Year End Deadlines and Processes

May 29, 2026 (Friday)

• Orders using FY26 funding requiring a competitive solicitation must be submitted to Purchasing to ensure completion by year end.

June 1, 2026 (Monday)

• FY27 funded orders needing to be in place on 9/1/2026 requiring a competitive solicitation must be submitted to Purchasing for processing.

July 2, 2026 (Thursday)

• Renewal orders based on existing FY26 orders must be submitted to Purchasing to enable processing and completion by year end. To renew or extend, there must be renewal option available and the contract/agreement must be active/available in FY27
  • Examples: space and equipment rentals/leases, maintenance and service contracts, multi-year bid awards for commodities.

August 4, 2026 (Tuesday)

• Encumbrances on E&G funds (funds that start with a 10) that were established in FY25 will be closed.
  • E&G encumbrances only roll one year. Encumbrances should be expended by the second year.

August 24, 2026 (Monday)

• PCard purchases for FY26 should be completed. PCard expense reports should be submitted in Emburse throughout August to ensure posting by statement close date 9/3/2026.

August 27, 2026 (Thursday)

• Non-Catalog TechBuy orders using FY26 funding (not requiring competitive solicitation) must be submitted to Purchasing to ensure completion by year end.

August 31, 2026 (Monday)

• Requests for increases or releases of FY26 encumbrances are due to Purchasing.
• Punch-out and Catalog TechBuy orders using FY26 funding must be submitted to the vendor to ensure completion by year end.
• All purchase orders for FY26 must be completed, approved and posted to Banner by close of business --5:00 p.m. Any order not completed will be posted in September against FY27 funding.
• Travel Pre-Approvals to be applied against FY26 funds must be entered by 4:30 p.m.

September 1, 2026 (Tuesday)

• All FY27 orders must have an accounting date of 9/1/2026 or later and can be submitted starting 5/1/2026.
• First day that FY27 TechBuy Punch-out orders can be entered or submitted.
• FY27 transactions cannot be posted to grant FOPs until after the year end roll on 9/11/2026.

September 3, 2026 (Thursday)

• US Bank PCard Statement close date. Charges on or after 9/3/2026 will be applied to FY27.

September 4, 2026 (Friday)

• FY26 Consumable Supplies/Goods for Resale Form inventory counts as of 8/31/2026 are due to Accounting Services.
  • The change in inventory will be reclassified to/from an expense account to an asset on the balance sheet.
• FY26 claims from the Unclaimed Deposits Report are due to Accounting Services.
• FY26 Contract Revenue Accruals must be saved and uploaded into the Contract AR & Billing System.
• FY26 Cash Receipts submitted through the Cash Receipts system must be entered and approved by intermediate approvers and SBS.
• FY26 Non-contract revenue accrual requests are due to Accounting Services.
• FY26 FiTS requests (Cost Transfers, Revenue Transfers, Internal Purchase Funding Transfers, and Interdepartmental Billings) must be entered and approved by departmental approvers.
• FY26 Expense Accrual and prepaid requests are due to Accounting Services.
• All PCard expense reports must be completed by close of business. PCard Expense reports should be submitted throughout August as purchases are made.
• FY26 Travel Reports and required documentation must be submitted and approved by the Travel Office.
• FY26 Invoices and receiving reports are due to Payment Services.

September 10, 2026 (Thursday)

• Banner FY26 Period 12 (August 2026) will be closed at the end of the day.

September 11, 2026 (Friday)

• FY26 balances will be rolled to FY27. All financial systems will unavailable through Monday, 9/14/2026. Cognos will be available and will reflect balances as of FY26 Period 12 (August 2026).
• FY26 transactions can no longer be submitted through standard systems, e.g., FiTS, Contract AR, PO & Encumbrance Change Request, etc.
  • Requests to record FY26 transactions must be mailed to Accounting Services at hscacc@ttuhsc.edu. Documentation explaining why the entry was not submitted prior to the deadline and clear justifications indicating why the entry should be recorded in FY26 should be provided.
• FY27 expenses may now be posted to grant FOPs.

September 16, 2026 (Wednesday)

• FY26 fund balance questions are due to Accounting Services at hscacc@ttuhsc.edu.
• Alternate FOPs for fund balance deficits are due to Accounting Services at hscacc@ttuhsc.edu, unless directly contacted by an Accounting Services team member. Fund balance deficits will be covered on 9/18/2026.

Additional Year End Considerations

Award/PO/Contract in August:
Any award/PO/Contract requiring approval at the August Board of Regents (BOR) meeting will need to be completed and ready for submission in advance of the BOR Agenda Book submission deadline in June.

Open encumbrance review process:
Review all open encumbrances at the following location in Cognos: Public Folders > HSC Finance > Encumbrances, Invoices and Checks > Open Encumbrances by Fund & Orgn

• Review for validity:
• Is order expected to be fulfilled before 8/31/2026?
• Have you received the order, but it has not been invoiced (paid)?
• Request PO/Encumbrance Close from the PO & Encumbrance Change Request link.

Encumbrance adjustment process:
Requests for increases or releases of FY26 and prior year encumbrances must be received by Purchasing no later than 8/31/2026. Departments are encouraged to review encumbrances in June and July in order to avoid problems associated with attempting to spend available funds in August.

FY25 encumbrances on E&G funds (funds that start with a 10) should be expended in accordance with state guidelines by the second year otherwise the encumbrance will systematically be closed.

• The encumbrance roll process also rolls budget to the next year to cover the encumbrance. The budget for the E&G funds can only be used for the associated encumbrance.
• Releasing/closing prior fiscal year encumbrances on E&G funds does not release funding to be spent in the current fiscal year. When prior fiscal year encumbrances are closed, the associated budgets will also be reversed.

Revenue should be recorded in the period that it is earned:
Deposits should be recorded as of the bank deposit date.

• Accruals
  • Contract AR revenue earned in FY26, but not received by 8/31/2026, must be accrued through the Contract AR & Billing System by 9/4/2026.
  • Non contract revenue earned in FY26, but not received by 8/31/2026, must be accrued by emailing hscacc@ttuhsc.edu and provide the applicable FOAP, accrual amount, supporting documentation and justification.
• Deferrals
  • Revenue received in FY26 but the goods or services will be rendered in a future FY must be deferred (recognized in a future FY). Email Accounting Services at hscacc@ttuhsc.edu and provide the applicable FOP, document number, deferral amount, supporting documentation, and justification.

Expenses should be recorded in the period that the good or service is received:

• Accruals
  • Goods received or services rendered on or before 8/31/2026 must be accrued to FY26.
  • Expenses can be accrued if an invoice has not yet been received.
  • Email Accounting Services at hscacc@ttuhsc.edu and provide the applicable FOAP, document number (if available), Cognos report showing the expense posting (if available), receiving report (if expense has not posted), accrual amount, and any other supporting documentation validating the accrual.
• Prepaid
  • Expenses paid in FY26 but all or a portion of the expense is applicable to future FYs. The portion of the expense that applies to future years will be recorded as a prepaid and expensed in the appropriate FY.
    • Examples include maintenance contracts, rentals, insurance policies, software license agreements, etc., that span more than one fiscal year.
  • Email Accounting Services at hscacc@ttuhsc.edu and provide the applicable FOAP, document number, Cognos report showing the expense posting, prepaid amount, and any other supporting documentation validating the accrual.

August 2026 charges posted in September 2026 or later to state appropriated funds (E&G, PHF, CB, and HEAF) or other restricted funds will be reversed and the billing department will be required to re-enter charges to an alternate funding source in FY27.

E&G Funds (100000 - 109999) should be fully expended or encumbered by the end of FY26 to avoid recapture.