As we get closer to the end of the 2024 fiscal year (FY24), 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 FY24 transactions to UPST.
| Transaction Type | Due Date | Description |
|---|---|---|
| Sourcing/Bids | May 15th | A sourcing event takes an average of 6 to 8 weeks to complete. Staff are encouraged to submit all requests to UPST by Wednesday, May 15th. |
| Contracts Processing | May 17th | Staff are encouraged to submit requests by Friday, May 17th. |
| Supplier Requests | May 10th | Supplier requests should be submitted in BuyWays by Friday, May 10th. This includes foreign, domestic, entities, and students. |
| Supplier Registration | May 24th | Supplier registrations need to be completed by the supplier Friday, May 24th. Automatic reminders will be sent out to suppliers to remind them to take action. |
| T&E Expense Reports Approval | PeopleSoft - June 12th Concur - June 26th | The last day to approve expense reports in PeopleSoft is June 12th, last day for Concur expense reports to be approved is June 26th. |
| Accounts Payable | June 21st | All supplier invoices must be received by UPST on or before Friday, June 21st. This also includes all transactions that are entered directly in PeopleSoft. |
| Bank Card Reallocation | June 28th (Noon) | All Bank Card reallocation and expense activities for FY24 should be completed in PeopleSoft by Noon on Friday, June 28th. |
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.
- FY24 invoices should be submitted by Friday, June 21, 2024. All FY25 activities will resume on July 1, 2024.
- The last day for departmental approval of expense reports in PeopleSoft is Wednesday, June 12th. The last day for departmental approval of expense reports in Concur is Wednesday, 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.