From the Offices of Controller, Budget, Purchasing and Payroll
We request your assistance in meeting the following deadlines for the financial closing of Fiscal Year 2024-2025 (FY25) on June 30, 2025. Please distribute this information to all concerned individuals.
Date Summary for FY25 Transactions
| Accounts Payable | Invoices and disbursement orders to A/P by 6/20/25 @ 12:00 PM apreimbursements@clarkson.edu |
| Vendor Set Up | Requests for new supplier set up by 6/22/2025 email to vendorsetup@clarson.edu |
| Interdepartmental Charges | Requests to Controller’s Office by 6/20/25 |
| One-Card Transactions | Expense Reports submitted by 6/20/25 @ 4:00 PM Expense Reports approved by 6/25/25 ndonalds@clarkson.edu |
| Cost Transfers (Payroll Reallocations) | Fully approved requests to SRS by 6/13/2025 srs@clarkson.edu |
| Purchase Requisitions | Requisition submitted by 6/20/25 Requisition fully approved by 6/25/25@ 10:00 AM purchasing@clarkson.edu |
| Payroll | 06/21/2025 is the last payroll for FY25; paid on June 29th. payroll@clarkson.edu |
**Requisitions to Encumber FY26 funds can be submitted beginning June 13, 2025 (more information below).
Accounts Payable
If you have any invoices in your possession, please forward them to Accounts Payable immediately. Do not hold invoices. In order to ensure that all expenses are recorded in the correct fiscal period, it is vital NOT to hold invoices. If there is a reason why an invoice is not to be paid please note this on the invoice and submit it to Accounts Payable apreimbursements@clarkson.edu .
Payment Requests, disbursement orders, travel reimbursement, expenses reports, etc. must be received in the Accounts Payable Department on or before 12:00 PM 6/20/2025 and will be applied to the Fiscal Year 2025 Budget. If received after 12:00PM on 6/20/2025, the invoice will be applied to the Fiscal Year 2026 Budget.
Requests for new suppliers should be submitted to vendorsetup@clarkson.edu by June 22nd for timely processing.
Interdepartmental charges
Review all accounts for any errors, adjustments, or transfers and submit change requests to the Controller’s Office as soon as possible, but no later than June 20th to be included as transactions in FY25.
Payroll
The payroll ending June 21, 2025 is officially the final payroll for FY25, paid on June 29th, 2025.
Cost Transfers
Any cost transfers (payroll reallocations) need to be fully approved and submitted to SRS by June 13th to be processed and posted in FY25.
One-Card Transactions
All FY25 charges on an individual’s One Card must be submitted via an expense report by June 20, 2025 at 4:00 PM. At that time, please do not use your One Card until after July 1st, unless it is for travel or some other immediate emergency.***** Please be aware that after this point, you will no longer have the ability to create or modify expense reports until July 1, 2025. If an expense report is submitted by June 20, 2025 and approved by June 25, 2025, it will be charged against FY25. Otherwise, it will be charged against FY 2025-2026 (FY26).
Purchase Requisitions
The last day to encumber departmental (Fund 100) funds in FY25 is June 20, 2025 at 4:00pm. PLEASE NOTE: Only invoices are acceptable; acknowledgments, price quotes and contacts are not sufficient to open a new Purchase Requisition.
Requisitions charging Fund 100 departments in FY25 must be fully approved* by 10:00 AM on June 25, 2025. Failure to acquire necessary approvals will result in cancellation of the requisition. The requisition would then need to be re-initiated and encumbered against FY26 budgets.
No requisitions may be initiated between Wednesday, June 26 and Friday, July 5, 2025 while the purchasing and accounts payable departments coordinate year-end processes. When year-end closing is complete, a campus-wide notice will be sent out stating that requisition activity may begin again for charges against FY26 budgets. Please do not initiate any requisition activity until you have received notice that closing is complete.
*Workflow approval by department manager, and if necessary, Purchasing Director (>$5,000) and Chief Financial Officer and President (>$50,000).
ENCUMBERING FY26 BUDGETS
Travel Authorizations for Only Fund 100
PeopleSoft’s Travel Authorization does not allow encumbering for FY26 prior to the beginning of the new fiscal year. Please hold the preparation of all travel authorizations for travel occurring during FY26 until after July 5, 2025. However, if it is necessary to make cash disbursements for prepaid tickets, registration, or other expenses prior to July, FY26 will be charged. (All other funds are okay to submit travel authorizations).
Purchase Requisitions for Only Fund 100
Beginning June 13, 2025 managers may encumber against FY26 operating department budgets (Fund 100), if the transaction is for deliverables or services that are to be received on or after July 1, 2025.