FY2025 Year-End Reminders and Deadlines

Please note: These are Financial Services’ deadlines. Be sure to check with your department’s business officer to determine if your department has earlier deadlines.

General Reminders

• Transaction approvers who will be out of the office during the year-end close process must delegate their Workday inbox in order for transactions to post to the correct accounting period by the deadlines noted below.
• State accounts with fund FD1XX format need to be expended within the fiscal year.
• If dates are not specified in the online deadline grid, state-appropriated funds will follow the same cut-off dates established for all accounts.
• Run Report(s) to identify your outstanding transactions:
  • Business Process Transactions Awaiting Action - by Company
  • Business Process Pending - FIN - CR(CSN)
  • Find “XXX” (ex. Find Purchase Orders, Find Expense Reports, Find Spend Authorizations)

Recharge Center Charges

Please plan accordingly to ensure that you have enough budget remaining to cover June operating expenses and recharge center charges not covered by purchase requisitions. Such expenses include but are not limited to, copying, telephone, and motor pool charges.

Deadlines

• If you have any questions concerning recharge center charges, please contact the appropriate center directly.

Information by Transaction Type

Purchase Orders

We strongly encourage you to begin reviewing all open purchase orders, now. Do not wait until later in the year to request closure or cancellation of purchase orders. In particular, obligations remaining for open-ended purchase orders should be reviewed immediately to ensure that they represent an accurate estimate of the cost of additional goods and services to be provided through June 30, 2025. Obligations on purchase orders can be reviewed by using the following report:

• Open Purchase Order Lines Expanded with Worktag breakout- FIN - CR (UNLV)

Please remember FY25 state-appropriated purchase orders must have goods received or services completed no later than June 30, 2025.

Deadlines

Contact your buyer for assistance prior to submission of state-funded requisitions for FY25 after the cut-off dates listed above.

Departments must contact their buyer before entering any new requisitions for FY25 after June 1, 2025.

Procurement Card (PCard)

Departments should maintain close control over purchases made by PCard and verify PCard transactions on a daily basis to ensure state funds are reflected correctly in accounts for budgeting purposes. PCard verifications for FY25 must be submitted by cardholders and through departmental approvals by June 30, 2025, to allow time for processing by the PCard office.

Deadlines

Tip: For PCard charges that should post to FY25, please make sure to change the Document Date prior to 6/30/2025. From the “Verify Procurement Card Transaction” business process, click on “Information Tab”, and “Edit” to change the “Document Date” of your PCV prior to June 30, 2025 date. Useful reports to run to review outstanding PCard transactions:

• Find Procurement Card Transaction Verifications
• Outstanding Credit Card Transactions for PCard by Worker Cost Center - FIN - CR (NSHE)

Supplier Invoices and Supplier Invoice Requests

Receipts (for Purchase Order invoices) and Supplier Invoice Requests (SIRs for Non-Purchase Order invoices) for FY2025 expenses (goods and or services received on or prior to June 30, 2025) must be in the Financial Services’ Workday inbox no later than July 3, 2025.

Please remember that even if transactions relating to FY2025 state-appropriated funds are submitted to Financial Services by the specified cut-off date, transactions will not necessarily be processed if there is insufficient budget or inadequate documentary support. Every attempt will be made to resolve and process all transactions; however, we cannot ensure that transactions will get processed prior to the specified cut-off date if we are unable to resolve questions, budgetary issues or obtain adequate supporting documentation. In the event an FY25 transaction is not processed in FY25, non-state funds will have to be identified to process it in FY26.

Deadlines

Tip For Non-Purchase Order invoices Only: Please use the invoice date that is on your invoice when entering SIRs. For example, if you are paying a June 2025 invoice with an invoice date of July 2, 2025, please use the July date when entering the SIR.

Note: FY2025 invoices cannot be applied to a FY2026 purchase order.

For all goods or services received within five (5) days before, on, or after June 30, 2025 please provide proof of date of receipt. For goods, proof of delivery is required to be provided with the invoice on all receipts.

Expense Reports (travel & non-travel) and Spend Authorizations

Any trip, in-state or out-of-state, beginning in June and ending in July will be charged in its entirety to the fiscal year in which the greater portion of the trip occurs. All expense claims for travel reimbursement for FY2025 must be submitted and in the Financial Services’ inbox by July 3, 2025. This means that all departmental approvals (employee, worktag manager, manager) must be completed on or before July 3, 2025.

Deadlines

Journals and Accounting Adjustments

Journals and accounting adjustments and manual journals for FY2025 must be in the Financial Services’ inbox by the dates below. Please pay particular attention to the transaction date at the top of the accounting adjustment. All FY2025 accounting adjustments must have a date prior to June 30, 2025. Any FY2025 accounting adjustments with an FY2026 date must be canceled and re-started by the department. The transaction date on an accounting adjustment cannot be changed once it has been submitted for approval.

Reassignment of expenses from non-state to state must be fully processed by no later than April 30, 2025.

Deadlines

Departmental Deposits

The Cashier’s Office will accept and process departmental deposits for Fiscal Year 2025 up until June 26, 2025 at 3 p.m. UNLV departments remitting bank deposits for armored car service must submit the deposits to the Cashier’s Office no later than June 27, 2025 at 10 a.m.. Deposits delivered by the defined times will be included in FY2025 cash deposit activity. Credit card transactions must be closed and batched by the end of day June 27, 2025.

Deadlines:

Special Note for State Grants ending June 30, 2025

The deadline to process PCard transactions, journals, accounting adjustments, travel requisitions, and PAAs is June 13, 2025 so that Sponsored Programs has sufficient time to process the final invoice after July 10, 2025 when the classified payroll posts. Any expense that posts after July 10, 2025 must be moved off the grant and in accordance with the deadlines noted in this memo.

PCard purchases with grant worktags should be verified individually by grant. This will limit the effect on other grants if there is a problem and the transaction needs to be cancelled or is delayed.

Foundation/Gifts

For FY25, the final transfer date for the Foundation is June 25, 2025. The foundation must receive MTF by the following dates.

Thank you for your cooperation during this year-end process. If you have any questions concerning a specific transaction, please contact the appropriate department at the number provided in the online deadline grid.