Resources

Fiscal Year-End

If any of these duties are your responsibility and you plan to be out of the office, ensure someone will accomplish these tasks by their due date. These are firm dates in order for us to meet our deadlines. Any exception to the listed deadlines requires approval by OFA.

Refer to for full details of process requirements.

FY25 Key Dates for Year-End Closing Process  
FY25 Key Date Year-End Closing Process
May 23
  • FY26 Recharge Center rate proposals due to Finance & Accounting
      
June 4
  • Last date to submit FY25 Budget Revisions for all funds to Finance & Accounting.
  • FY26 Continuation Budget due to Finance & Accounting.
  • Last date for PCN attribute changes in Banner
      
June 20
  • Last day for FY25 committed (commit type “C”) encumbrance transactions, including deletes, to Accounts Payable by 5 PM.
  • Dates of physical inventory and inventory instructions due to Finance & Accounting.
  • Submit all FY25 petty cash receipts for reimbursement (petty cash activity that occurs after this date may process as FY25 until June 30)
      
June 26
  • FINAL FY25 Labor Reallocation (CY2024 R15-R26) using FY25 Staff Benefit rates and posting to FY25 Finance period.
     
June 30
  • Last day for match revenue transfers for FY25
    • Reminder: All match funds must have, at minimum, a zero balance (actual expenditures to revenue)
    • Submit match budget requests (original or revision) to OGCA in advance
    • OFA will not approve any revenue transfer in excess of the approved budget
  • Deposit all cash receipts including credit card deposits by 3:00 PM with the Office of the Bursar.
    Close all cashier sessions by 5:00 PM
  • Last date for issuing and delivering FY25 checks (non-payroll)
  • Date goods or services must be received or invoiced to be FY25 accounts payable
  • List undelivered checks
  • Physical inventory cutoff date
  • Record last check number used (AP, hand pay & PR)
  • FY25 fiscal year ends
      
July 1
  • Units with inventories must submit inventory lists (with copies of count sheets), associated inventory reconciliation and JVs to Finance & Accounting
  • Position (PCN) attribute adjustments resume.
      
July 3
  • FINAL LR 2025 R01-R13 Labor Reallocation using FY25 Staff Benefit rates and posting to FY25 Finance period.
      
July 3/4
  • Holidays
      
July 5
  • R14 payroll period posts to Banner
      
July 9
  • FY25 JVs submitted to OFA by this date are guaranteed to post to FY25; after this date and until July 15, JVs are posted to FY25 only if time permits.

 

  • N0 JV's accepted after July 15, 2025 without approval from OFA Director.
      
July 10
  • LAST FY25 Labor Reallocation Run (2025 R14 ONLY) using FY25 Staff Benefit Rates and posting to FY25 Finance period
  • There is no Labor Reallocation Run 2025 R15 (June 30 day)!  (Verify labor before R15 ends)
      
July 11
  • Last day for electronic file feeds from Geophysical Institute and Facilities Services subsystems by 12:00 Noon
  • Last day to submit unrestricted travel expense reports in Concur to ensure posting to FY25 budgets.
      
July 14
  • Last day for electronic file feeds (FUPLOAD) from Geophysical Institute and Facilities Services by Noon
  • Detail of debit fund balances (deficits) on restricted/event funds and JV to record
  • Deadline for entering/tagging FY25 fixed asset equipment
  • Last day for FY25 encumbrance transactions, including deletes, by 3:00 PM
  • Last day AP canceled checks are reissued
      
July 18
  • OFA closes at 12:00 Noon
      
July 19
  • General Ledger Roll
  • Encumbrance Roll
  • Budget Roll
      
July 25
  • All Cycle 12 Balance Sheet Reconciliations due to OFA
  • Recons for loan fund accounts due to OFA
  • Analysis of doubtful loans due to OFA
  • Listing of loan receivables due to OFA
  • Year-end Encumbrance Report due to OFA
  • Extended cycle balance sheet reconciliations due to OFA
  • Plant fund capitalization schedule due to OFA
  • Capital improvement expenditure schedules (fund 1 & 5) due to OFA
  • Recon of allowance for doubtful accounts due to OFA
      

 

Note: All dates listed on the calendar are hard deadlines for the purpose of UAF processing. 

Travel

Since Concur does not establish encumbrances in Banner for travel expenses, any trips processed in Concur are automatically paid out from the current fiscal year's funding once reviewed and keyed for payment.

FY25 unrestricted travel expenses require processing prior to the fiscal year rollover in order to hit FY25 funding. Contact the Travel Customer Service Office (TCSO) for help with expense reports and card transactions that need resolution before the fiscal year ends.

  • Purchases made with the Travel Agency Card or UA Travel Card are held on a general ledger until assigned to and processed on an expense report in Concur. You can request and book Fund 1, FY26 travel prior to July 1, 2025 with no further action needed, as these charges are applied in the fiscal year in which the expense report is processed (FY26).
  • All FY25 unrestricted travel must have a complete and accurate expense report submitted by July 11, 2025 to guarantee posting to FY25 budgets.
    • Unrestricted Concur expense reports submitted after July 11 may be charged to FY26 budgets.

Our staff are happy to answer questions and help navigate the year-end process.