DEADLINE INFORMATION FISCAL YEAR 2025 INSTRUCTIONS
*JOIN* Deadline Calendar for Reminders Using your UMBC email account!
INFO: Please coordinate with your Shared Service Center to observe earlier deadlines.
Close Purchase Orders
June 2, 2025 Requisitions
Contact: Rosetta Butler rbutler2@umbc.edu
FY25 Requisitions must be approved by Department Approver by COB.
Requisition / Purchase Order after deadline or with *Unforeseen Issues* may appear as an encumbrance.
Ideally, this deadline is enough time for item to be Shipped then “Received in PAW” to post as an expense in FY25 — barring any *Unforeseen Issues* or missing items below:
- Items not “Received in PAW” by “Receipt for Goods & Services Deadline”, will be Encumbrance, which will roll into the next Fiscal Year.
- “Receipt” more closely determines what Fiscal Year the Expense will appear. See “Receipt for Goods & Services Deadline” below.
June 6, 2025
Budget Amendment
Contact: Jared Fincke jfincke@umbc.edu
Email Budget Amendments to adjust the FY25 budget to the Budget Office.
June 16, 2025
Payroll Retro
Contact:
Payroll-Accounting-group@umbc.edu
Payroll 2025-025 is Final Payroll in FY25 to accept Retros.
Payroll 2026-002 will be next payroll allowing retros. See Payroll Calendar
Payment Request must be approved by Department Approver by COB.
All payment requests submitted after the deadline will be recorded in the next Fiscal Year or if there are any *Unforeseen State Delays*
Processing Payment Requests will resume July 1, 2025. Click HERE for Instruction
Travel reimbursement expenses received after deadline will be recorded in next fiscal year or if there are any *Unforeseen State Delays*.
Review UMBC’s Travel Policy and Procedures.
June 13, 2025
Pcard PURCHASE
June 27, 2025
Pcard REALLOCATION
Pcard PURCHASE for FY25 should be made by PURCHASE deadline.
CONTINUE TO USE PCARD. Transactions after deadline may post in FY26.
Pcard REALLOCATION:
- Reallocate transactions loaded on June 23-27 daily after 11:00am.
- Reallocate until June 27 at 11:59 PM.
If UMBC experiences unforeseen bank delays this week, any unallocated transactions will post to the default chartstring on June 30, 2025.
Any Pcard charges after Reallocation Deadline will be in next Fiscal Year. NOTE: Reallocation of both May and June charges will be required in order to meet year-end fiscal deadlines with the State of Maryland.
June 27, 2025
Payroll DBE’s
June 18, 2025
Receipt for Goods, Services
Enter Receipts along with invoices / supporting documents to AP.
- If item is not “Received in PAW” by the “Receipt for Goods & Services Deadline”, Encumbrance will roll into next Fiscal Year.
- “Receipts” that miss deadline or are missing the invoices or supporting documents will be paid in the next Fiscal Year. Click HERE for Instructions.
June 18, 2025
Petty Cash
Petty Cash received by deadline will be in FY2025. https://businessservices.umbc.edu/petty-cash/
June 18, 2025
Off-Campus Billing
Please email Off-Campus billing request forms to Jasmine Zacharias (zacharia@umbc.edu) by deadline.
Click HERE for Off-Campus Billing webpage.
June 18, 2025
Working Fund Check
Working Fund checks issued by COB will be recorded as expenditures for FY25, *only* if the check has been reconciled. (All paperwork, receipts and/or money has been returned to the Working Fund Custodian.) Help: RT: Get Help >General Question>AP
June 18, 2025
Foundation Reimbursement
Visit USM Foundation for NOON Reimbursement Details USM Foundation.
Please complete RT ticket when USM eDRF has been submitted. RT Foundation Wire
The last batched wire receipt will be dated on June 23, 2025.
June 20, 2025
Inventory & Plant Accounting
All DocuSign inventory changes, additions, or disposition requests must be picked up by Student Workforce by deadline to be recorded in FY25. Click HERE for Inventory webpage. Contact: Tina Carter-Brown tcbrown@umbc.edu
June 20, 2025
R*STARS Inter-Agency Payment
R*STARS Payment Transactions must be approved by Departmental Approver by COB. Be sure to include required items to ensure item gets into FY23: Click HERE for Instructions. Help: RT: Get Help >General Question>AP
June 23, 2025
Restricted Journals
June 27, 2025
Cash Receipts / Deposits
Items received on or before deadline must be delivered to Student Business Services, 300 Administration Building. Click for SBS Departmental Deposit webpage.
- Everything must be received by 12:00 PM NOON
For departments that process their own deposits, paperwork for deposits pertaining to FY25 must be received by Student Business Services (SBS) by deadline. Any items received after the cutoff times will be posted to next Fiscal Year. Contact: Amita Naik anaik@umbc.edu
June 30, 2025 – Unrestricted Journals
Journals must be approved by Department Approver by COB of deadline. Restricted Funds have an earlier deadline.
“Journal Date” dictates the Fiscal Year, please back-date journal to 6/30 for Unrestricted Journals for FY25. Click HERE for Instructions to backdate Journal. & Join Deadline Calendar
June 30, 2025
Dept. Scholarship 00005145
Please clear Departmental Scholarship Project before Year-End. Click Here for Instructions
July 1, 2025
Central Departments will have the following available for REX Finance Reports: Payroll Accrual, Aux. Admin Overhead, and Deferred Summer Revenue by deadline.
July 1, 2025
Payroll- DBE FY26 is open. Click here for “Straddle Fiscal-Year” DBE Instructions
PO Rollover FY25 for purchase orders waiting for delivery of items and receipts to be entered.
R*STARS Inter-Agency Receipt
Departments expecting transactions from another State agency must coordinate directly with that agency to ensure processing. Contact the applicable agency to verify that the agency has posted each transaction. Highly Recommended: Coordinate with agencies ~2 weeks prior to the State’s deadline.
Once received by State Deadline, transactions will be recorded in PeopleSoft Finance by July 15, 2025 to be included in FY25 if R*Stars Notice RT ticket is complete.
Please follow instructions for the R*Stars Notice RT Ticket: Here. Contact: Menchu Esteban menchues@umbc.edu