FY2026 year-end upcoming deadlines

Please see the following upcoming fiscal year-end deadlines:

CRITICAL DEADLINES

Purchase order cutoff dates:

• 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
• 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.

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.

Travel Cutoff Dates:

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

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.

Please use the following contact list for additional information or clarification:

• 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.

The Office of the Vice President for Finance & Administration