In order to meet year-end reporting requirements, the following instructions and deadlines are provided to assist with managing resources effectively through the end of the current fiscal year (June 30, 2026).
May 15, 2026-Statements received in May for Small Purchase Charge Card (SPCC) and airfare purchased through Diversity Travel will be paid in the current fiscal year. After the May billing, statements received for these services will be paid with next fiscal year鈥檚 budget (FY27).
June 5, 2026 - To ensure payment for purchases will be charged against the current fiscal year (FY26) budget, receipt of goods and/or services by the department, receipt of the vendor鈥檚 invoice by Accounts Payable, and an eVA receiving report completed by the department must occur no later than June 5, 2026. This date applies to all vendor payments and Emburse expense reports using E&G, auxiliary enterprises, and grants/contracts funds.
June 11, 2026 - Last day to submit departmental journal entries to the Office of General Accounting.
June 12, 2026 - Last day to submit current fiscal year departmental budget transfers.
June 18, 2026 - Last day to approve current fiscal year department budget transfers.
Please make certain that invoices, Emburse expense reports, and other charges submitted have sufficient adjusted budget balances available. Invoices received from vendors must be paid within 30 days after the receipt of the goods/services or invoice, whichever is later. All vendors must be properly established in Banner and Cardinal, the state system, before an invoice can be paid. Invoices with July due dates submitted for payment by June 5, 2026, may be paid with available current fiscal year鈥檚 (FY26) budget. Invoices received after the June 5th deadline should still be submitted to Accounts Payable as soon as possible to avoid payment delays in the next fiscal year (FY27).
Cooperation in adhering to these deadlines is appreciated. No exceptions will be made. We thank you in advance for your assistance in observing the schedule and in closing the current fiscal year. The following information from the Division of Finance and Administration is being provided to assist each area, as well as provide contacts to help streamline the University-wide efforts with the fiscal year-end close out process.
To ensure timely processing of purchases and payments, it is crucial to plan ahead.
Depending on the dollar amount and complexity of a proposed purchase, the Department
of Procurement and Contracts typically requires 7 to 45 days after receiving a completed
eVA purchase requisition and specifications to issue an award. Larger or more complex
procurements may take additional time.
Once an award is made, please allow additional time for vendor delivery, receipt of
the vendor鈥檚 invoice, and payment processing by Accounts Payable. Submitting your
requirements and specifications as early as possible increases the likelihood that
delivery and payment will be completed before the fiscal year-end deadlines.
We ask that departments closely monitor expenditure and encumbrance activity via Banner
Finance SSB or Banner Finance Admin pages to ensure payments are processed as expected.
For more details, please refer to the Procurement and Contracts . Thank you for your cooperation in helping us meet critical deadlines.
Budget Monitoring
Departments should regularly monitor adjusted budget balances in discretionary budget pools throughout each fiscal year to ensure funds are sufficient to cover all existing year-to-date (YTD) activity plus any projected activity. Please reference the on the Financial Reporting/General Accounting website when projecting recurring activity.
Sufficient adjusted discretionary budget balances should be made available prior to initiating any related personnel, travel, and/or procurement action. However, in the event of an insufficient budget in a discretionary budget pool, a departmental budget transfer must be entered and approved promptly to clear the deficit.
Some other helpful notes on departmental budget transfers are outlined below:
All year-end departmental budget transfers must be entered, submitted, and approved
by the deadline dates aforementioned.
Transaction Monitoring
Departments are asked to regularly monitor YTD activity throughout the fiscal year to ensure activity posted to the department is allocable to the department, allowable to the funding source utilized, and is in the accurate Banner FOAP. A Banner journal entry should be processed to correct activity posting errors.
The can be found on the Office of General Accounting's website and provides information related to specific recurring journal vouchers posted monthly, such as:
Throughout the fiscal year, open encumbrances should also be monitored routinely to ensure encumbrances that will not have a future payment are closed and encumbrances with Banner FOAP errors are corrected. Please contact Procurement and Contracts and/or Accounts Payable regarding any encumbrance related matters.
Contact Information
Last Updated: 1/9/2026