Timetable and Reminders for Closing Fiscal Year 2025 (Memo)

Fiscal Year End Close 2025 Accounting Period Deadlines Key Dates

Encumbrance Recording Year End Close 2025

Deadline Description
April 306:30pmGLJE Appropriated Transfer Recurring (ATR) must be completed for FY25. ATR entries not allowed again until July 1 for FY26.
May 30 WhoKey Budget & Balance Closeout worksheet updates are due to Accounting & Financial Reporting. Email to: AFR-Cash-Investment@uiowa.edu
June 5 Travel Expense vouchers to be recorded in FY25 for travel completed prior to June 1 must be in the Accounts Payable & Travel department by the end of today. This includes eVouchers for travel.
June 105:00pmThe biweekly payroll for the period 5/25 through 6/7 with a check date of 6/17 is due to the Payroll Office and will be charged against FY25 in June Close (period 12).
June 13 General Stores June special orders made through the Preq catalogue or eBuy system by 6/13 will be included in FY25 accounting.
June 134:30pm Orders to vendors outside the University must be received at the Purchasing department to be charged to FY25. Submit requisitions $50,000 and greater well in advance of 6/13 to assure the processing of competitive bids and approval of requisitions before the end of the fiscal year.
June 134:30pm ProTrav Travel Vouchers for June travel, EXCEPT the last week of June, that must be processed to FY25 should be in the Accounts Payable & Travel department.
June 164:30pmProcurement Card transactions with a post date on or before 6/16 will be processed within FY25.
June 17 All Purchasing requisitions received after today should identify either FY25 or FY26 to be charged.
June 23 Check for due dates of University of Iowa Center for Advancement expense claims for transfer of funds to University gift accounts.
For account administration questions, contact the UICA Financial Services Team:

Barbara Steffen
Senior Financial Services Administrator - Main Campus
TEL: 319-467-3882
EMAIL: barbara.steffen@foriowa.org

Natasha Houselog
Senior Financial Services Administrator - Health Sciences
TEL: 319-467-3662
EMAIL: natasha.houselog@foriowa.org

Nicole Shepherd
Financial Services Coordinator
TEL: 319-467-3324
EMAIL: nicole.shepherd@foriowa.org
June 245:00pmITS charges for Telecommunications, Software, Servers, Storage, Web & Application Development and Other Services through 6/24 will be included in FY25 accounting.
June 245:00pmRetroactive accounting-only Change of Status forms must be submitted in the HR Transaction system and completed through workflow for Payroll Services to process COS and post associated PayCV entries in period 12, FY25.
June 245:00pmThe biweekly payroll for the period 6/8 through 6/21 with a check date of 7/1 is due to the Payroll Office and will be charged against FY26 in July (period 1) using the FY26 fringe rates. Charges will be accrued centrally for FY25 reporting.
June 254:30pmProTrav Travel Vouchers (for travel occurring after 6/1) must be completed through workflow and documentation submitted to the Accounts Payable & Travel department to process for FY25.
June 274:00pmRequest for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 12, FY25.
June 274:00pmPayCV Retroactive Cost Transfer Justification > 90 days forms for grants must be submitted to Grant Accounting Office to post PayCV entries to period 12, FY25.
June 274:30pmeVouchers payable to outside vendors must be completed through workflow and all documentation submitted to the Accounts Payable & Travel department to process for FY25.
June 274:30pmJune Procurement Card vouchers must be completed (approved in workflow) to be processed for FY25 and will post to the MFKs listed on the voucher. Procurement Card Vouchers not complete (still in workflow, voucher has an audit error or voucher not reconciled) by 6/30 will post to the cardholder's "default" account. The default entry can be reversed up until 7/7 once the voucher has been approved in workflow and approved by the Accounts Payable & Travel department.
June 30 Facilities Management June orders and Planning, Design & Construction June orders for labor charges through 6/30 will be included in FY25 accounting.
June 304:00pmAll cash receipts must be deposited at the bank.
June 304:00pmGeneral Stores June orders made through the PReq catalogue or eBuy system by 4pm will be included in FY25 accounting.
June 304:00pmPrinting Services & Document Services June charges of completed jobs through 6/30 will be included in FY25 accounting.
June 304:30pmAny PReq transaction entered & approved under $10,000 will be encumbered for FY25 if received & approved by today.
June 304:30pmPO & eBuy encumbrance removal requests must be submitted to Purchasing Operations. Email to: purch-pos@uiowa.edu
June 305:00pmFleet Services June orders through 6/30 will be included in FY25 accounting.
June 306:30pmGLJE application journal entries must be submitted for regular June Close (period 12). The application is offline after 6:30 p.m.
June 306:30pmGLJE Appropriated Non-Recurring Transfers (ATN) must be submitted for regular June Close (period 12). The application is offline after 6:30 p.m.
June 306:30pmWebCV and PayCV journal entries must be submitted for regular June Close (period 12). The applications are offline after 6:30 p.m.
June 307:00pmCommitment Tracking application entries must be submitted for regular June Close (period 12).
July 1 PReqs entered and approved < $10,000 should have final departmental approval on 7/1 or later to prevent encumbering to FY25.
July 110:30ameDeposit entries submitted prior to 10:30 a.m. will be booked to FY25 in the general ledger only for those entries that have been reconciled with bank deposits. Unreconciled eDeposit entries will carry forward and post to FY26. The application is unavailable after 10:30am until all reconciliation work is complete.
July 17:00amCommitment Tracking application available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY25 Preliminary Close and July FY26 accounting periods by toggling the period 13 option when creating a journal.
July 17:00amGLJE application available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY25 Preliminary Close and July FY26 accounting periods by selecting the appropriate button.
July 17:00amGLJE Appropriated Non-Recurring Transfers (ATN) available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY25 Preliminary Close and July FY26 accounting periods by selecting the appropriate button.
July 17:00amGLJE Appropriated Recurring Transfers (ATR) available for FY26 entries.
July 17:00amWebCV and PayCV applications available for Preliminary Close (period 13) entries submitted between July 1 and July 10.
July 15:00pmFor year-end reporting purposes ONLY, Accounting & Financial Reporting posts journal 9ENCDATENT to remove blanket order & contract encumbrances. The journal posts to regular June Close (period 12) and appears on General Ledger transaction reports as well as impacting balance reports.
July 2 GLDSS monthly tables loaded, verified and online reports available regular June Close (period 12).
July 2 Transaction Detail Reports (TDR) & EFR Summary Reports distributed/available regular June Close (period 12).
July 2 Grant Reports distributed regular June Close (period 12).
July 3 GLDSS first daily data available for Preliminary Close (period 13).
July 74:30pmJune Pcard vouchers approved in workflow and by Accounts Payable & Travel posted to the default MFK can be moved (reversed) from the default MFK to the MFK on the voucher in Preliminary Close (period 13) up through this day.
July 85:00pmRetroactive accounting-only Change of Status forms must be submitted in the HR Transaction system and completed through workflow for Payroll Services to process COS and post associated PayCV entries to period 13, FY25.
July 85:00pmThe biweekly payroll for the period 6/22 through 7/5 with a check date of 7/15 is due to the Payroll Office and will be charged against FY26 in July (period 1) using the FY26 fringe rates. The payroll amounts for 6/22-6/30 will be accrued centrally for FY25 reporting.
July 94:00pmEncumbrance error corrections impacting FY25 must be reported to Accounting & Financial Reporting (AFR). Email to: as-efr@uiowa.edu. Correction journal entries will ONLY be processed for errors that occur during June AND are for appropriated funds (050-060, 190-239).
July 95:00pmPayCV Retroactive Cost Transfer Justification > 90 days forms for grant accounts must be submitted by today to Grant Accounting Office to post to period 13, FY25.
July 95:00pmRequest for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 13, FY25.
July 97:00pmCommitment Tracking application entries must be submitted for Preliminary Close (period 13). No entries allowed in Final Close (period 14).
July 105:00pmGLJE Appropriated Non-Recurring Transfers (ATN) for Preliminary Close (period 13) must be submitted by today.
July 105:00pmWebCV, PayCV and GLJE journals for Preliminary Close (period 13) must be submitted by today.
July 11 GLDSS monthly tables loaded, verified and online reports available Preliminary Close (period 13).
July 11 Transaction Detail Reports (TDR) & Summary Reports distributed/available for Preliminary Close (period 13). TDRs have WebCV functionality available. The reconciliation and comments functionality are disabled. Period 13 TDRs cannot be reconciled and period 13 activity is combined with period 14 TDRs to be reconciled.
July 11 Grant Reports distributed Preliminary Close (period 13).
July 117:00amGLJE Appropriated Non-Recurring Transfers (ATN) available for Final Close (period 14) or July entries. Users can choose between FY25 Final Close and July FY26 accounting periods by selecting the appropriate button. Period 14 security approved by Collegiate and Auxiliary Business Officers is invoked for submitting entries.
July 117:00amWebCV, PayCV and GLJE applications available for Final Close (period 14) entries. Period 14 security approved by Collegiate and Auxiliary Business Officers is invoked for submitting entries.
July 12 GLDSS first daily data available for Final Close (period 14).
July 14 WhoKey Budget Close-out at the departmental level (Option D) journal posted.
July 145:00pmPayCV Retroactive Cost Transfer Justification > 90 days forms for grant accounts must be submitted by today to Grant Accounting Office to post to period 14, FY25.
July 145:00pmRequest for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 14, FY25.
July 14 5:00pmRetroactive accounting-only Change of Status forms must be submitted by today in the HR transaction system, completed through workflow, have Business Officer approval and Payroll Services contacted (Email to: payroll-services@uiowa.edu) to process COS & post associated PayCV entries in period 14, FY25.
July 155:00pmGLJE Appropriated Transfer Non-Recurring (ATN) for Final Close (period 14) must be submitted by today.
July 155:00pmWebCV, PayCV and GL Journal Entry journals for Final Close (period 14) must be submitted by today.
July 16 PayCV application available for July entries.
July 16 WebCV application available for July entries.
July 16 WhoKey Budget Close-out at the Org level (Option A) journal posted.
July 16 WhoKey Balance Close-out to move balances as of the Final Close (Option F) journal posted.
July 16 WhoKey Close-out Medicine (Option M) and Dentistry (Option T) journals posted.
July 21 GLDSS monthly tables loaded, verified and online reports available for Final Close (period 14).
July 22 Transaction Detail Reports (TDR) & Summary Reports distributed/available for Final Close (period 14). All standard TDR functionality is available. Account Reviewers are required to reconcile period 14 TDRs, which includes both period 13 & 14 transactions.
July 22 Grant Reports distributed Final Close (period 14) and includes both period 13 & 14 transactions.
July 23 GLDSS daily July FY26 online reports are projected to include balance forward data from the EOY roll-forward process.