May Newsletter

5/5/2025

The Ohio Department of Education and Workforce (DEW) is preparing for the end of Fiscal Year 2025. The State of Ohio’s accounting system will suspend payment processing in mid-June as part of its year-end closing procedures. As a result, DEW must adjust its timetable for approving June Project Cash Requests (PCRs). To ensure timely reimbursement, all PCRs must be submitted no later than 12:00 p.m. on Wednesday, June 11, 2025*.

PCRs may include: expenses already incurred and advance funding for anticipated FY25 expenses that will be paid by July 15, 2025.  Advances are optional and should only be requested for immediate needs that are properly obligated before June 30 and will be liquidated by the date specified on the PCR. These expenses would subsequently be reported on the FY25 Final Expenditure Report**.

The five-day liquidation rule for advance funds is temporarily relaxed for PCRs submitted in June. However, a detailed justification is required to be entered into the justification of need section on the PCR and must include: how the funds will be used, the specific amount requested, and the expected payment/liquidation date***. Incomplete or vague justifications may cause delays or result in the request being unapproved.

To expedite processing, attach supporting documentation for any reimbursement requests that exceed 10% of your allocation. The Office of Grants Management will process requests in the order received. Due to high submission volume and potential limitations in state appropriation, some requests may be delayed until after July 1.

*Submissions received after this deadline may not be processed until the system reopens on July 1, 2025.

** Advance funds should not be requested for FY26 expenses, which are normally
   obligated on or after July 1.  

***All advance funds must be fully spent in accordance with the dates specified on the PCR. Any unspent funds after the time period specified on the cash request constitutes a violation of cash management guidelines and may result in an audit finding.  

If your program ends FY25 with a deficit, please refer to ORC Section 3315.20 for guidance on managing deficits in special funds.