As we approach the end of Fiscal Year 2025, the Accounts Payable Department would like all University of Oregon
personnel to be aware of the following deadlines, for us to complete closing the fiscal year in a timely manner.

📌 Vendor set-up requests type 1 – Submit vendor set up requests for all Custom Contracts, Personal Service Contracts/PSC, and PO’s for FY25 by close of business Wednesday, June 11th **NOTE: vendor requests submitted after this date will be set up in Fiscal Year 2026 unless special arrangements are made

📌 Vendor set-up requests Type 2 – Submit vendor set up requests for direct billed invoices, travel reimbursements, refunds, and activations for FY25 by close of business Tuesday, June 17th **NOTE: vendor requests submitted after this date will be set up in Fiscal Year 2026 unless special arrangements are made

📌 Invoice entry – Enter all vendor invoices for FY25 by close of business Monday, June 23rd to ensure approvals and payment processing in the current fiscal year. **The final check run for FY25 will be Thursday, June 26th

📌 Invoice approvals – Please make sure all invoices to be included in FY25 are approved for processing by close of business Wednesday, June 25th

📌 Wire Transfers – All Wires for FY25 must be received by AP no later than 10AM Monday, June 23rd to allow adequate time for the wires to clear the bank system and post by the end of the month.

Additionally, when processing transactions at fiscal year-end, it is important to be aware of the transaction date used for the document. The transaction date determines which fiscal year the document will post to.

Transaction dates will begin to automatically default to FY26 on July 1, 2025.

If posting transactions for goods or services which were either provided by or received by UO prior to June 30, 2025, the revenue or expense must be posted to FY25. You must change the date on your document to June 30 when processing the transaction in July.

Business Affairs will close period 12 on Wednesday, July 9th at 5:00 p.m. Please make sure to post June transactions by 12:00 p.m. that day to allow time for documents to clear the approval process.

For other information on year-end closing, please see the BAO webpage at: https://ba.uoregon.edu/finance-andaccounting/
closing-procedures.

It is that time of year again to begin preparing for FY25 year-end, June 30, 2025.

Please remember, if you want your expenditures charged in FY25, the goods must be received, or services be performed, by June 30^th. In planning your purchases and contracting during this time, please remember that this is the busiest time of year for Purchasing and Contracting Services (PCS). Please provide PCS as much advanced notice of your purchasing and contracting needs as possible during this period.

As part of PCS’ preparation for processing the large volume of year-end contracts and purchases, PCS is posting the following transaction deadlines to help ensure timely processing:

These timelines require a commitment from your team to be responsive to PCS questions and requests for information.

For procurements in process to be included in FY25, the resulting contract or purchase order must be submitted by the required dates above.

Important Notes!

Due to extremely high volumes, PCS cannot guarantee to meet any expedite requests made from now through the end of the fiscal year.

If your procurement requires approvals outside of PCS, additional lead time may be required.    

Please be aware that even if all procurement and contracting activity is completed by the end of the fiscal year, continued supply chain disruptions may delay delivery until well after fiscal year end.  

When submitting a ticket with our new Smartsheet Forms, make sure you use your University email address – @uoregon.edu. 

Using your personal email address – @gmail, @outlook etc, can cause delays, automation issues and create lack of transparency.

If you have any questions – please reach out to us at CBSO@uoregon.edu.