For general year-end assistance, please use our web contact form and select the Year-End Information category.
| Item | Deadline | Analytics | Notes |
|---|---|---|---|
| Last day for departments to submit Purchase Requisitions | Friday, May 2 | N/A | Last day for departments to submit fully approved Purchase Requisitions to Purchasing to ensure the order is placed, delivered, and paid in FY 2025. |
| Begin departmental review of FY 2025 Account setups and attributes | Friday, May 2 | N/A | Departments should begin reviewing their Accounts for any FY 2025 changes that need to be made. |
| Requisitions and POs can be created for FY 2026 | Monday, May 5 | N/A | Requisitions and Purchase Orders can now be created for FY 2026. |
| Begin dual updating of maintenance tables | Monday, May 5 | N/A | All Sub-Object Codes and Project Codes will need to be maintained in both FY 2025 and FY 2026. |
| Budget Organization Changes (Reorganization/Dept. Title/Account Remapping) | Friday, May 9 | N/A | Deadline for approved reorganization/department title/Account remapping changes to the Office of Budget and Planning. |
| Purchase Order Amendments | Friday, May 9 | N/A | Last day for departments to submit fully approved amendments to Purchasing to ensure the amendment is processed in FY 2025. |
| Transfer of Funds (TFs) for Endowments | Wednesday May 14 | N/A | Last day to submit endowment TFs to guarantee they will be processed for FY 2025. |
| Change expiration dates for accounts | Thursday, May 22 | N/A | Last day to update Account expiration dates in UAccess Financials to extend an Account into the new FY for purposes of payroll funding. Transactions to update Account expiration dates must show final in Financials by May 22. Account expiration changes made after this date will also require Account changes to funding in UAccess Employee. |
| Request for Budget Change (RBC) – FY 2026 | Wednesday, May 28 | N/A | FY 2026 RBCs will be available for creating budget transfers and budget revisions for the new year. |
| Request for Budget Change (RBC) – Perm Budget | Friday, June 6 | N/A | Deadline for FY 2025 permanent budget transfers and revisions (to affect FY 2026 Original Budget). |
| Disbursement Voucher Vendors (PVEN) | Friday, June 13 | N/A | Deadline for creating new DV vendors for FY 2025 vendor payments to ensure the DV to disburse payment is fully approved by June 30. |
| Request for Budget Change (RBC) – Temp Budget | Friday, June 13 | Monday, June 16 | Deadline for FY 2025 temporary budget transfers and revisions (FY 2025 temp budget transfers and budget revisions will be processed on a case-by-case basis). |
| Juneteenth Holiday | Thursday, June 19 | N/A | Juneteenth Holiday - System will be available but no batch processing will occur. |
| Disbursement Vouchers (DV), Travel Advance and Operational Advance Settlements | Friday, June 20 | N/A | Deadline for submitting fully approved DIs, DVs and Cash Receipts with supporting documentation attached in the Notes and Attachment tab to ensure approval and posting in FY 2025 (Period 12). |
| Asset Retirement and Transfers | Friday, June 20 | Monday, June 23 | Deadline for submitting asset retirements and transfers to Property Management for FY 2025. Campus can resume submitting asset retirements and transfers on July 14, 2025. |
| API payment files for FY 2025 | Tuesday, June 24 | Wednesday, June 25 | Deadline for API units to submit files for FY 2025. API Units may begin submitting FY 2026 files on Thursday, July 3. |
| Payroll for June 9 – June 22, 2025 | Wednesday, June 25 | Thursday, June 26 after 10 a.m. | Payroll will be posted to Period 12. File runs on Wednesday. PELs available to campus Thursday after 10 a.m. |
| Cash Receipts | Monday, June 30 | Tuesday, July 1 | Departmental deposits for FY 2025 must be received in the Bursar's Office by 4 p.m. on Monday, June 30 to ensure sufficient processing time. If you have any questions, please contact Bursar’s Office at 520-621-0887. |
| Student Snapshot | Monday, June 30 | Tuesday, July 1 | All Student activity that posts to Financials for FY 2025 will be included in this snapshot. |
| Service Billings and Interdepartmental Billings | Monday, June 30 | Tuesday, July 1 | Service Billings and Interdepartmental Billings must be fully approved by June 30 to post to FY 2025. SBs and IBs will post to Period 12. |
| Deadline for DV, DI, and GEC Approval by Accounts Payable | Monday, June 30 | Tuesday, July 1 | 3 p.m. deadline for DVs, DIs, and GECs to allow for Accounts Payable to review and approve prior to end of the day in order to post in FY 2025. Supporting documentation must be attached in the Notes and Attachment Tab. |
| Interim FY 2025 Period 12 close (Preliminary Interim close) | Monday, June 30 | Tuesday, July 1 | Interim FY 2025 Period 12 closes for regular transaction processing. Items (including payroll) may continue to post to Period 12 until Final Period 12 close on July 14. |
| Auto-Disapprove GEC/TF/SET/DI/CR documents | Monday, June 30 | Tuesday, July 1 | Documents must be in final status by 5 p.m. All enroute GEC/TF/SET/DI/CR documents will be disapproved. |
| Last day to close Accounts | Monday, June 30 | N/A | Last day to close Accounts until August 1. |
| Last Payroll encumbrance load for FY 2025 | Monday, June 30 | Tuesday, July 1 | Last full Payroll encumbrance load for FY 2025. This encumbrance load will post to Period 12. Encumbrances will not post again until they are zeroed out for FY 2025 on July 11. |
| Period 13 Opens and FYE documents are available | Tuesday, July 1 | Wednesday, July 2 | Year-End versions of BA/DI/GEC/TF, and SET/STBT will post to FY 2025 Period 13. All other documents, except PCDOs with postdates prior to July 1, 2025, will post to FY 2026 Period 01. |
| EFT Claims - Begin scrutinizing “Deposited Date” to determine correct version of document | Tuesday, July 1 | Wednesday, July 2 | EFTs claimed after June 30 but with a “Deposited Date” prior to July 1 should be recorded utilizing the Year-end Distribution of Income & Expense (YEDI) document. These will post to FY 2025 Period 13 through July 14. Any transactions with a “Deposited Date” of July 1 or later should use the regular DI document. These transactions will post in FY 2026. |
| FY 2026 – Period 01 Opens | Tuesday, July 1 | Wednesday, July 2 | Activity begins posting to FY 2026 – Period 01. |
| FY 2026 Base Budget | Tuesday, July 1 | Wednesday, July 2 | FY 2026 Base Budget (BB) will be available in UAccess Financials and Analytics. |
| PCard - FY 2025 PCDO transactions | Wednesday, July 2 | Thursday, July 3 | Final load of FY 2025 PCard transactions. |
| Purchase Order Invoices | Wednesday, July 2 | N/A | All PO invoices and documentation for FY 2025 must be received in Accounts Payable by noon on Wednesday, July 2 to be processed. They will require final approval by the department business office by 5 p.m. on July 9 to ensure expenditure in FY 2025. |
| PCard – FY 2026 PCDO transactions | Thursday, July 3 | Friday, July 4 | First day that FY 2026 PCDOs will be available in the system. |
| API files for FY 2026 | Thursday, July 3 | Friday, July 4 | API units can start submitting FY 2026 payment files. |
| 4th of July Holiday | Friday, July 4 | N/A | July 4 Holiday - System will be available but no batch processing will occur. |
| Collector feeds for FY 2025 | Monday, July 7 | Tuesday, July 8 | Final Collector file feed for FY 2025 for units who send files to UAccess Financials. These files will post to Period 12. |
| Line Item Receiving | Monday, July 7 | Tuesday, July 8 | Deadline for Line Item Receiving documents for any invoices dated June 30 or earlier to ensure expenditures are recorded in FY 2025. |
| First Payroll encumbrance load for FY 2026 | Monday, July 7 | Tuesday, July 8 | First full Payroll encumbrance load for FY 2026. |
| Capital equipment documents for FY 2025 | Tuesday, July 8 | Wednesday July 9 | Deadline for campus approval of year-end documents with capital Object Codes (76XX/77XX) is 5 p.m. |
| PCard transactions | Wednesday July 9 | Thursday, July 10 | All PCard transactions with June Post Dates must be finalized by 5 p.m. on July 9 or they will be auto approved. These PCard transactions will post to Period 13. For questions regarding PCard transactions please contact Accounts Payable at 520-621-9097. |
| PREQs (Invoices) | Wednesday July 9 | Thursday, July 10 | Deadline for Accounts Payable to process PREQ invoices for FY 2025. Invoices dated June 30 or earlier must be fully approved by the campus business office by end of business to post correctly. FY 2025 PREQs will post to Period 12. |
| Accounts Receivable/ Inventories/Unearned Revenue/Prepaid and Accrued Expenses and Deposits | Wednesday July 9 | Thursday, July 10 | Deadline for departments to submit entries and documentation for accounts receivable, inventories, and other accruals or deferrals for FY 2025. |
| Final Payroll for FY 2025 | Wednesday, July 9 | Thursday, July 10 after 10 a.m. | Payroll will be posted to Period 12. File runs on Wednesday. PELs available to campus Thursday after 10 a.m. |
| Year-end Documents (YEDI/YEGC/YETF/YEST) | Monday, July 14 Initiate by 2 p.m. Approve by 5 p.m. | Tuesday, July 15 | Campus deadline for initiating Year-end documents is 2 p.m. Deadline for business office to approve Year-end documents is 5 p.m. Year-end documents post to Period 13. |
| Remove Year-end Document Access | Monday, July 14 at 5 p.m. | N/A | Remove access to Year-end Documents from campus at 5 p.m. |
| Last day for FY 2025 Account changes. | Monday, July 14 | N/A | Last day for any FY 2025 changes to accounts. |
| FY 2025 Period 12 Close | Monday, July 14 | Tuesday, July 15 | Final FY 2025 Period 12 close. |
| Asset Retirements and Transfers | Monday, July 14 | Tuesday, July 15 | Campus can resume submitting asset retirements and transfers. |
| First Payroll for FY 2026 | Wednesday, July 16 | Thursday, July 17 after 10 a.m. | Payroll will be posted to Period 01. PELs available to campus Thursday after 10 a.m. |
| Edit Accounts for FY 2026 | Wednesday, July 16 | Thursday, July 17 | Campus can edit accounts for FY 2026. |
| FY 2025 Period 13 Close | Thursday, July 31 | Friday, August 1 | FY 2025 Period 13 close and Fiscal Year-end close (after Nominal Activity transactions have been verified). |