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Listed below are the deadlines for year end processes and transactions that must be met in order for these transactions to be recorded in the appropriate fiscal year. Please contact the appropriate office at the number listed below with any questions. It is imperative that everyone make every effort to meet these deadlines and process all outstanding documents within the established timeframe in order to have a successful year end close.

Before FY25, departments had been given 90 days from the original GL posting date of an expense to submit requests for corrections or reclassification between accounts. This timeframe includes corrections and reclassification requests in the form of journal entries, EIBs, and payroll accounting adjustments. Requests beyond the 90-day deadline were denied unless there were valid reasons, such as an expense charged to a fund that was not permitted (ex. alcohol charged to an operating/ E&G fund).

In FY25, when we transitioned to Workday and developed/ finetuned procedures, General Accounting granted leniency with these 90-day deadlines. However, effective FY26 (beginning 7/1/25), General Accounting will return to the 90-day policy for journal entries, EIBs, and payroll accounting adjustments.

JOURNAL ENTRIES, EIBS, and PAYROLL ACCOUNTING ADJUSTMENTS

• Contact: General Accounting 9-6118
• Entries related to FY25 transactions dated May and prior must be submitted in Workday no later than June 30. Entries related to June must be submitted in Workday no later than July 8.
• Please note these dates replace any previously published dates on the Journal Entry Form.

For any questions related to Journal Entries, EIBs, and Payroll Accounting Adjustments, please email General Accounting at generalaccounting@miamioh.edu.

ABSENCE REPORTING AND APPROVAL IN WORKDAY

• Contact: Human Resources or Academic Personnel

Any absence taken in FY25 must be reported and approved in Workday by June 30. If there are employees who are on leave at the end of June and have not reported their absence in Workday beforehand, managers are asked to enter and approve these absences on the behalf of the employee. This early submission and approval are our standard practice to ensure a timely close for the 2025 fiscal year.

For any questions, please email HR at Employment@miamioh.edu or Academic Personnel at AcademicPersonnel@miamioh.edu.

BUDGET TRANSFERS

• Contact: Budget 9-4227

Permanent budget transfers for the current fiscal year must be received in the Budget Office by April 30. One-time budget transfers for the current fiscal year must be received in the Budget Office by June 30 of the current fiscal year.

REQUEST FOR PURCHASE ORDER REQUISITIONS AND PURCHASE ORDER CLOSURE

• Contact: Strategic Procurement

Departments will be able to create FY26 transactions in Workday starting 07/01/25. No transactions for FY26 that require a requisition/ PO may be submitted through Workday before 07/01/25. If a department has a critical workflow that needs to be reviewed, such as an agreement/ contract request, they are encouraged to submit those requests into Workday as soon as possible, but no later than 05/16/25. When submitting a contract request where services will be rendered in FY26, please be sure to record a comment on the requisition stating as such. Procurement will hold all FY26 requisitions until the new fiscal year opens in Workday.

Strategic Procurement will also be closing all open purchase orders from FY24 after 07/01/25. Blanket purchase orders will need to be refreshed by departments in Workday starting 07/01/25. Project-based purchase orders for construction will remain open. Departments can request specific purchase orders be exempt from mass closing in Workday by sending an email to purchasing@miamioh.edu referencing their PO# and a reason for review. Any carry-over requests will need to have a legitimate justification. Procurement will review these requests on a case-by-case basis. If you have any questions, please email purchasing@miamioh.edu.

SUPPLIER INVOICES AND EXPENSE REPORTS

• Contact: Accounts Payable 9-9200

SUPPLIER INVOICES - In order to close FY25 in a timely manner, please have all invoices entered into Workday and approved for processing no later than Friday, June 20. If items are received in June by the department after this date, please enter the supplier invoice as soon as possible as these purchases may be incorrectly posted to FY26, if not approved timely.

EXPENSE REPORTS (PCard/Travel Expenses/Reimbursements) - All expense reports for FY25 transactions must be prepared and submitted for approval in Workday by Thursday, July 3. All Expense Report approvals, including Supervisory Manager, Gift/ ÍÃ×ÓÏÈÉú Specified/ Project Managers, and Grants and Contracts, must be completed no later than Monday, July 7. Expenses that are not submitted and/ or approved by the deadlines listed above will be force submitted and/ or force approved. There will be no exceptions to this!

***Once the purchasing with your P-Card for the month of June is complete, please complete your expense report in Workday as soon as possible before the month of June ends. Even if unexpected additional transactions must be made for June, you can reconcile those separately with no penalty for creating multiple expense reports. If you have multiple expenses which will take place throughout the month of June, consider reconciling weekly or the first half of the month on one report in mid-June and the remainder at the end of the month. If you have any questions, please email accountspayable@miamioh.edu.

Thank you for submitting these items as early as possible throughout the fiscal year and during the last month of processing!