JOINT BASE LANGLEY-EUSTIS, Va. –
At the 633rd Comptroller and Contracting Squadrons, personnel worked overtime during the majority of September to process requests, move funds, approve purchases and more due to the end of the fiscal year.
Now that crunch time is over, Airmen had a chance to breathe and explain what happens during the "end-of-year rush."
"Once a purchase is made, is it up to us and [the 633rd CPTS] to process it," said Airman 1st Class Jason Donovan, 633rd CONS contracting specialist. "This happens throughout the year, but in September it gets really crazy."
During the end of the fiscal year, Donovan said many units will spend the money they saved up throughout the year at once, making many more purchases than normal.
"People don't want to spend big money early in the year because they want to keep it in reserve in case something happens later," said Donovan. "Usually, nothing happens, and then everyone scrambles to spend all of their money before closeout."
For 633rd CONS personnel, this translates to 11-hour days in late September, and that isn't just the weekdays, said Donovan.
"Everything must be purchased before Oct. 1 or else the money goes away, and that can spell disaster for a unit's budget in the next fiscal year," said Donovan. "That is why we work so tirelessly - we want to ensure mission success across the board in this time of fiscal constraint."
In addition to working with purchase paperwork, contracting Airmen must work closely with outside vendors, external contracting personnel and unit resource advisors.
"This is a time where we really talk with [resource advisors] and contractors to expedite purchases," said Donovan. "Normally, we let RAs learn their way around their additional duty, but during crunch time, we will be more hands-on to get the job done."
While contracting personnel are processing the requests for purchases, 633rd CPTS personnel down the street work on managing the money flowing between Air Combat Command and Joint Base Langley-Eustis.
While many units are scrambling to make purchases through contracting, many others are clamoring for additional funds, and 633rd CPTS personnel must prioritize these requests and process them before Oct. 1.
"In preparation for the end of the fiscal year, my office produces the unfunded requirements list that is finalized by August," explained Senior Airman Ron Keen, 633rd CPTS budget analyst. "This list has all of the items our units cannot fund. As money comes down from ACC, we start knocking out the items one by one."
While the process might sound simple, the timing is where the real magic happens, said Keen. Often, higher headquarters provides additional funds to CPTS personnel sporadically throughout the week.
"We will receive more money right before the end of work, and we have to spend all of it immediately because we don't know when we might receive more funds," said Keen. "It is extremely reactionary in nature, and towards the end of September, we often will stay until 9 or 10 p.m. daily to meet deadlines."
Both offices have a soft close out date, which falls sometime in mid-September. This timeframe encompasses the majority of the late days. By the time Oct. 1 rolls around, both offices are sending in any final requests and finishing up receipts and other close-out paperwork, said Keen and Donovan.
What happens on Oct. 2? Both offices return to work as usual, with most of the base none the wiser.
"The fact that so many people don't know about our efforts is almost better than being put in the spotlight," said Donovan. "Staying incognito during 'end-of-year' means we did our job because the rest of the [Joint Base Langley-Eustis] mission went on without a hitch. We take pride in that fact."
Keen also said although the time can be stressful, it really shows how efficient and professional Airmen truly are.
"I am only 21, and I work with millions of dollars every month. I doubt a lot of other 20-somethings can say that," said Keen. "Moving all of this money, making the mission happen - it gives me a huge sense of accomplishment, and it truly shows how much of an impact each and every one of us has on the Air Force."