As we approach the end of the 2025 fiscal year (FY25), our goal at UPST is to ensure that your year-end transactions are completed in a timely and seamless manner. To assist with this, we are publishing important transaction due dates in advance, allowing you ample time to plan and submit your FY25 transactions to UPST. In addition, departments are advised to avoid unnecessary spending in the final weeks of the fiscal year.
FY25 Year-End Calendar by Due Date
UPST is getting ready for the FY2025 year-end processing. Below are the proposed dates for each of our major processes. Normal UPST operations will continue through the year end as process requests are received.
| Transaction Type | Due Date | Description |
|---|---|---|
| Supplier Requests | May 9 | Supplier requests should be submitted in BuyWays by Friday, May 9th. This includes foreign, domestic, entities and students. |
| Sourcing / Bids | May 12 | A sourcing event takes an average of 6 to 8 weeks to complete. Staff are encouraged to submit all requests to UPST by Monday, May 12th. |
| Contracts Processing | May 12 | Staff are encouraged to submit requests by Monday, May 12th. |
| Supplier Registration | May 19 | Supplier registrations need to be completed by the supplier Monday, May 19th. Automatic reminders will be sent out to suppliers to remind them to take action. |
| Bank Card Allocations | June 20* | All Bank Card allocation and expense activities for FY25 should be submitted in Concur no later than Friday, June 20th. |
| Accounts Payable | June 21* | All supplier invoices must be received on or before Saturday, June 21st. This also includes all transactions that are entered directly in Peoplesoft. |
| T&E Expense Reports Approval* | June 23* | The last day to approve expense reports in Concur is Monday, June 23rd . |
* - Represents guaranteed processing date. For additional dates and information, refer to your campus Controller’s fiscal year-end close memo.
Purchase Orders & Invoices:
- Please review all open POs before June 21st to ensure PO closure can be completed prior to PO rollover.
- ATTN: All POs created prior to 7/1/2023 are subject to closure to clear old encumbrances and commodity codes from the system.
- Toshiba POs:
- All Toshiba POs must have enough funding to carry no less than 3 months into FY26 to ensure invoicing can continue without PO closure.
- All Toshiba PO owners will receive a separate communication from Deb Fisher, dfisher@umassp.edu, providing best practice tips for FYE processing to ensure Toshiba POs successfully roll into FY26.
- FY25 invoices should be submitted by Saturday, June 21st and approved by campus approvers by Wednesday, June 25th.
Expense Reports (Concur):
- The last day for departmental approval of expense reports in Concur is Monday, June 23rd. You can still access Concur after this date, but any approvals made after June 30th will be reflected in July.
- Concur expense report availability and processing are not impacted by the year-end close process.
Campus Specifics:
- Your Campus Controller office will do year-end accruals.
- 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:
- PO/Encumbrance Search Job Aid
- All questions can be directed to upst@umassp.edu.