Preparing for FY26 Year End
In preparation for the close of the fiscal year ending June 30, 2026, UC Merced Financial & Accounting Services has established the following deadlines to ensure timely review and submission of items and processes critical to closing the fiscal year.
Review these deadlines carefully as they may have an impact on departmental planning and differ from those in previous years. It is essential that departments supply the necessary information outlined below by close of business (5 p.m.) on each of the specified deadlines. Please note: Dates are subject to change depending on other systemwide deadlines.
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Friday,
May 1, 2026
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✔️ Annual Purchase Order Requests (FY27): Final Day to submit your request. |
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Tuesday,
May 5, 2026
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✔️ Payroll Monthly Pay Period (subject to change). ✔️ Payroll Bi-Weekly Pay Period (subject to change). ✔️ Salary Cost Transfers (SCTs) – last date for UC Merced Payroll Services to receive expense transfers for processing into FY 2026. ✔️ May Budget File and Staffing List due to UCOP |
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Wednesday,
May 13, 2026
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✔️ Non-Catalog Orders: Submit Purchasing Ticket to Requisition Team for equipment, services and supplies for FY2026. All required documentation needs to be included. Incomplete requests cannot be processed. Note: All equipment, services and supplies must be received and invoiced by June 30, 2026, to use FY 2026 budget. |
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Friday,
May 15, 2026
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✔️ Outgoing Requests for Interlocation Transfer of Funds (ITF). |
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Wednesday,
May 20, 2026
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✔️ Non-Catalog Orders: Final day to enter Purchase Requisitions for equipment, services and supplies for FY 2026. Note: All equipment, services and supplies must be received and invoiced by June 30, 2026, to use FY 2026 budget. |
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Friday,
May 22, 2026
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✔️ Requests for new chart string segments for FY2026 excluding PPM projects (subject to change) |
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Friday,
June 5, 2026
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✔️Final day to issue all Non-Catalog Purchase Orders – please note that all goods and services must be received and invoiced by June 30, 2026, to use FY 2026 budget. ✔️P-Card Reconciliation - Submit ServiceNow ticket for P-card reconciliation. |
| Friday, June 12, 2026 |
✔️Procurement Card Transactions (including all Gift Card Purchases) – all receipts are to be submitted no later than June 12th. All Procurement Card transactions must be fully reconciled, approved and paid by June 30, 2026. ✔️Final day to enter Travel and Reimbursement Transactions in Concur ✔️Submit service requests to AP: Invoice Hold Resolutions/Payment Requests/Wire Requests/Petty Cash Reimbursements. |
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Monday,
June 15, 2026
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✔️Final day to place catalog orders – all goods and services must be received and invoiced by June 30, 2026. |
| Friday, June 19, 2026 |
✔️Oracle and Concur system approvals must be completed ✔️Final day to receive Accounts Payable invoices for guaranteed processing in FY 2026 ✔️All adjustments for Cashiering for previously posted transactions |
| Friday, June 26, 2026 |
✔️All Cash/Checks/Credit Card receipts to be deposited in Cashiering ✔️Campus Gift Acceptance ✔️Intercampus Recharge Request/Intercampus Request for Reimbursement (subject to change) ✔️IOC Recharges/IRR claims between campus locations (subject to change) |
| Tuesday, June 30, 2026 |
✔️Gift Card and Distribution listing |
| Tuesday, July 7, 2026 |
✔️UC Merced Foundation Monetary Transfer |
| Friday, July 10, 2026 |
✔️Cost Transfers (AP) ✔️Financial Journals (GL & PPM) ✔️Recharges (both PPM & Non-PPM) ✔️June Budget File and Staffing List due to UCOP |
| Friday, July 17, 2026 |
Fiscal year-end Accruals: ✔️Accrue expense for goods received on campus or services completed by 6/30/2026 but not recorded in ledger (Non-PPM Only). ✔️Provide Financial and Accounting Services documentation requesting approval to accrue expenses, documentation (invoice/receiving) showing received date or date of services and chart string to be charged. |
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Monday,
August 31, 2026
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✔️Budget Transfers and Adjustments |
| Post-FYE Close | ✔️Carry-Forward Fund requests are due to Budget & Financial Planning two weeks post final close. To be communicated by B&FP. |
Please note:
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Late transactions or documents received after the deadlines listed above may not be processed by June 30, 2026, and therefore could be charged to Fiscal Year 26/27 budgets.
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All goods or services must be received and invoiced by June 30 to be accounted for in FY25/26. The creation of a purchase order only does not guarantee funds will be available if expenses are invoiced in FY26/27. Please be sure to follow the applicable UC Merced accrual and carry-forward processes for expenses that need to be accounted for in the upcoming fiscal year.
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All items submitted to the campus shared services department should be submitted five days before the cutoff dates above to ensure deadlines are met.
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All journal entry requests received in the department by the deadlines above will be processed in FY25/26..
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Reminders of these deadlines will be sent to UC Merced financial staff and stakeholders at least two weeks before each deadline. If you have questions about FY26 close, please email the Financial & Accounting Services team at accounting@ucmerced.edu.
