Fiscal Year End

For use by departments in the timely processing of transactions. Accounts Receivable transactions cannot be backdated. Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer or the Office of Student Finance at melissa.dietrich@UND.edu for additional guidance.

• The deadline to request an Emplid# and/or an External Org ID for Accounts Receivable transactions is June 27.
• The deadline to submit Accounts Receivable charges and credits is 4:30 p.m. on Friday, June 27. 

Accounts Receivable transactions cannot be backdated. If goods or services were provided by UND on or before June 30, 2025 and were not posted to the accounts receivable system, please contact jodi.morgan@UND.edu.

• Last day to submit a request for an Emplid# and/or External Org ID for AR transactions is June 27.
• Accounts Receivable charges and credits are due June 27 by 4:30 p.m.

For use by departments in the timely processing of transactions.  Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer or the Controller’s office at jodi.morgan@und.edu for additional guidance.

• Purchases using a fund number beginning with “26” must also use a project ID that starts with “UNDF”. The format of the project ID is UNDF0XXXXX with the XXXXX correlating with the fund number at the UND Foundation that the department wants to use to reimburse the UND expense. A listing of all available “UNDF” projects can be found in the “Chartfields – UND Foundation Project ID Listing” report on the UND Finance Reports website.

• The UND Foundation has a calendar year-end of 12/31/20XX. This changed in their most recent fiscal year-end. Because of this change there is no longer a requirement to submit 26XXX fund related expenses by a specific due date. All transactions that utilize the 26XXX funds should use the deadlines listed for that specific transaction type as listed in the individual sections of the UND Fiscal Year-End Website page.

For use by departments in the timely processing of deposits.  Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer or Central Finance at UND.treasury@UND.edu for additional guidance.

Checks/Cash Departmental Deposits

All payments (cash or checks) received by a department on or before June 27, must be submitted for deposit by June 27. Please complete an electronic deposit form and drop off cash and checks at the Bronson Center dropbox OR in the drop box located in Twamley, Room 107.

Credit Card Departmental Deposits

All credit card payments received by a department on or before June 27, must be submitted for deposit by June 27. If it is possible for a department to close their credit card terminal for June 30 by 3 p.m. on June 30, please submit these credit card payments on June 30. Credit card payments for any credit card terminals that are closed after 3 p.m. on June 30 will be processed in July 2025.

Checks Related to Student Accounts

Departments who are submitting checks to be applied to a student account, please submit checks and student ID to One Stop Student Services, Memorial Union Room 302, no later than 3 p.m. on June 27. Please do not drop student payments in the Bronson Center or Twamley dropboxes. Any checks related to student payments dropped in the Bronson Center or Twamley dropboxes will not be processed by the end of the fiscal year.

• For departments accepting cash or checks, please practice procedures listed on UND Treasury webpage. 
• How to look up a deposit

Deadlines 

• June 27:  All electronic departmental deposit forms and the delivery of the associated cash/checks are due in the Bronson Center dropbox OR in the drop box located in Twamley, Room 107. All payments on student accounts and the associated check and account number must be delivered to One Stop Student Services by 3 p.m., located in the Memorial Union Room 302.
• June 30: Any credit card transactions that occurred on June 30 where the credit card terminal can be closed by 3 p.m. on June 30 should be submitted as a departmental deposit on June 30.

Grants and Contracts is required to submit June invoices for State-funded awards no later than July 15, 2025.  State agencies do not grant special permission to rebill or extend the July 15, 2025 deadline.

• All State-funded awards ending June 30, 2025, must be FINAL invoiced by July 15, 2025. Therefore, it is critical for departments to ensure all expenses have posted in time for G&C to complete final invoicing by the July 15 due date.
• In order to meet this deadline, G&C is requiring all expenses on state grants to be approved and posted in PeopleSoft Finance by the end of day on Friday, July 11, 2025. This includes vouchers, journal entries/imports, journal vouchers, and travel and expense reports. If you are aware of a pending expense that will not post by this date but that should be invoiced on 7/15, you must inform your grants officer via email by 4:30 p.m. on July 11. The email should be flagged as high importance and the subject line should read “TIME SENSITIVE.”

Please note that Central Finance may have a later deadline to submit a FY2025 transaction. If you need to process a FY2025 expense on a State-funded grant, you must ensure this expense is submitted and posted by the G&C deadline of July 11. Without prior notification, any items posting after this date become the responsibility of the department.

• July 11: All non-payroll expenses on state grants must be posted by Friday, July 11, 2025.
• July 14: G&C begins process of reviewing state grants for final invoicing.
• July 15: Final invoices for state grants are due to the State of North Dakota.

If you need additional guidance with the fiscal year end close out of your State of North Dakota grant award, contact your Grant & Contract Accounting Grants Officer.

For use by departments in the timely processing of transactions.  Situations may occur that require processing outside of the dates listed below. Please consult your division’s finance department or Central Finance at jodi.morgan@UND.edu or brandon.wallace@UND.edu for additional guidance.

Correcting Journal Entries and Imports

• The journal date must correspond with the date of the original entry. If the original date is 7/1/2024 - 6/30/2025, the correcting entry must be dated in FY25.  If the original entry posted after 6/30/2025, the correcting entry must be dated in FY26.
• If a correcting entry is being made, general ledger detail showing the original transaction should be attached to the journal.  This can be accomplished by saving attachments as pdfs or any form of electronic file. The journal ID of a correcting entry must be the journal ID of the original entry being corrected.

All Journal Entries and Imports

• Journal Entries (key into PeopleSoft Finance)
• When creating journals, be sure the journal date is keyed to the correct fiscal year. The correct date must be entered before you click “add.” Once the “add” button is clicked, the date cannot be changed.

Journal Imports

• Send to journalimports@UND.edu
• Journal imports should be used to record activity when the entry is 10 or more lines.
• June and July transactions cannot be processed on the same journal import. Clearly indicate FY25 or FY26 on the journal import itself as well as in the body of the email.

Journal Entries Support

­Deadline

• July 11: Last day for a journal entry or import to be approved and routed to Central Finance for posting

*Note-the journal entry or import must pass all edit checks, budget checks, and approvals by July 11.

*Note: Any journal entry or journal import received in Central Finance after July 11 for correction of a FY25 transaction that is not associated with a grant project will be deleted and will not be processed in FY25 or FY26. Exceptions may be made if the correcting transactions are associated with grant projects in which the correcting entry will post to FY26, but not back to FY25. 

For use by departments in the timely processing of transactions.  Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer or payment services at UND.pps@UND.edu for additional guidance.

• The journal voucher must correspond with the date of the original voucher.  If the original voucher date is 7/1/2024 - 6/30/2025, the correcting journal voucher must be dated in FY25.  If the original entry posted after 6/30/2025, the correcting journal voucher must be dated in FY26.
• July 9: Last day to approve a FY25 journal voucher to be routed to payment services for review

*Note: For the journal voucher to be processed in FY25, the journal voucher must be at the AP audit review by the end of the day on July 9. 

Department Use: Deadlines to reallocate JP Morgan purchasing card transactions are listed below.  Departments are encouraged to re-allocate on a daily basis.  If a department is unable to re-allocate prior to the deadline and wishes to correct the funding chartfields that posted, the department must submit a journal voucher prior to the journal voucher deadline. Please contact PPS at UND.pps@UND.edu for additional guidance.

Keep in mind that purchases made near the end of the month may or may not post to that month based on the vendor’s processing guidelines.  Example: a purchase made by a UND employee with a purchasing card on June 28 may not post to JP Morgan until July.  This is a July transaction and will post to the next fiscal year.

Deadlines

Last day to reallocate JP Morgan purchasing card transactions:

• May 30: from May 1 – May 15
• June 4: from May 16 – May 31
• June 11: from June 1 – June 6
• June 18: from June 7 – June 13
• June 25: from June 14 – June 23
• July 2: from June 24 – June 30

On the last day of reallocation CTS will be uploading Pcard transactions into PeopleSoft which can take 1-4 hours to complete. During this time reallocations can not be performed until the upload is completed as PaymentNet will be locked.

Department Use: For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer or payroll services at trish.muir@UND.edu for additional guidance.

July 15 Payday (Pay period June 16-30)

• Salary and all fringes will be accrued back to FY25
• The salary and fringes backdated to FY25 excludes the health insurance expense. The health insurance expense is posted to FY26, not FY25

July 31 Payday (Pay period July 1-15)

• Salary and all fringes will be charged to FY26
• All appointments will crossover to the next fiscal year
• Salary increases for single occupant positions will also crossover to the new fiscal year
• Pool positions will NOT crossover to the new fiscal year, and new payroll forms must be completed. If the salary funding was not made in the budget module, payroll forms will need to be completed

Additional Deadlines

• July 1: Retroactive adjustments are strongly discouraged.  This is the last day to submit any FY25 retroactive adjustments to be processed.
• July 9: Review registers for PPE 6/30 (final payroll for FY25).
• July 10: Confirm PPE 6/30 (final payroll for FY25).

For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer or PPS at UND.pps@UND.edu for additional guidance.

By June 20 Deadline

• Submit orders through UND Marketplace by June 20 for purchases the department wants to make with FY25 funds and that the department expects can be delivered on or before June 30.
• Any purchase orders placed in FY25 that are open at the close of business on July 8, 2025 will be rolled over to FY26.
• For all goods received and services performed on or before 6/30, all receipting and invoice approvals must be complete by close of business on July 9.  If the receipting and invoice approvals process for these orders is not completed by July 9, FY26 funds will be used for these purchases.
• The receipt date field in UND Marketplace is flexible. A department can process a receipt through July 8 for an order that was physically received in June but the receipt had not yet been entered. When creating the receipt, a department should change the receipt date back to 6/30/25. If this date is after 6/30/25, the invoice will be processed with FY26 funds.

After June 20

• During the time period June 21 through June 30, UND Marketplace users will be allowed to place orders in UND Marketplace. However, all orders placed during this time period will be manually held by the UND PPS team and not submitted to the supplier until July 1 and be paid using FY26 funding. When the order is originally placed it will budget check against the FY25 budget. Before the order is submitted to the supplier on July 1 it will budget check against the FY26 budget. This hold is being done to reduce the volume of open purchase orders at the end of FY25 that are required to be rolled over to FY26.
• If a department has emergency purchases from June 21 to June 30, UND PPS recommends calling the vendor directly and using your P-Card. Keep in mind that purchases made near the end of the month may or may not post to that month based on the vendor’s processing guidelines. See the “FISCAL YEAR END 2025 Fact Sheet: JP Morgan Purchasing Card” document for more information.
  • Work with the vendors to ensure that the invoicing and the delivery of goods/services occur on or before June 30. Payment Request forms must be fully approved by July 9 for invoices received by the department.
    • On the Payment Request Form, indicate which fiscal year the invoice should be expensed in.

UND Marketplace Purchases

• UND Marketplace PO’s that have been fully receipted and invoiced by June 30 are closed automatically by UND Marketplace.
• Any open purchase orders open with greater than $25 in UND Marketplace at fiscal year-end will be rolled & paid from your next year’s (FY26) budget.
• All UND Marketplace supplier catalog vendors’ invoices will route directly to UND Marketplace for processing. 
• If the invoice does not have a UND Marketplace PO, this will create a non-PO invoice in UND Marketplace, which will route to Payment Services for review.
• The department will need to comment if the invoice is for FY25 or FY26.

Deadlines

• June 20: Last day to place an order through UND Marketplace and have the possibility of it being paid using FY25 funding. If an order submitted on or before June 20 is not fully receipted before July 9 with a receipt date of June 30 or earlier and not fully invoiced as of July 9, it will not be paid using FY25 funds and will be rolled over to FY26.
• June 21-30: UND Marketplace orders placed during this time period will be held by UND PPS and not submitted to suppliers until July 1.
• July 1: Orders placed in UND Marketplace during the hold period will budget check against the FY26 budget and then be submitted to suppliers.
• July 9: Last day to receipt a product back to June 30 in UND Marketplace (invoice must also be received in UND Marketplace) and last day to submit a Payment Request form for FY25 invoices.

For use by departments in the timely processing of transactions. Situations may occur that require processing outside of the dates listed below. Please consult your division’s Chief Business Officer or payment services at UND.pps@UND.edu for additional guidance.

UND Central Finance encourages departments to make purchases through UND Marketplace (Jaggaer) when appropriate, or by use of a UND purchasing card. For all other reimbursements, please be aware of the following reminders:

• Expense reports should be submitted on a “per trip” basis.
• Please remind faculty that all expense reports need to be submitted prior to the faculty leaving for the summer.
• Registration fees incurred on or prior to June 30 to reserve a spot at a FY26 conference will be paid from FY25 funds.
• For travel that crosses the June month end:
  • The expense report will be submitted in July.
  • If the majority of the travel happens in June, post to FY25 – if there are more days of travel in July post to FY26.

Approved/Accounting Date

• Approved/accounting date will be June until the cutoff date of July 9.
• Reports approved after July 9, will have a July submission/accounting date in FY26.

Subscriptions and Memberships

• New subscriptions and memberships will be processed from FY25 funds through May 31, 2025.
• Subscription and memberships renewals for FY26, must be paid for from FY26 funds.

Deadline

• July 9: Last day to approve a FY25 expense report to be routed to Central Finance for review

*Note: For the expense report to be processed in FY25, the expense report must be at the AP audit review by the end of the day on July 9.