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Memo

DATE:          May 12, 2025

FROM:         Michelle Locke

TO:               Budget Officers, Budget Review Officers and Business Managers

Re:               FY25 Year-End Financial Transaction Processing

The following information is being shared to assist you in managing your budget(s) as fiscal year 2025 draws to a close. The following deadlines, if met, will likely allow Financial Services staff enough time to process your transactions before fiscal year 2025 is closed.

Accounts Payable

• Pcard transactions for statement cycle 5/10/2025 - 6/09/2025 must be submitted by 5:00 PM June 16, 2025.
• Pcard reconciliation reports and travel expense reports must be final approved by 5:00 PM June 18, 2025.
• Unreconciled Pcard charges for the 6/10/2025 - 7/09/2025 statement cycle will be charged to your budget in FY 2026.
• All invoices (purchase order and direct payments), correction requests, and Inter-Organizational Transfer Documents (IOTD) must be submitted to accountspayable@wichita.edu by 5:00 PM June 18, 2025.
• Departmental access to FGAJVCD /FGAJVCM will be removed at 5:00 PM on June 18, 2025.

Accounts Receivable

• Final date to submit FY 2025 deposits is 5:00 PM June 23, 2025.
• FY 2025 cash transfer requests must be received by 5:00 PM June 23, 2024.
• Accounts Receivable Banner forms that begin with T will be unavailable on June 24, 2025. TouchNet web deposits, Marketplace POS and CME will be available.

Budget Office

• Please submit FY 2025 budget adjustments by 5:00 PM June 16, 2024.
• Budget adjustments will NOT be automatically processed to allow for spending ending FY2025 cash balances in FY 2026. If you wish to have budget authority available to spend in an RU fund when FY 2026 begins, please ensure budget requests have been entered into TM1 by the deadlines communicated by the budget office (May 16, 2025 for budget officers and review officers; May 23, 2025 for VP review).

Payroll

• May 26, 2025 is the final date to submit corrections to our Payroll Office.
• Timesheets for payroll 14 (06/08/25 鈥� 06/21/25) will be closed the majority of the pay period. The timekeeping sign-off date for payroll 14 is 06/23/25. Please plan ahead to ensure timekeeping activities are completed by the deadline.
• Juneteenth (06/19/25) is a holiday, and will automatically populate on timesheets for benefit eligible hourly employees who have a set schedule.

Purchasing

• Wu-Buy requisitions must have received all required approvals by 5:00 PM June 20, 2025 to post in FY2025.
• Banner requisitions where competitive bids are not required, must be completed, and submitted with supporting documentation and quotes to purchasing.office@wichita.edu by 5:00 PM June 20, 2025.
• Banner requisitions associated with competitive bids will utilize your FY 2026 budget.

Please remember that if you initiate a purchase using GU fund A2000 that will not be completed by June 20, 2025, you must ensure you have an associated encumbrance (PO) recorded in Banner if you wish to utilize your FY 2025 budget. Fiscal year 2025 encumbrances will be rolled forward to fiscal year 2026.

All Banner requisitions pending approval and/or the receipt of supporting documentation as of 5:00 PM June 20, 2025, will be cancelled. Access to FPAREQN will be removed at 5:00 PM on June 20, 2025. Beginning July 1, all requisitions must be completed in Wu-Buy.

Pending Wu-Buy requisitions that have not been fully approved as of 5:00 PM June 20, 2025, will utilize FY 2026 funding.