This page provides information on preparing for fiscal close with your purchasing, accounts payable, and travel/entertainment transactions.
The fiscal year runs July 1 through June 30. In addition to the information below, please refer to the Finance and Business Fiscal Close website.
NOTE: Many transactions require multiple approvals, including, but not limited to departmental chart string/PPM Project Manager, tax, high value approver, etc. Secure all necessary approvals for posting to the desired fiscal year. This includes required central office approvals for high-dollar transactions, generally at or over $100K. Also, see the Requisition Routing and Invoice Routing guides.
- Importance of Fiscal Close Preparation
- Fiscal Close Deadlines
- Managing Open Orders and Unreconciled Expenses
- Purchasing Reminders
- Contact Us
Importance of Preparation
- Some accounts/funds expire at end of fiscal year; work with your fiscal officers to make sure you are aware of the types of accounts you have.
- Some accounts/funds may require usage and posting by fiscal year end.
- Transactions require approvals before posting to the General Ledger; allow enough time for approvals to take place.
- Before submitting your Requisition in Aggie Enterprise, make sure any required supporting documentation is added in the Attachments section.
2025-26 Fiscal Close Deadlines
Meeting a deadline assumes that submitted requests are fully completed and free of errors.
All deadlines are PDT.
| Friday, 5/29/26 @ 5pm | Deadline for supplier-completed registration to be submitted in PaymentWorks and supplier edit requests to facilitate invoicing. |
| Friday, 6/12/26 @ 5pm | Deadline for submitting FY25-26 Invoices and Payment Requests to [email protected]. |
| Thursday, 6/18/26 @ 5pm | Deadline for submission of close order requests. |
| Thursday, 6/18/26 @ 5pm | Deadline for departmental approval of AggieExpense travel/entertainment reports. |
| Friday, 6/26/26 @ 5pm | Deadline for department approval of AggieExpense Procurement Card reports. |
| Friday, 6/26/26 @ 5pm | Deadline to submit Invoices through boundary applications. |
| Monday, 7/6/26 @ 5pm | Deadline for FY 25-26 Invoices and Payment Requests to be fully approved. |
| Wednesday, 7/8/26 @ 8pm | Accounts Payable Subledger closes for FY 25-26. |
Please note:
- Any missing or incorrect information or attachments may result in transactions not being fully processed by fiscal year-end.
- Purchase Orders approved after Monday, June 29 will post encumbrances to FY26-27.
Managing Open Orders and Unreconciled Expenses
There are several Aggie Enterprise reports that can assist with fiscal close activities
- The UCD PO Aging Report. Learn how to access and run this report.
- This report should be regularly reviewed; as needed, contact suppliers to see if and when open orders will be fulfilled. If an order will not be fulfilled, request to close the associated Purchase Order.
- Multiple POs can and should be included on a single close request whenever possible. This will expedite the closure of the requested POs.
- Communication must take place with the supplier to confirm order will not be fulfilled prior to requesting order closure.
- The Unreconciled Card Expenses (418) report displays outstanding Procurement Card and Travel Card expenses.
- Learn how to access and run this and other relevant queries to ensure that your card and other travel and entertainment expenses post in the appropriate fiscal year.
Purchasing Reminders for Fiscal Close
Supplier Records
Make sure supplier information is current for any upcoming suppliers you plan to use in Aggie Enterprise or on the Payment Request document; update supplier records as needed, and allow time for review and approval of updates.
Aggie Enterprise Catalog Orders
For catalog orders, allow time for departmental approval and order fulfillment by supplier. Some orders may take longer than others to fulfill, such as customized computer, oligos, and furniture orders.
Aggie Enterprise Non-Catalog Orders
For Aggie Enterprise non-catalog Requisition documents above the Automatic Purchase Order (APO) limit and for restricted commodity purchases, allow additional time for Procurement & Contracting Services to review, negotiate, and create Purchase Orders.
Procurement Card
Allow enough time for the transactions to be paid by the bank and to post to the General Ledger. Complete all AggieExpense reconciliation reports for your Procurement Card transactions promptly and by the deadline listed above so the expenses will post to the desired account/object codes for the current Fiscal Year.