yearend

Fiscal Year 2025 Year-End Calendar of Critical Dates

& Deadlines

 

Below are the critical dates for Fiscal Year 2025 Year-End close as well as departmental responsibilities for providing year-end accounting data to Financial Affairs. Questions regarding the fiscal year-end closing requirements should be directed to the identified staff. If specific staff are not identified, please contact the Controller’s Office with any questions.

Friday, 05-30-2025

  • RFP & IFB closed until 07/15/2025: Blackout on Request for Proposals (RFP) and Invitations for Bids (IFB) until after 7/15/2026.
    Contact Department: AVCF - Procurement
    Contact: 4help@uark.edu or your Procurement Coordinator.

Tuesday, 06-03-2025

  • Customer Invoices Review Accounting Date: Customer Invoices/Accounts Receivable invoicing begins in Workday for FY 2026 The date goods or services are provided determines the fiscal year revenues and accounts receivable will be recorded.
    Contact Department: AVCF - Treasurer's Office
    Contact: Penny Mills, 575-8451 or plmills@uark.edu.

Thursday, 06-12-2025

  • Gifts Expenses in place: Have all known expenses through 6/30 recorded in Workday and through approvals. Ensure the gift balance at the Foundation is sufficient to reimburse for known expenses through 6/15. For expenses that are greater than the gift balance at the Foundation, move expenses to different funding source on this date. The updated funding source needs to be through at this date.
    Contact Department: AVCF - Controller's Office; AVCF - Foundation Compliance
    Contact: fndcompl@uark.edu

Monday, 06-16-2025

  • Requisitions: Last Day to Submit Regular Purchase Orders/Requisitions, Sole Source Purchases, and New Contracts for FY 2025
    Contact Department: AVCF - Procurement
    Contact: 4help@uark.edu or your Procurement Coordinator.
  • Receiving & Supplier Invoices: -If you have received merchandise but have not received an invoice, contact the vendor to make sure the invoice is received and paid in the correct fiscal year.
    -Make sure you have completed all receiving entries for FY 2025 merchandise physically received by June 30th.
    Contact Department: AVCF - Accounts Payable
    Contact: acctpay@uark.edu

Tuesday, 06-17-2025

  • Budgets in Sandbox: FY2026 Financial and Position Budget Load into Workday Sandbox
    Contact Department: AVCF - Budget
    Contact: budget@uark.edu

Thursday, 06-19-2025

  • Regular Payroll: Last Regular Payroll complete 8:00 a.m.
    Contact Department: AVCF - Payroll
    Contact: payroll@uark.edu

Friday, 06-27-2025

  • Credit Card Cutoff 1 of 2: First of two cut off dates for Credit Cards Year End: Charges for June 1 through June 15 must be approved by June 27, 2025 in order for June charges to expense in FY25 accounting.
    Contact Department: AVCF - eProcurement
    Contact: pcard@uark.edu

Monday, 06-30-2025

  • Deposits:. Last Day for Deposits to post in June. All funds received on or before June 30, 2025 by a department on campus must be receipted in CASHNet and deposited at First Security Bank by 3:00 pm on June 30th. If you have money/checks on hand, make sure it gets deposited by this deadline.
    Contact Department: AVCF - Treasurer's Office
    Contact: Wayne Young; wy009@uark.edu
  • Postage Meters: Postage Meters. Any postage processed after today will be processed with FY 2025 funds.
    Contact Department: AVCF - Controller's Office
    Contact: Ty McCain; tymccain@uark.edu

Tuesday, 07-01-2025

  • Budgets in production: FY2026 Financial and Position Budget Load into Workday Production
    Contact Department: AVCF - Budget
    Contact: budget@uark.edu

Tuesday, 07-08-2025

  • Credit Card Cutoff 2 of 2: Second of two cut off dates for Credit Cards Year End: Charges for June 16 through June 30 must be verified by July 8, 2025 in order for June charges to expense in FY25 accounting.
    Contact Department: AVCF - eProcurement
    Contact: Pcard: pcard@uark.edu Tcard: uatravel@uark.edu
  • Wex Fuel Card: WEX Fuel Charges for June 1 through June 30 must be approved by July 8, 2025 in order for June charges to expense in FY25 accounting.
    Contact Department: AVCf - eProcurement
    Contact: pcard@uark.edu
  • Stock Inventories: All departments that have stock supply inventories must have their year-end inventories completed and copies submitted to Property Accounting.
  • Postage: All departments that have prepaid postage on hand such as stocks of stamps or have balances on postage meters, must report their total postage as of the end of the June 30, 2025 business day to Property Accounting.
    Contact Department: AVCF - Controller's Office
    Contact: Ty McCain; tymccain@uark.edu
  • Building Inventories: All units that receive building lists from Property Accounting must have those lists checked and returned to Property Accounting. Please make sure to note on the lists received any new buildings constructed during fiscal year 2025 as well as any buildings that no longer exist, including an explanation of disposal.
    Contact Department: AVCF - Property Accounting Contact: Janice K. Harrison; janiceh@uark.edu
  • Travel Expense Reports: Travel Expense Reports must be received by the Travel Office by July 8, 2025 to ensure expensing to FY25 accounting.
    Contact Department: AVCF - Travel Office
    Contact: uatravel@uark.edu
  • Hourly Payroll: Last Hourly Payroll Time Due for June hours. Contact Department: AVCF - Payroll Contact: payroll@uark.edu

Thursday, 07-10-2025

  • Customer Invoices Cutoff: Customer Invoices/Accounts Receivable. The date goods or services are provided determines the fiscal year revenues and accounts receivable will be recorded. Contact Department: AVCF - Treasurer's Office Contact: Penny Mills, 575-8451 or plmills@uark.edu

Friday, 07-11-2025

  • Agent Advances: Agent Advances Expense Reports must be submitted and approved. Contact Department: AVCF - Controller's Office Contact: 479-575-4547
  • Personal Reimbursement: Personal Reimbursement Requests Must be submitted and approved by July 11, 2025 for FY25 expenses. Contact Department: AVCF - Procurement Contact: 4help@uark.edu or your Procurement Coordinator.
  • Change Orders: Change Orders and Contract Amendments must be submitted and approved by this date. Contact Department: AVCF - Procurement Contact: 4help@uark.edu or your Procurement Coordinator.
  • Supplier Invoices: All invoices including regular invoices, Supplier Invoice Requests, Utilities, Construction and Library must be in Accounts Payable along with receiving performed (when applicable). Received date needs to be June 30, 2025 or prior to be expensed in FY 2025 -This is the last day to enter goods or services received in June, but the invoice was not received until July to have those expenses reflected in FY 2025 Contact Department: AVCF - Accounts Payable Contact: acctpay@uark.edu

Monday, 07-14-2025

  • General ISD's: All Internal Service Deliveries must be approved by this date. Contact Department: AVCF - Controller's Office Contact: Ty McCain; tymccain@uark.edu>

Tuesday, 07-15-2025

Wednesday, 07-16-2025

  • Close Accounts Payable: AP Closes. Suppliers and Ad Hoc's change to closed activity Contact Department: AVCF - Accounts Payable Contact: acctpay@uark.edu
  • Procurement Roll Forwards: Procurement to roll invoices from FY25 to FY26. Contact Department: AVCF - Procurement Contact: 4help@uark.edu or your Procurement Coordinator.

Wednesday, 07-23-2025

  • Cutoff Accounting, Payroll Adjustments, and Budget Amendments: Last day for Accounting Adjustments, Payroll Accounting Adjustments, Departmental Journals, and Departmental BAM's Payroll & Accounting adjustments become a closed activity Contact Department: AVCF - Controller's Office
  • Gift Expenses Final Deadline: Any FY25 unreimbursed gift expenses need to be recorded on the gift to be funded by the Foundation in FY25. Transactions need to be through all approvals on this date. Ensure gift available balance is sufficient to reimburse for known expenses through 6/30. Contact Department: AVCF - Controller's Office; AVCF - Foundation Compliance Contact: fndcompl@uark.edu

Sunday, 08-10-2025

  • Assets cuttoff: Last day to enter Asset Additions, Record asset changes or disposals. Contact Department: AVCF - Property Accounting Contact: Janice K. Harrison; janiceh@uark.edu