Wing FY20 Year-End Checklist - Wing and Unit Budget, Payments, Reporting Deadlines

Sep 1, 2026

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Wing FY20 Year-End Checklist outlines a structured schedule to prepare wing and unit budgets, reconcile accounts, and complete required filings before FY20 closes. It specifies deadlines for checks and electronic payments to other CAP entities, PayPal transfers, training and mission cut-offs, and bank-related actions like obtaining certificate of deposit values and resolving stale items. It also covers SmartVault and QuickBooks uploads, completion and approval of CAPF forms via DocuSign, annual inventory in ORMS, and internal financial reviews, plus guidance on accruals, invoices, and PayPal accounting.

LanguageEnglish

CategoryForms

FormatDOCX

Pages4

Reading Time2 min

AccessFree to download

Wing FY20 Year-End Checklist

Budgeting and reporting timeline

Payments, PayPal transfers, and bank reconciliation

CAPF forms, inventory in ORMS, and reviews

Additional accrual and invoicing guidance

WING FY20 YEAR-END CHECKLIST 1 August – Begin preparation for wing & unit budgets. Send your units information to begin budgeting for FY21. We recommend sending units the FY20 budget to actual reports along with the budget template. This report will show the unit’s budget for FY20 along with the actual income and expenses. Use “This Fiscal Year” for the budget to actual report date to give the units the most current information. 01 September - This is the last date to issue a check to another CAP Entity (NHQ, Regions, Wings or Units outside your Wing). Electronic payments to other CAP entities outside your wing may be made until September 23rd. In the past, we have had intercompany payments from one wing to another in transit across yearend. We hope to eliminate this issue. If you owe another wing after this date, please wait until 1 October to issue the check or electronic payment. 24 September -- Transfer all PayPal funds before 30 September. By doing this on 25 September, the transfer should arrive at your bank by 30 September. 24 September – Cut-off date to schedule/perform any appropriated funded training missions, proficiency flying, SUIs or CAP cadet orientation flights paid with FY20 funding. CAPR 173-3 paragraph 2.3.1. 23 September – Last day to make electronic payments. These take at least one day to clear and will be in transit if made on the last day of the month. Hold any electronic payments until 1 October. 30 September – Obtain values on or around 30 Sept for any certificates of deposit, including those held by units. You may have to visit the bank on 1 October or download it from your on-line access on 30 Sept or 1 Oct. Make sure any accrued interest is listed or that enough information is provided to calculate the accrued interest (rate, maturity date, etc). 30 September – Deposit all funds on hand before your bank does their daily close. Some banks close their day at 2:00, others at noon. Please check with your bank. This will provide a true bank balance at the end of the year/month. 30 September – Research any outstanding checks that are over 6 months old or deposits over 30 days old on the August Bank Reconciliations. Void or write off any stale checks (older than 6 months) prior to reconciling the 30 September bank statement. 1 October –Budgets for wing and units must be finalized and uploaded to SmartVault. The wing budget must have been entered into QuickBooks. The unit budgets must be entered into QuickBooks by December 31. 1 October – The wing CAPF 172 must be completed and uploaded to SmartVault. The wing CAPF 172 must be approved in DocuSign in lieu of signatures but the finance committee members’ names must still be listed on the bottom of the form. The Wing Travel Supplemental is required to be renewed annually per CAPR 1-2, para 8.3.4. 1 October – Units are required to submit a signed CAPF 172. Wing will upload unit CAPF 172s to SmartVault. CAPR 173-1 paragraph 9c(1). 1 October – Annual Inventory begins. This is completed in ORMS. Wings & units must verify real property in the Real Property Module. All CAP entities must report whether their facility is donated or not. All verifications must be completed by December 31. Wings should go into ORMS and select Reports, Real Property, F174 Real Property Year End Report (Excel Only), and verify that all wing and unit data is accurate. Some wings and units are showing duplicate entries. Tell your WFA so that duplicates can be deleted from ORMS. 13 November – Last date for missions to be submitted (with CC approval) in WMIRS for NHQ payment. Any missions approved by the wing commander more than 45 days after the end of the mission will only be paid if funding is available at year end (this cannot be determined until December). 13 November – Due date for 4th quarter Internal Financial Review to be completed and posted to SmartVault. Please make sure you are using the new form which has been posted on the NHQ website under CAPR

FAQs

What are the key payment and transfer deadlines for FY20 year-end?

The checklist sets deadlines for issuing checks to other CAP entities (final date to issue checks is 1 September, with electronic payments until September 23), making electronic payments (last day is 23 September, hold until 1 October), and transferring all PayPal funds (schedule transfers by 25 September for arrival by 30 September). It also requires cut-offs for scheduling or performing FY20 funded missions and flights by 24 September.

What financial system and form submissions must be completed by October 1?

By 1 October, wing and unit budgets must be finalized and uploaded to SmartVault, with the wing budget entered into QuickBooks. Wing CAPF 172 must be completed, uploaded to SmartVault, and approved in DocuSign with committee member names listed. Units must submit signed CAPF 172 to the wing for upload.

How should banks, accrued interest, and stale transactions be handled before month-end close?

The checklist instructs units to obtain values on or around 30 September for certificates of deposit, ensure accrued interest is listed (or sufficient data is provided to calculate it), and deposit all funds before the bank’s daily close (noting banks may close at different times). It also requires researching outstanding checks older than 6 months and deposits older than 30 days and voiding or writing off stale items before reconciling the 30 September bank statement.

Sep 1, 2026

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