Year-End Close: Reminders and Deadlines Posted August 28, 2025

During year-end close, there is a temporary freeze on updates to PTAs as well as the setup of new expenditure types and object codes and changes to existing ones to ensure minimal interruption to systems.

Expenditure type/object code freeze

• The deadline for submitting requests is Aug. 1 at 5 p.m.
• The freeze will be in effect Sept. 1 through Oct. 31.

For more information, see Topic Overview: Year-End Close > Expenditure Type or Object Code Freeze.

PTA blackout

This year’s PTA blackout period is Aug. 27 through Sept. 18, 2025. Updates to PTAs may resume on Sept. 19, 2025.

For more information, see Topic Overview: Year-End Close > PTA Maintenance Blackout.

Prompt submission is important to ensure financial reporting compliance. In addition to timely submission of current year invoices and transactions processed in the Expense Requests System (ERS), prompt attention and resolution of holds and returned or rejected transactions helps them get processed this fiscal year. Refer to OBI Resources for Year-End Close for guidance on using reporting tools to find these transactions.

Note: Completed transactions with no outstanding issues that are received by the deadlines below will be processed this fiscal year. After these dates, Payment Services will make every effort to process payments received, but they cannot guarantee completion.

Tuesday, Aug. 12 deadlines (5 p.m. submission, 10 p.m. approval)

• Transactions processed in the Expense Requests System (e.g., Expense Reports, Non-PO Payments, and Stanford Easy Pay): Transactions must be submitted by this deadline with backup documents attached.
• Accounts Payable (AP) invoices:  Submit invoices to AP by this deadline to guarantee payment in FY 2025 (payment will be processed on or before Tuesday, Aug. 26 if the invoice payment terms fall within this period). Note: A fully approved PO with sufficient funds must be in place and referenced on the invoice before submitting to Accounts Payable.

Wednesday, Aug. 20 deadline

Purchasing Card (PCard) approval: Please verify your transactions and have them completely approved by 4 p.m. You can identify transactions awaiting verification and approval from your Oracle Financials PCard Worklist.

Monday, Aug. 25 deadline

Department must approve and validate transactions processed in ERS and AP invoices requiring additional action by 4 p.m., Monday, Aug. 25 to be included (subject to terms and conditions) in the last FY25 payment run scheduled on Tuesday, Aug. 26. AP Payments will be on hold from Aug. 27 to Sept. 1, 2025, with no payments processed during this period. Regular payment runs will resume on Tuesday, Sept. 2, 2025.

Questions? Submit a support request.

iJournals authority requests must be submitted by Friday, Aug. 22, 2025 to ensure guaranteed approval. Requests submitted after this date may not be processed in time for year-end close. Review the Financial Close Calendar for exceptions and details.

Deadlines for same-night journal processing

• 3 p.m. - Submit core journals and iJournals
• 7 p.m. - Final approval (including end-route) for iJournals
• 9/1-16 core journal posting: 12 p.m., 2 p.m., 5 p.m. and 7 p.m.
• 9/17 core journal posting: 12 p.m., 2 p.m., 5 p.m., and 7 p.m. (Central offices only)

To be processed in the 2025 fiscal year, department cash and check deposits must be deposited:

• Through the JP Morgan (JPM) mobile app no later than 7 p.m. PT on Friday, Aug. 29.
  • If a check is in the Correction Tool due to an invalid PTA, it must be corrected through the Deposits and Receipts Manager system before month-end close at 5 p.m. PT on Sept. 2.
• At any Wells Fargo branch no later than 5 p.m. PT on Aug. 29.
  • Deposits claimed and booked by noon PT on Thursday, Sept. 4 to the correct PFOs/PTAEs, including 5xxxx series expenditure types, through the Deposits and Receipts Manager system before month-end close/year-end Soft Close will be included in the 2025 revenue and expense reports.
• Through the Wells Fargo desktop or mobile app by 7 p.m. PT on Aug. 29.
  • Deposits claimed and booked by noon PT on Sept. 4 to the correct PFOs/PTAEs, including 5xxxx series expenditure types, through the Deposits and Receipts Manager system before month-end close/year-end Soft Close will be included in the 2025 revenue and expense reports.

See the news page on expanded claim options for changes in 2025 to the cash and check deposit process.

The Financial Systems and Operations Support (FSOS) group will be changing end dates on labor schedule lines on the weekend of Aug. 23, 2025. The rollover will automatically extend labor schedule end dates to the end of next fiscal year (Aug. 31, 2026).

The process will only update labor schedule lines for those employees charged to non-sponsored accounts (PTAs) and have a current labor schedule end date of Aug. 31, 2025. The end date rollover will not alter:

• Labor schedule lines with sponsored accounts (PTAs).
• Labor schedule lines with an end date not equal to Aug. 31, 2025.
• Labor schedule lines for employees with existing lines in the new fiscal year.

Recommended action

To verify the effect of the rollover and avoid earnings being charged to organization suspense accounts (OSAs), review your entries using OBI reports. Note: Labor schedule pay period end dates for the full fiscal year will be available Sept. 1.

1. Run the OBI Payroll and Labor Management Labor Schedule Trend Report for your work assignment org for pay periods ending Sept. 15, 2025 to Aug. 31, 2026 and select the “View By” option Labor Schedule by Person PTA Start/End.
   • Review labor schedule end dates to verify Aug. 31, 2025 lines were updated to Aug. 31, 2026.
   • Confirm that labor schedule lines total 100 percent for each pay period.
2. If needed, use this information to update labor schedule entries in the Labor Schedules system (to show proper end dates, 100 percent schedules, and correct PTAs).
3. If needed, work with your Axess time and leave administrator to review timecards for hourly employees and update PTAs.

Questions? Submit a support request.

Employee earnings are reflected in the Labor Distribution Adjustments (LDA) system. Labor distribution adjustments must be submitted and approved by Thursday, Sept. 4, 2025 for inclusion in FY25; please note the timing of these key LDA actions and deadlines:

• The final pay period (Aug. 31) payroll data will be available in OBI and LDA systems at 8 a.m.
• LDA transactions requiring OSR/Fund Accounting end-route approval must be submitted by 3 p.m.
• The SU LD Distribution Adjuster responsibility will be temporarily disabled at 5 p.m. (the link to the responsibility will be unavailable in the Oracle Financials homepage) until it is reactivated on Friday, Sept. 19, 2025, at 8 a.m.
• Final OSA sweep of FY25: Departments should clear all payroll transactions posted to their organization suspense accounts (OSAs) through the Aug. 31, 2025 pay period. OSA sweep fees are waived as part of the year-end close. Learn more about clearing OSAs.
• All labor distribution adjustments intended for inclusion in FY25 require approval by 7 p.m.
• After 7 p.m., all existing unapproved OSA labor distribution adjustments will be rejected by the LDA system. Users will need to submit new adjustments in FY26, after the responsibility is reactivated.

Questions? Submit a support request.