Year End Deadlines

*Call 3-4813 or email invoice@odu.edu with questions.

All goods and services must be received on or before June 12, 2026, to be charged to FY26. EReceiving must be completed and invoices must be received by June 12, 2026. 

Goods and services received after June 12, 2026, will be charged to FY27 regardless of when the requisition was received in Procurement Services or when a Purchase Order was issued. 

Purchasing Card (PCard): Monthly Cardholder and Approver budget allocation and electronic signoff for each transaction posted in the Works system is due no later than the 30th of each month, except for June (year- end closing). The charges for the mid-May to mid-June cycle of FY26 have the deadline of June 17, 2026, for complete allocation and signoff. 

All PCard activity posted in Works after June 15, 2026, will be posted in FY27. Departments must ensure FY27 resources are available to cover PCard expenses incurred after June 15th. Additional PCard Guidance may be accessed here. 

Office Supplies - Staples (RGH): The University will receive two invoices (one for transactions June 1 – June 12, another for June 13 – June 30). Transactions invoiced by June 12 will be posted to FY26. Transactions invoiced after June 13 will be posted to FY27. 

Bookstore Purchases: Purchases made at the University Bookstore using department funds from June 1, 2026 through June 30, 2026 will post in FY27 as part of the monthly summary bill received in July for June transactions. Purchases made at the Bookstore using the PCard will be posted per the PCard deadlines noted above.  

*Call 3-5889 or email procurement@odu.edu with questions.

All goods and services must be received and invoiced on or before June 12, 2026, to be charged to FY26. Regardless of when the requisition was received in Procurement Services, goods and services received after June 12, 2026, will be charged to FY27 budgets. Open encumbrances will roll to FY27. Additional Procurement Guidance may be accessed here. 

As year-end approaches, product availability and commercial delivery schedules become less dependable. Submit the requisition timely to ensure delivery by June 12th.  

Liquidation Requests: Please refer to the Procurement Services website for Liquidation Request Procedures. Any encumbrances/purchase orders carried into FY27 will be funded by the department’s FY27 budget. 

*Includes complete submission of a requisition with appropriate supporting documentation (quote, proposal, Addendum [if required by ITS security review]), and sole source documentation if purchase is being requested from a non-contract, non-SWAM firm. 

*Email invoice@odu.edu or call 3-4813, 3-5020, 3-4762, or 3-4528 with questions.

• Vendors are required to mail or email (invoice@odu.edu) invoices directly to Accounts Payable. Invoices received by departments must be forwarded immediately to Accounts Payable at invoice@odu.edu. If the invoice does not include a PO number, ensure that the PO number is referenced when submitting the invoice to Accounts Payable. Ensure that the eReceiver is completed no later than June 12, 2026.  Invoices sent to departments could result in payment delays to vendors and violate Commonwealth Prompt Pay requirements. eReceivers for goods or services (including ETF) received on or before June 12, 2026, must be completed within 3 working days after delivery. eReceivers completed after June 12, 2026, will be posted to FY27.  
• Departments must not hold invoices or eReceivers due to lack of funds. The University is obligated to pay, and departments are required to manage budgets accordingly. (Reminder: Inspection of the items or services received by departmental staff and the completed eReceiver should be completed in Banner as soon as possible, but in no case more than three working days after delivery).
• Prepayment of expenditures may be authorized if required by an annual contract or for recurring expenditures paid annually each June (such as memberships and subscriptions). Requests for prepayments must be submitted no later than June 2, 2026. Prepayment invoices and supporting documentation (Purchase Order, Invoice, and eReceiver) that are authorized according to the CAPP Manual and that are PAID prior to June 12, 2026, will be recorded in FY26. Prepayments made after June 12, 2026, will be posted to FY27. 

Petty Cash Funds

• Must be reconciled monthly. If there are no expenditures for a month, submit a PC-4 Form indicating “no expenditures for the month.”
• Petty Cash reconciliations must be completed and reported to Accounts Payable by June 2, 2026 for May 2026.
• June Petty Cash reconciliations must be submitted by July 7 and will be charged to FY27.  

Travel

• All travel must be submitted within thirty days of return.
• Travel taken prior to June 15, 2026, must be submitted no later than June 15, 2026, to be charged to FY26.
• Travel expense reports submitted after June 15th will be charged to FY27. 

*Call 3-4795 or 3-3058 (General Accounting) or 3-3257 (Data Control) with questions.

The Office of Finance is responsible for researching and resolving questions when departments discover unidentifiable expenditures or revenues against their budgets.  The Interdepartmental Transfer (IDT) process must be used when the organization code and/or account code correction is known. The Accounting Service Request (ASR) process is used to initiate research when you have a questionable transaction within the budget (organization) code.   

*Email budget@odu.edu or call 3-3127 with questions.

Budgets are established to ensure funds are expended in accordance with approved resources. Sufficient budget balances must be available to cover all disbursements. Budget Unit Directors are responsible for monthly reconciliations as well as ensuring all budget deficits are cleared by the deadline below. 

Call 3-6879 with questions.

Deposits must be in the bank by Tuesday, June 30, 2026, to be recorded as FY26 revenue. It is critical that deposit and billing information be complete when submitted to the Bursar’s Office. 

•  The last hourly payday for FY26 (pay period May 16-31, 2026) is June 16, 2026.
• The last payday for salaried (full-time and Graduate Assistants, pay period May 25- June 9) employees for FY26 is June 16, 2026.
• The July 1, 2026, salaried payroll is charged to the new fiscal year budget (FY27). REMEMBER: Faculty overload and summer pay on July 1, 2026, will be charged to the new fiscal year – FY27.
• Timesheets, E-1S Forms, EPAFS, & part-time faculty and summer payroll requests submitted to Payroll after the published deadlines for FY26 will be processed on the first payroll for FY27.
• Web Time Entry for leave taken and/or hours worked by hourly, student hourly, and classified staff should be submitted by the published Web Time Entry “submit by” deadlines, found here.
• Classified leave accounting records must be current as of June 24, 2026. Please monitor your Web Time Entry leave taken to ensure that all leave taken in FY26 is properly submitted by the deadlines.
• Faculty leave accounting records must be current as of June 9, 2026. Please monitor your Web Leave Reports to ensure that all leave taken in FY26 (contract year) is properly submitted by the deadlines.
• Questions concerning student E-1S Forms/EPAFS should be addressed to Payroll Student Employment at extension 3-3193.
• Refer to the Payroll Schedule and Web Time Entry Submission Schedule for additional deadlines and details. *** 

To ensure that payroll forms can be processed timely for all hourly wage employees, we have established the following deadlines for submission of Forms 4031 and 4027 as well as E-1 Forms/EPAFS for hourly wage employees. 

Questions about employment forms for wage employees, classified, non-instructional part-time faculty (non-academic), or faculty administrators should be addressed to Talent Management and Culture at 3-3042. 

Questions about adjuncts, non-instructional part-time faculty (academic), and teaching & research faculty should be addressed to Academic Affairs at 3-5421. 

Questions about student E-1S Forms/EPAFS should be addressed to E-1S Processing staff members at 3-5399 or 3-5271.