FY2026 year-end upcoming deadlines

Please see the following upcoming fiscal year-end deadlines:

CRITICAL DEADLINES

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:

• 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:

• 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.

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) – 478-445-6801
• 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