It's that time of year again!

The year-end close (YEC) process of recording and reporting expenses from September through August gives a snapshot of the university's transactional activity each fiscal year; it includes five distinct closing stages of activities as shown below.

This news page highlights several key deadlines and processes important to completing the 2026 fiscal year-end close; all times listed are in Pacific Time (PT). For more YEC deadlines and guidance, see the resources below.

Timeline arrow of Stanford year-end close's five stages with dates

Helpful Resources

Questions?

Submit a support request to Financial Systems and Operations Support (FSOS).

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, 2026. Updates to PTAs may resume on Sept. 19, 2026.

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

Timely submission is essential for financial reporting compliance and helps ensure that current year invoices and transactions (for Expense Requests System (ERS), Stanford Purchasing Card (PCard), Stanford Travel Card (TCard), and advances) are processed in the correct fiscal year. Refer to OBI Resources for Year-End Close for guidance on using reporting tools to find these transactions.

Financial activity

Dates and deadlines

Aging transactions

  • Friday, July 31, 5 p.m.: Clear all PCard, TCard, and advance transactions that have aged 60 days or more. Any remaining transactions will be force cleared on Aug. 4, 2026 to avoid FMS force clearing and $50 fees per transaction. 

Purchasing Card (PCard)

  • Thursday, Aug. 20, 4 p.m.: Obtain department approval of verified PCard transactions. Use the Oracle Financials PCard Worklist to identify PCard transactions awaiting verification and approval. 

Expense Request System (ERS) transactions

Questions: Submit a support request.

  • Wednesday, Aug. 12 , 5 p.m.: Obtain department approval of Expense Requests System (ERS) transactions (e.g., expense reports, Travel Card (TCard), non-PO payments, and Stanford Easy Pay) by this deadline for guaranteed review by the Business Expense team.
     
  • Friday, Aug. 21, 5 p.m.: Obtain department approval of ERS transactions with rush or will call processing by this deadline for guaranteed review by the Business Expense team.

Note: After transactions are fully completed by Business Expense they proceed to payment processing. 

AP supplier invoices

Questions: Submit a payment/reimbursement support request.

 

  • Wednesday, Aug. 12, 5 p.m.: For guaranteed review by the AP team: Upload or submit AP supplier invoices, including those with applicable additional action (check run and wire transfer requests). Note: A fully approved PO with sufficient funds must be in place and referenced on the invoice before submitting to Accounts Payable. Approved AP payments will be included (subject to terms and conditions) in the last FY26 payment run scheduled on Wednesday, Aug. 26.
     
  • Friday, Aug. 21, 5 p.m.: For guaranteed review by the AP team: Upload or submit AP supplier invoices, including those with applicable additional action, for rush/will call processing. Approved AP payments will be included (subject to terms and conditions) in the last FY26 payment run scheduled on Wednesday, Aug. 26.

Payment processing

  • Wednesday, Aug. 26 at 4 p.m. is the last scheduled FY26 payment run. Approved and validated BE and supplier invoice payments will be included (subject to terms and conditions) in this last FY26 payment run.
     
  • Thursday, Aug. 27, 3:15 p.m.: Last day to pick up will call checks (by appointment only). Remaining checks will be held until Sept. 1. Payment Services will coordinate with the requester if the check needs to be mailed out upon return.
     
  • AP payments will be on hold from Thursday, Aug. 27 to Monday, Aug. 31, 2026, with no payments processed during this period. Regular payment runs will resume on Sept. 1, 2026. 

iJournals authority requests must be submitted by Monday, Aug. 24, 2026 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
  • Aug. 11-Sept. 17 core journal posting: noon, 2 p.m., 5 p.m. and 7 p.m. (Note: A 9 p.m. run starts Aug. 27 and ends Sept. 15). 

To be processed in the 2026 fiscal year, department cash and check deposits must be deposited by the following deadlines:

Deposit method

Deadline

Wells Fargo branch

Aug. 31, 5 p.m. PT

Wells Fargo desktop or mobile app

Aug. 31, 7 p.m. PT

JP Morgan (JPM) mobile app

Aug. 31, 7 p.m. PT

If a check is in the Correction Tool due to an invalid PTA, it must be corrected through the Deposits and Receipts Manager (DRM) system before month-end close on Sept. 1, 4 p.m. PT.

All deposits, including unidentified ACH, wire, cash, and checks, must be claimed and allocated through the DRM system by Sept. 3, noon PT to the correct PFOs/PTAEs (including 5xxxx series expenditure types) to be included in the 2026 revenue and expense reports. In addition, check regularly for any outstanding deposits or unidentified funds in the system.

The Financial Systems and Operations Support (FSOS) group will be changing end dates on labor schedule lines on the weekend of Aug. 22, 2026. The rollover will automatically extend labor schedule end dates to the end of next fiscal year (Aug. 31, 2027).

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, 2026. 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, 2026.
  • 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, 2026 to Aug. 31, 2027 and select the “View By” option Labor Schedule by Person PTA Start/End.
    • Review labor schedule end dates to verify Aug. 31, 2026 lines were updated to Aug. 31, 2027.
    • 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 time and leave administrator to review time cards 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. 3, 2026 for inclusion in FY26; 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, at 8 a.m.
  • Final OSA sweep of FY26: Departments should clear all payroll transactions posted to their organization suspense accounts (OSAs) through the Aug. 31 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 FY26 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 FY27, after the responsibility is reactivated.

Questions? Submit a support request.

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