As we get closer to the end of the 2023 fiscal year (FY23), the goal of UPST is to ensure that your year-end transactions are performed in a timely and seamless manner. To this end, we are publishing our process transaction due dates in April to provide enough time for you to plan and send in your FY23 transactions to UPST.

Transaction Type Due Date Description
Sourcing/BidsMay 12th 

A sourcing event takes an average of 6 to 8 weeks to complete.

Staff are encouraged to submit all requests to UPST by Friday, May 12th.

Contracts Processing May 12th  Staff are encouraged to submit requests by Friday, May 12th.
Supplier RequestsMay 8th Supplier requests should be submitted in BuyWays by Monday, May 8th. This includes foreign, domestic, entities and students.
Supplier RegistrationMay 22nd 

Supplier registrations need to be completed by the supplier Monday, May 22nd. 

Automatic reminders will be sent out to suppliers to remind them to take action.

T&E Expense Reports ApprovalJune 28thThe last day to approve expense reports in PeopleSoft is Wednesday, June 28th.
Accounts PayableJune 17thAll supplier invoices must be received by UPST on or before Saturday, June 17th. This also includes all transactions that are entered directly in Peoplesoft.
Bank Card ReallocationJuly 12th (Noon)All Bank Card reallocation and expense activities for FY23 should be completed in PeopleSoft by Noon on July 12th.

As you perform your end-of-year transactions, kindly take note of the following:

  • For executed contracts, expenses are only accrued on the fiscal year (FY) the goods/services are received/rendered.
  • Departments are advised to avoid unnecessary spending in the final weeks of the fiscal year.
  • FY23 invoices should be submitted by Saturday, June 17, 2023. All FY23 activities will resume on July 1, 2023.
  • The last day for departmental approval of expense reports in PeopleSoft is Monday, June 26th. The expense entry role for campus users will be removed for Fiscal Year End purposes. This will prevent users from creating/submitting expense reports. The role will be added back on July 1st for all users.
  • Purchase orders and invoices exported from BuyWays to PeopleSoft will be put on hold on June 29th (5pm). (BuyWays users may continue to enter requisitions in BuyWays, but purchase orders will not be exported to PeopleSoft.)
  • Year-end accruals will be done by your Campus Controllers office. 

For your campus-specific finance and accounting transaction due dates, we encourage you to contact your campus Controller’s Office for the most up-to-date information.


Fiscal Year End (FYE) Support: