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Year-End Information

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Don’t miss any important dates as the close of the fiscal year approaches. Below is a schedule of important dates, forum details and tips on navigating supply chain complications to help.

UNCW Finance Year-End Schedule

The 2026 Year-End Schedule outlines deadlines that must be met as the budget year ends. Note the contact for each item in the last column if you have questions. For additional year-end information, please see our FY2026 Year-End FAQs at the bottom of this page.

Year-End Finance Forum

Join us for the FY26 Year-End Finance Forum on Monday, February 9 via Zoom. 

Purchasing Services Ordering Deadlines

To improve the likelihood that your state-funded purchases will be received prior to year-end, plan on a 4-to-6-week delay in delivery and order very early. Please keep in mind that for expenditures that annually exceed $31,000, competition is required. For an RFP process, expect a 60-day process for award of contract. The FYE 2026 deadlines below are intended as a guide (not a guarantee), and actual delivery times will vary.

Reminder: Be sure to use the Budget Override feature in uShop if funding is pending a budget revision. Doing so will save valuable time in order processing.

Keep in mind that all State Agencies, Colleges, and Universities in North Carolina have the same year-end along with the majority of other states, and everyone is competing to get their orders entered and shipped. 

For assistance and details, please email the purchasing team.

Year-End Deadlines Table
Date Description
February 20 Vehicles (We are required to follow the State Contract for vehicle purchases. Some models are not available for order. Contact Purchasing for details and with your need to provide time for quotes to be obtained from awarded dealers.)
February 20 Equipment (including but not limited to: scientific, landscaping, and commercial machinery), Furniture
March 2 New software and online services procurements
March 9 Services (including performers, consultants, independent contractors)
March 30 Intellectual property, Advertising
April 6 Computers, Supplies (including but not limited to MRO, research, and office), Parts and tools

Click here for the chart commodity assignments by Purchasing Specialist.

Year-End Forum Presentation February 2025

Couldn't make it to the Finance Forum?

The FY2026 Finance Forum is scheduled for February 9, 2026, after which time the recording and presentation will be uploaded. Below are the materials from the FY2025 Finance Forum. 

View the FY25 Year-End Finance Forum Presentation via Percipio.

Or

view the FY25 Year-End Finance Forum recording here.

Note: If you do not have permission to access the recording, please work with your DBO to request access to the BLT Teams site.

Year End FAQs

FY26 PO’s that roll to FY27 cannot be paid in July 2026 until we close and roll the year. This will be approximately July 22nd at the earliest and is subject to change.

FY27 PO's can be paid beginning with the first check run of the new fiscal year which is currently set for July 8th.

Please contact Debbie Jewell, Direct Pay and Travel Payments Manager.

Starting April 1st, you can submit a request via email to travel@uncw.edu to request liquidation for travel that has concluded if all expense reports have been submitted/approved and the encumbrance will not auto-liquidate before June 1st.
If you are traveling in FY27, you must wait until the month of July has been opened to submit your pre-approval. Once the month is open, the pre-approval will encumber based on the start date of the travel.
Invoices received by AP (accountspayable@uncw.edu) or in Emburse after the June 5th deadline will be handled on a first come, first served basis. After the June 5th deadline, there is no guarantee the payment will be made with FY26 funds, but every effort will be made to pay with current year's funds.
Payroll cost redistributions should be submitted throughout the year, not just at the end of the year. NOTE: Payroll cost redistributions cannot be processed for prior fiscal years regardless of the funding source. For example, cost redistributions for FY26 salaries cannot be submitted in FY27. Review your funds and plan accordingly.  Cost reallocation due dates are listed on the FY26 UNCW Finance Year-End Schedule posted on the Year-End Information webpage.