Business Services KEY DATES FOR END OF YEAR
PCards - Employees
June 1st – 30th – Purchasing Card FREEZE. Specific purchases essential to daily operations may be allowed. See FAQs to see if your PCard purchase would qualify.
June 1st – 23rd – All transactions must be reconciled WEEKLY, by Friday, to help Business Services accurately close the Fiscal Year.
June 24th – 30th – Transactions must be reconciled DAILY, as soon as they appear in Emburse Enterprise (Chrome River). Transactions should be minimal as only essential purchases should be occurring during this period.
July 7th – Last day for FY25 PCard reports to be approved by Purchasing.
July 8th – FY26 PCard reports can now be created/submitted. Please ensure FY26 is selected as the Fiscal Year option on the report.
**Supervisors & Budget Admins need to ensure approvals are completed within 2-3 business day as to not hold up the year end close process.
**Any reports not finalized by July 7th will be rejected and returned to the owner and a new report will need to be created with the FY26 designation.
Travel
May 1st – First day Emburse Enterprise (Chrome River) will allow Pre-Approval for new fiscal year (trips occurring after July 1st, 2025) to post in Banner. Please ensure FY26 is selected as the Fiscal Year option on the report.
May 31st – All trips with a return date before April 1st will be automatically expired. Please ensure all travel expenses and reimbursements have been submitted AND COMPLETELY APPROVED before this date.
June 30th – All trips with a return date between April 1st and June 21st will be automatically expired. Please ensure all travel expenses and reimbursements have been submitted AND COMPLETELY APPROVED before this date.
July 7th – All remaining trips (June 22nd – 30th) for FY25 will be expired. Please ensure all travel expenses and reimbursements have been submitted AND COMPLETELY APPROVED before this date. Any expenses reported after this date need to be on a FY26 travel report and will show in FY26 in Banner.
July 8th – FY26 Travel reports can now be created/submitted. Please ensure FY26 is selected as the Fiscal Year option on the report.
**Any reports not finalized by July 7th will be rejected and returned to the owner and a new report will need to be created with the FY26 designation.
PCards - Students
April 16th – Student PCards will be deactivated unless their supervisor requests an extension.
May 2nd – Student PCard transactions must be reconciled.
May 3rd – Unreconciled student PCard transactions will be moved to their supervisor’s E-Wallet.
**If the student will be continuing in the same role for the next semester, their supervisor must submit a reissuance request to Purchasing.
Employee Expense Reimbursements
June 30th – Last day to submit Expense Reimbursement for FY25. Please ensure FY25 is selected as the Fiscal Year option in Emburse Enterprise (Chrome River).
July 7th – Last day Accounts Payable will approve FY25 Expense Reimbursement reports. Please ensure all Travel Expenses and Expense Reimbursement reports have been submitted AND COMPLETELY APPROVED before this date.
July 8th – FY26 Employee Expense Reports can now be created/submitted. Please ensure FY26 is selected as the Fiscal Year option on the report.
**Any reports not finalized by July 7th will be rejected and returned to the owner and a new report will need to be created with the FY26 designation.
Purchase Requisitions
April 15th – Last day to request an RFP, although it may depend upon the complexity of the request.
May 31st – Final day to submit a request for Purchasing to create a purchase requisition for items/services that will be received and completed before June 30th. (If you are not confident the items will be received before June 30th, please wait until July 1st to submit your requisition.)
June 1st – 30th – Purchase requisition FREEZE. No purchase orders will be approved for the remainder of the fiscal year. Specific purchases that are essential to daily operations may be allowed. See FAQs to see if your purchasing needs qualify.
June 15th – 30th – Supervisors & Budget Admins should review open encumbrances and notify Purchasing if any POs can be closed.
July 7th – Purchasing will begin accepting FY26 requisitions. Please hold off on submitting FY26 purchase requisitions until this date.
July 7th – Last day to turn in invoices for FY25 POs.
**Fiscal Year selection is now CRITICAL. Ensure the correct Fiscal Year is selected. Reports approved after June 30th MUST have FY25 selected for it to post to FY25 in BANNER. Pay close attention to this before submitting/approving!
Invoices, Check Requests & Contracted Services Forms (Pink Sheets)
July 7th – All payment requests for work completed and items received through June 30th must be submitted to Accounts Payable.
Fixed Assets
May & June – All employees purchasing items requiring a University asset tag must coordinate with the Fixed Assets Office to have the asset tagged before June 30th, 2024. THIS DOCUMENT identifies items required to be tagged upon purchase.
Grants
June 1st – Last day for PCard purchases. Must be reconciled within 7 days of transaction.
Internal Billing & Expense Transfers
July 7th – Last day internal bills or expense transfers for FY25 will be accepted. Internal Bills & Expense Transfers can be emailed to Business Services.
**If these deadlines cannot be met, please communicate with us in advance.
Revenue Office
June 30th – All revenue received prior to 4pm must be submitted/brought to the Cashier’s Office no later than 5pm for deposit.
July 7th – A/R Invoice Detail forms due to Tyese Gray.