Timetable and Reminders for Closing Fiscal Year 2026 (Memo)

Fiscal Year End Close 2026 -  Accounting Period Deadlines Key Dates

Encumbrances Recording Year End Close 2026

DeadlineDescription
April 30 6:30pmGLJE Appropriated Transfer Recurring (ATR) must be completed for FY26. ATR entries not allowed again until July 1 for FY27.
May 29WhoKey Budget & Balance Closeout worksheet updates are due to Accounting & Financial Reporting. Email to: AFR-Cash-Investment@uiowa.edu
June 4Travel Expense vouchers to be recorded in FY26 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 12 All Purchasing requisitions received after today should identify either FY26 or FY27 to be charged.
June 12 4:00pmGeneral Stores June special orders made through the Preq catalogue or eBuy system by 6/12 will be included in FY26 accounting.
June 12 4:30pm Orders to vendors outside the University must be received at the Purchasing department to be charged to FY26. Submit requisitions $50,000 and greater well in advance of 6/12 to assure the processing of competitive bids and approval of requisitions before the end of the fiscal year.
June 12 4:30pm ProTrav Travel Vouchers for June travel, EXCEPT the last week of June, that must be processed to FY26 should be in the Accounts Payable & Travel department.
June 15 4:30pmProcurement Card transactions with a post date on or before 6/15 will be processed within FY26.
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 23 5:00pmThe biweekly payroll for the period 6/7 through 6/20 with a check date of 6/30 is due to the Payroll Office and will be charged against FY26 in June Close (period 12).
June 24 5:00pmITS charges for Telecommunications, Software, Servers, Storage, Web & Application Development and Other Services through 6/24 will be included in FY26 accounting.
June 24 5:00pmRetroactive 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, FY26.
June 25 4:30pmProTrav Travel Vouchers (for travel occurring after 6/12) must be completed through workflow and documentation submitted to the Accounts Payable & Travel department to process for FY26.
June 29 4:00pmRequest for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 12, FY26.
June 29 4:00pmPayCV Retroactive Cost Transfer Justification > 90 days forms for grants must be submitted to Grant Accounting Office to post PayCV entries to period 12, FY26.
June 29 4:30pmeVouchers payable to outside vendors must be completed through workflow and all documentation submitted to the Accounts Payable & Travel department to process for FY26.
June 29 4:30pmJune Procurement Card vouchers must be completed (approved in workflow) to be processed for FY26 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 FY26 accounting.
June 30 4:00pmAll cash receipts must be deposited at the bank.
June 30 4:00pmGeneral Stores June orders made through the PReq catalogue or eBuy system by 4pm will be included in FY26 accounting.
June 30 4:00pmPrinting Services & Document Services June charges of completed jobs through 6/30 will be included in FY26 accounting.
June 30 4:30pmAny PReq transaction entered & approved under $10,000 will be encumbered for FY26 if received & approved by today.
June 30 4:30pmPO & eBuy encumbrance removal requests must be submitted to Purchasing Operations. Email to: purch-pos@uiowa.edu
June 30 5:00pmFleet Services June orders through 6/30 will be included in FY26 accounting.
June 30 6:30pmGLJE application journal entries must be submitted for regular June Close (period 12). The application is offline after 6:30 p.m.
June 30 6:30pmGLJE Appropriated Non-Recurring Transfers (ATN) must be submitted for regular June Close (period 12). The application is offline after 6:30 p.m.
June 30 6:30pmWebCV and PayCV journal entries must be submitted for regular June Close (period 12). The applications are offline after 6:30 p.m.
June 30 7:00pmCommitment 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 FY26.
July 1 7:00amCommitment Tracking application available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY26 Preliminary Close and July FY27 accounting periods by toggling the period 13 option when creating a journal.
July 1 7:00amGLJE application available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY26 Preliminary Close and July FY27 accounting periods by selecting the appropriate button.
July 1 7:00amGLJE Appropriated Non-Recurring Transfers (ATN) available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY26 Preliminary Close and July FY27 accounting periods by selecting the appropriate button.
July 1 7:00amGLJE Appropriated Recurring Transfers (ATR) available for FY27 entries.
July 1 7:00amWebCV and PayCV applications available for Preliminary Close (period 13) entries submitted between July 1 and July 9.
July 1 10:30ameDeposit entries submitted prior to 10:30 a.m. will be booked to FY26 in the general ledger only for those entries that have been reconciled with bank deposits. Unreconciled eDeposit entries will carry forward and post to FY27. The application is unavailable after 10:30am until all reconciliation work is complete.
July 1 5:00pmFor 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 Monthly Account Statements (MAS) & 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 7 4:30pmJune 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 7 5:00pmRetroactive 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, FY26.
July 7 5:00pmThe biweekly payroll for the period 6/21 through 7/4 with a check date of 7/14 is due to the Payroll Office and will be charged against FY27 in July (period 1) using the FY27 fringe rates. Charges will be accrued centrally for FY26 reporting.
July 8 4:00pmEncumbrance error corrections impacting FY26 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 8 5:00pmPayCV Retroactive Cost Transfer Justification > 90 days forms for grant accounts must be submitted by today to Grant Accounting Office to post to period 13, FY26.
July 8 5:00pmRequest for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 13, FY26.
July 8 7:00pmCommitment Tracking application entries must be submitted for Preliminary Close (period 13). No entries allowed in Final Close (period 14).
July 9 5:00pmGLJE Appropriated Non-Recurring Transfers (ATN) for Preliminary Close (period 13) must be submitted by today.
July 9 5:00pmWebCV, PayCV and GLJE journals for Preliminary Close (period 13) must be submitted by today.
July 10GLDSS monthly tables loaded, verified and online reports available Preliminary Close (period 13).
July 10Monthly Account Statements (MAS) & Summary Reports distributed/available for Preliminary Close (period 13). MASs have WebCV functionality available. The reconciliation and comments functionality are disabled. Period 13 MASs cannot be reconciled and period 13 activity is combined with period 14 MASs to be reconciled.
July 10Grant Reports distributed Preliminary Close (period 13).
July 10 7:00amGLJE Appropriated Non-Recurring Transfers (ATN) available for Final Close (period 14) or July entries. Users can choose between FY26 Final Close and July FY27 accounting periods by selecting the appropriate button. Period 14 security approved by Collegiate and Auxiliary Business Officers is invoked for submitting entries.
July 10 7:00amWebCV, 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 11 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 14 5:00pmPayCV Retroactive Cost Transfer Justification > 90 days forms for grant accounts must be submitted by today to Grant Accounting Office to post to period 14, FY26.
July 14 5:00pmRequest for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 14, FY26.
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, FY26.
July 15 5:00pmGLJE Appropriated Transfer Non-Recurring (ATN) for Final Close (period 14) must be submitted by today.
July 15 5:00pmWebCV, 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 20GLDSS monthly tables loaded, verified and online reports available for Final Close (period 14).
July 21Monthly Account Statements (MAS) & Summary Reports distributed/available for Final Close (period 14). All standard MAS functionality is available. Account Reviewers are required to reconcile period 14 MASs, which includes both period 13 & 14 transactions.
July 21Grant Reports distributed Final Close (period 14) and includes both period 13 & 14 transactions.
July 22GLDSS daily July FY27 online reports are projected to include balance forward data from the EOY roll-forward process.