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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 2025 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 FY2025 Year-End FAQs at the bottom of this page.

Year-End Finance Forum

Join us for the FY25 Year-End Finance Forum on Monday, February 10 via Zoom.

Purchasing Services Ordering Deadlines

Supply chain interruptions have been headlining news since the early days of the pandemic and economic declines in the manufacturing sector continue to disrupt deliveries in almost every category.

To improve the likelihood that your state-funded purchases will be received prior to yearend, plan on a 4-to-6-week delay in delivery and order very early. Please keep in mind expenditures that annually exceed $25,000, competition is required and for an RFP process, expect a 60-day process for award of contract. The FYE 2025 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.  

For assistance and details, please email the purchasing team.

Year-End Deadlines Table
Date Description
February 24 Vehicles (Severe issues. Some models are not available for order. Contact Purchasing for details)
February 24 Equipment (including but not limited to scientific, landscaping, and commercial machinery), furniture
February 24 New software and on-line services procurements
March 7 Services, including performers, consultants, independent contractors
March 21 Intellectual property, advertising
April 11 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?

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

FY25 PO’s that roll to FY26 cannot be paid in July 2025 until we close and roll the year. This will be approximately July 23rd at the earliest and is subject to change.

FY26 POs can be paid beginning with the first check run of the new fiscal year, which is currently set for July 9th.

Please contact Debbie Jewell (jewelld@uncw.edu), 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 FY26, 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 in AP or Chrome River after the June 6th deadline will be handled on a first come, first served basis.  After the June 6th deadline, there is no guarantee the payment will be made with FY25 funds, but every effort will be made to pay with current year funds.
Payroll cost redistributions cannot be processed for prior fiscal years, regardless of the funding source.  For example, cost redistributions for FY24 salaries cannot be submitted in FY25. Review your funds and plan accordingly.  Cost reallocation due dates are listed on the FY25 UNCW Finance Year-End Schedule posted on the Year-End Information webpage. 

A pCard cardholder may request to add a fund at ANY TIME by emailing pcard@uncw.edu, with approval of the Budget Authority or Business Officer.