Listed below are the deadlines for year end processes and transactions that must be met in order for these transactions to be recorded in the appropriate fiscal year. Please contact the appropriate office at the number listed below with any questions. It is imperative that everyone make every effort to meet these deadlines and process all outstanding documents within the established timeframe in order to have a successful year end close.
Departments have 90 days from the original GL posting date of an expense to submit requests for corrections or reclassification between accounts. This timeframe includes corrections and reclassification requests in the form of journal entries, EIBs, and payroll accounting adjustments. Requests beyond the 90-day deadline will be denied unless there are valid reasons, such as an expense charged to a fund that was not permitted (ex. alcohol charged to an operating/ E&G fund).
YEAR-END EXCEPTION: Please note that all adjustments for May 2026 and prior months’ transactions need to be submitted and fully approved by Tuesday, June 30, 2026.
JOURNAL ENTRIES, EIBS, and PAYROLL ACCOUNTING ADJUSTMENTS
Entries related to FY26 transactions dated May and prior must be submitted in Workday no later than Tuesday,June 30. Entries related to June must be submitted in Workday no later than Monday,July 6.
Please note these dates replace any previously published dates on the Journal Entry Form.
For any questions related to Journal Entries, EIBs, and Payroll Accounting Adjustments, please email General Accounting at generalaccounting@MiamiOH.edu.
Any absence taken in FY26 must be reported and approved in Workday by Tuesday, June 30. If there are employees who are on leave at the end of June and have not reported their absence in Workday beforehand, managers are asked to enter and approve these absences on the behalf of the employee. This early submission and approval are our standard practice to ensure a timely close for the 2026 fiscal year.
Permanent budget transfers for the current fiscal year must be received in the Budget Office by April 30. One-time budget transfers for the current fiscal year must be received in the Budget Office by Tuesday, June 30 of the current fiscal year.
REQUEST FOR PURCHASE ORDER REQUISITIONS AND PURCHASE ORDER CLOSURE
Departments will be able to create FY27 transactions in Workday starting 07/01/26. No transactions for FY27 that require a requisition/ PO may be submitted through Workday before 07/01/26. If a department has a critical workflow that needs to be reviewed, such as an agreement/ contract request, they are encouraged to submit those requests into Workday as soon as possible, but no later than 05/15/26. When submitting a contract request where services will be rendered in FY27, please be sure to record a comment on the requisition stating as such. Procurement will hold all FY27 requisitions until the new fiscal year opens in Workday.
Additionally, Procurement will be rolling all open purchase orders from FY26 to FY27 and will be closing purchase orders created between 07/01/25 to 06/30/26 at a later date (this excludes Construction Projects). To ensure that the roll forward process goes smoothly, a block will be placed within Workday starting 06/30/26 at 4:00PM (ET), which will prevent all users from submitting requisitions until the roll forward process is complete. All services will be back to normal operation starting on 07/01/26 prior to the start of business.
SUPPLIER INVOICES - In order to close FY26 in a timely manner, please have all invoices entered into Workday and approved for processing no later than Friday, June 19. If items are received in June by the department after this date, please enter the supplier invoice as soon as possible as these purchases may be incorrectly posted to FY27, if not approved timely.
EXPENSE REPORTS (PCard/Travel Expenses/Reimbursements)- All expense reports for FY26 transactions must be prepared and submitted for approval in Workday by Thursday, July 2. All Expense Report approvals, including Supervisory Manager, Gift/ Miami Specified/ Project Managers, and Grants and Contracts, must be completed no later than Monday, July 6. Expenses that are not submitted and/ or approved by the deadlines listed above will be force submitted and/ or force approved. There will be no exceptions to this!
***Once the purchasing with your P-Card for the month of June is complete, please complete your expense report in Workday as soon as possible before the month of June ends. Even if unexpected additional transactions must be made for June, you can reconcile those separately with no penalty for creating multiple expense reports. If you have multiple expenses which will take place throughout the month of June, consider reconciling weekly or the first half of the month on one report in mid-June and the remainder at the end of the month.
