked ‘complete’ indicates that the project has reached practical completion, and all handover documentation and invoicing has been finalised for the project.
Please also note that purchase orders do not automatically generate or guarantee a carry over.
Relevant contact – Joseph Kent (Chief Engineer and Major Projects)
Due - Friday 27 June 2025