ASG departments reminded Aug 31 is deadline for processing POs and invoices

Pago Pago, AMERICAN SAMOA — The Director of Budget and Planning, Catherine Saelua has informed all Executive Departments and Agencies that purchase orders and invoices for this fiscal year must be processed no later than August 31, 2022.

This is confirmed in a letter to all Executive Departments and Agencies obtained by Samoa News dated July 19, 2022.

The letter is in line with the close of the current fiscal year on September 30, 2022.

 “Once again it is this time of the year when each of our government departments and agencies are called to review, reconcile, and close out any outstanding encumbrances in their respective accounts for this current year.

“In addition, any journal entries necessary to correct charged expenditure accounts in error are also advised to be processed as soon as possible.”

Saelua says these are efforts to ensure a smooth transition towards the new fiscal year and achieve a successful year-end closing.

 “We would like to advise you to follow up on your pending transactions and open encumbrances so they can be resolved and cleared before the end of the fiscal year.

“In fact, this will further enhance our commitment in ASG’s effort towards attaining a timely clean audit as well as a balanced budget by year end.

“Therefore, we ask that all ASG departments purchase orders and invoices be processed no later than August 31, 2022.”

Furthermore, the Budget Director says it is required that all ASG Departments and Agencies clear transactions for the current fiscal year.

 “All outstanding commitments and encumbrances must be cleared and reconciled before year end to prevent any transactions from rolling over to your FY2023 Budgets, thereby decreasing your allocations authorized for specified programs and funding.

 “All purchase must be routed through the offices of Budget, Procurement, and Treasury prior to the designated cut off date

 “Any purchase requisitions prepared and processed after August 31, 2022 will be returned to be encumbered in the forthcoming FY 2023 budget. Year-end utilities and payroll costs are excluded from this deadline.”

Also invoices and receiving reports must be received and on file with the accounts payable division of Treasury before August 31, 2022 to ensure payments are posted to the fiscal year 2022.

 “Our budget analysts will be available to assist in the reconciliation of pending transactions and commitments,” said Saelua.

This past week, the Administration submitted its budget for the new fiscal year 2023 with the final budget capped at $693,415,535 reflecting an increase if $140,630,435 or 25 percent above the fiscal year 2022 aggregate budget.

According to the proposed budget, local revenue to be collected is $117 million, while grants allocated are 49 % or $341 million; enterprise funding is $223 million and Capital Improvements amount to $10 million.

For expenditures, $84,543,000 is for salaries; $3.1 million for materials and supplies, while contractual services is $17 million and $891,500 for travel; $11 million allocated under “others” and $586,500 for equipment.