FY2026 year-end deadlines approaching

The fiscal year-end is approaching, which means we must accurately account for the institution's financials before closing out the fiscal year on June 30, 2026. This includes ensuring that any funding that can possibly lapse (returned to the state) is accounted for properly. As a state entity, we are governed by certain purchasing policies and procedures, which include deadlines for purchases of varying dollar amounts. To ensure that expenditures are properly reported during the transition of fiscal years, deadlines are established for receiving transactional items. These deadlines, as listed below, are necessary to guarantee that transactions are properly executed and that GCSU’s financials are appropriately reported.

CRITICAL DEADLINES

Purchase Order Cutoff Dates

• March 13, 2026 – Non-contract requisitions over $100,000

      (Non-contract items are not available on state or agency contracts)

• April 13, 2026 – Non-contract requisitions between $25,000 and $100,000
• May 1, 2026 – Requisitions up to $25,000, state or agency contract purchases for any amount

Project Requests and Purchases

• March 13, 2026 – Requests that require scope development and/or design components (e.g., renovation, paint, carpet, HVAC, electrical, furniture, etc.) should be received in the Facilities Planning Office by March 13, 2026. Contractor pricing, lead time for materials, and items that require design (such as architectural and furniture) all take longer than in years past. If you have any questions, please contact Ranee Parker at 478-445-8607.
• e-Procurement will not allow requisitions to be entered after May 1, 2026. Requisitions must be entered before 5 p.m. on May 1, 2026, to be processed. Requisitions must also be approved and have a valid budget check by the dates above to provide adequate time for processing. If you have any questions concerning whether items are contract or non-contract, please contact Purchasing at 478-445-0504.

P-Card Cutoff Dates

• May 25, 2026 – All P-Card transactions occurring between April 28, 2026, and May 27, 2026, must be allocated and signed off by cardholders and approvers in Works. P-Card purchases after this date will not be included in the FY2026 budget. This cutoff will help ensure that all transactions posted on or before this date are posted to your FY2026 budget. There may be circumstances where a transaction is delayed and does not post until after the above date. In those cases, the charge will be posted against your FY2027 budget. You can continue to use your card after the above date with the understanding that those charges will be posted against your FY2027 budget.

Accounting Cutoff Dates

• May 1, 2026 – Last day to submit online check requests (i.e., registrations, memberships, direct billings for hotel/car rental, hotel prepayments, refunds, food items, Sodexo invoices, etc.), that are needed before July 10, 2026.
• June 5, 2026 – All petty cash requests for reimbursements are due to Accounting Office by 5 p.m.
• June 11, 2026 – Approved paper travel expense statements (for non-employee, encumbered, or international travel) are due by 5 p.m.

Travel Cutoff Dates

• May 1, 2026 – Year-End Travel Form (see attached) – This form is required for any travel within the June 6, 2026 – June 30, 2026 period for encumbrance purposes. All Year-End Travel Forms should be sent to omega.hedgepeth@gcsu.edu.  
• June 11, 2026 – Last day to submit online travel reimbursement requests.

User Charges Cutoff Dates

• June 5, 2026 – Deadline for monthly user charges including bookstore, gas, mail, and Print Shop. For questions, please call Young-Ho Cha at 478-445-6801.

Payroll Year-End Notice

• June 21, 2026 – Any hours submitted after June 21, 2026, for non-benefitted temporary employees (e.g., students, casual labor, hourly rehired retirees) will be posted to the FY2027 budget. Please keep this in mind for any employees working during the June 21 – June 30, 2026 time period.

Reminders

• Vendors – Purchasing and Accounting will need to allow four (4) weeks to validate new suppliers and updates to suppliers as we approach the year-end deadlines.
• Monthly Expenses – As your department considers projected expenses for year-end needs, please be aware of any expenses that do not encumber and are posted on a monthly basis. Examples include Verizon Wireless, VoIP, Purchasing Card (P-Card), Transportation, Print Shop, Bookstore, bank card, and postage. Be mindful of these needs to ensure sufficient departmental funds are available to support these expenses.

For questions or additional information pertaining to the dates and instructions above, please use the following contact list:

Purchase Orders and P-Cards (Purchasing) 478-445-0504

Petty Cash (Accounting) 478-445-8516

Online Check Request (Accounting) 478-445-2961

Travel Reimbursements, Travel Advances, and Year-End Travel (Accounting) 478-445-1178

Payroll 478-445-6096

Budget Office 478-445-8295

Facilities Planning 478-445-8607

Thank you for your efforts in maintaining these policies and procedures.