Year-End Deadlines & Instructions
FY26 Year-End Deadlines Calendar Summary
May 2026
| Date | Deadline(s) |
|---|---|
| May 1 |
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| May 31 |
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June 2026
| Date | Deadline(s) |
|---|---|
| June 3 |
|
| June 30 |
|
July 2026
| Date | Deadline(s) |
|---|---|
| July 1-5 |
|
| July 6 |
|
| July 12 |
|
| July 15 |
|
| July 17 |
|
| July 20 |
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| July 21 |
|
2025-2026 State Fiscal Year-End Deadlines & Instructions
In preparation for fiscal year, July 1, 2025 – June 30, 2026 (FY26) end, to comply with State regulations and provide for timely preparation of financial statements, please see the deadlines for concluding financial activity for the current fiscal year. This schedule takes into consideration all the activities that must be coordinated to reconcile funds for the current fiscal year, prepare the annual financial statements, and carry forward restricted balances to July 1, 2026 – June 30, 2027 (FY27).
In alignment with the Fiscal Health Spending Freeze memorandum issued by the Vice President for Administration and Finance on March 18, 2026, departments are expected to exercise sound fiscal discipline and stewardship by prioritizing essential and allowable expenditures and ensuring timely closeout of outstanding encumbrances.
Year-End Deadlines
Friday, May 1
Last day to submit requisitions in Banner funded by Operating Fund (Fund 1000) for FY26 is May 1, 2026, except for Dean’s Enhancement accounts for which the last day is June 3rd.
Submission of requisitions remains subject to the Fiscal Health Spending Freeze restrictions; new requisitions on restricted funds should not be submitted unless they meet an allowable exemption or essential operations need.
Wednesday, June 3
Chrome River Pre-approval Requests for travel, special meals, and invited guest’s expenditures that will be completed prior to July 1, 2026, and funded with Operating Funds (Fund 1000) or Dean’s Enhancement Accounts must be completely approved in Chrome River by June 3, 2026.
Submission of new pre-approvals remains subject to the Fiscal Health Spending Freeze restrictions.
Last day to submit requisitions funded by Dean’s Enhancement accounts except for purchases that require bidding.
Tuesday, June 30
Last day to receive goods and services to be funded with FY26 funds.
Remaining balance of Standing Purchase Orders and Blanket Preapprovals funded with Operating Funds (Fund 1000) will be cancelled.
Last day for Credit card transactions from sale of services to be processed.
Wednesday, July 1 through Sunday, July 5
LaCarte should be limited to emergency or travel that began prior to July 1, 2026.
Monday, July 6
LaCarte credit card statements issued to cardholders.
Sunday, July 12
Receiving Reports for purchases to be paid with FY26 funds must be submitted to Accounts Payable via email at accountspayable@louisiana.edu showing delivery by June 30, 2026.
Any invoices (associated with Purchase Orders) for goods or services received on or before June 30, 2026, must be submitted as soon as goods or services are received for payment to be made or at the latest by this date.
Wednesday, July 15
Last day to process Unforeseen Expense Reports in Chrome River for expenses made prior to July 1st. Last day to submit Foundation Warrants drawn against 2025-2026 fiscal year end funds. Last day to submit invoices to Accounts Payable for payment of goods and services received prior to July 1, 2026.
Friday, July 17
All receivable information must be submitted on the form, "Receivables".
All unpaid invoices must be submitted on the form “Payables.”
All interdepartmental charge forms applicable to June 2026 (or prior) must be submitted to Financial Services.
Monday, July 20
Last day for reimbursement requests in Chrome River that were preapproved. Unreconciled charges on LaCarte cards from prior to and including July 5th statement will be allocated to the cardholder through Payroll.
Helpful Reminders from the Office of Purchasing
-
On a monthly basis:
- Review budget entries
- Review Purchase Order balances
- Review pre-approvals in Chrome River for open encumbrances or partially paid expenses. Complete those transactions so funds can be unencumbered.
- Regularly, monitor invoices that are due and submit receiving reports to accountspayable@louisiana.edu. Goods and services must be received by June 30, 2026, to be paid or accrued with FY26 unrestricted funds.
- Payments for goods and services received after June 30, 2026, will be recorded in FY27. This includes purchases made with the LaCarte card.
- All purchases, regardless of source, must be paid or accrued by fiscal yearend if received by June 30, 2026.
Please disseminate this information to all employees who have responsibilities related to the yearend closing process. Administration and Finance staff are available to assist with any questions. While every effort is made to adhere to the deadlines provided, dates are subject to change.
Revenues/Receivables
- Please submit a list of all revenues earned through June 30 that have not been received. These amounts will be set up as accounts receivable by the Comptroller. All receivable information must be submitted by July 17, 2026, on the form, "Receivables".
- If applicable, please inform Angie Smith immediately of the following:
- Revenue earned from credit card transactions or sale of services that were processed on or before June 30, 2026, and not deposited with Departmental Cashiers prior to July 1, 2026, to ensure those transactions are recorded in the correct period and to the correct accounts. NOTE: This involves any department that accepts and processes credit card transactions.
- Wired funds that were received on or before June 30, 2026, and not deposited with Departmental Cashiers prior to July 1, 2026, to ensure those transactions are recorded in the correct period and to the correct accounts.
Expenditures/Payables
Requisitions
Requisitions requiring formal bidding (requiring a 21-day advertising period) processed after May 1, 2026, must be awarded and the goods/services received by June 30, 2026, otherwise the award will be issued a Purchase Order to be paid in FY27 otherwise the requisition will be canceled.
Purchase Orders
- July 12, 2026, is the deadline for any invoices (associated with Purchase Orders) for goods or services received on or before June 30, 2026. Invoices must be submitted as soon as goods or services are received for payment to be made. For an invoice not yet received for goods or services applicable to FY26, please make every effort to contact vendors to send an invoice to Accounts Payable at accountspayable@louisiana.edu by the July 12, 2026, deadline.
- Goods and Services received after June 30, 2026, will be charged to FY27 Budget. All Purchase Order Change Requests submitted to Purchasing to cancel balances of Purchase Orders funded in FY26 will be processed by June 30, 2026.
- If a vendor cannot provide you with an invoice before the deadline, an accounts payable entry will be recorded. To facilitate this entry, please complete the form, “Payables” and submit it by July 17, 2026.
- For a pending invoice to be paid after this date, please notify the Office of Purchasing so the amount can be left on the Purchase Order for payment to be made. To adjust a Purchase Order balance or change the funding source, please prepare a Purchase Order Change Request (PUR-114) and submit for approval by following the posted electronic submission guidelines on the Purchasing Website.
- For Purchase Orders, please cancel or alter any Purchase Orders where the goods or services will not be received by submitting a Purchase Order Change Request found on Purchasing’s Website.
LaCarte Cards
- Any items/invoices purchased on the LaCarte card and received by June 30, 2026, but not paid by the LaCarte card until after July 5, 2026, an accounts payable entry will be recorded.
- Please complete the "Payables" form and submit it by July 17, 2026.
- All Chrome River Expense Reports must be submitted and fully approved in Chrome River for purchases charged to Operating Fund (Fund 1000) and Dean’s Enhancement Funds by July 15, 2026.
- LaCarte use remains restricted to exempt funds as outlined in the Fiscal Health Spending Freeze memorandum, with any exceptions requiring appropriate approval.
Expenses funded by funds other than the Operating Fund
- Pre-approval for travel, special meals and invited guests as well as purchases funded by Restricted funds, Grant funds, and Auxiliary funds remain subject to the Fiscal Health Spending Freeze restrictions unless the funding source is specifically identified as exempt and shall be subject to the availability of funds of the requesting department and charged to the Fiscal Year in which it occurs.
Interdepartmental Charges
- All interdepartmental charge forms applicable to June 2026 (or prior) must be submitted to Financial Services by July 17, 2026.
Year-End Forms
Chrome River Transactions and LaCarte
Travel and Special Meals
- Expenses paid with a LaCarte card for travel, special meals, and invited guests’ visits must be processed in Chrome River by the 15th of the month following the statement date in which the transactions appear in the cardholders eWallet.
- Reimbursement of Fiscal Year 2026 expenses (out of pocket) must be fully processed in Chrome River by July 21, 2026.
- Unforeseen Chrome River Expenses for Travel and Special Meals that were not preapproved must be fully approved by July 15, 2026.
- Travel expenses incurred without a fully approved Travel Pre-Approval in Chrome River may be deemed the responsibility of the traveler and may not be eligible for reimbursement. Approval of an unforeseen using State funds should be limited to urgent or emergency circumstances resulting in overages above an approved pre-approval and is not intended to support unapproved or avoidable expenses.
LaCarte General Purchases
- General purchases paid with a LaCarte Card must be fully approved and reconciled by the 15th of each month following the statement date in which the transactions appear in the cardholders eWallet.
- LaCarte spend limits and restrictions remain subject to the Fiscal Health Spending Freeze restrictions.
- If Chrome River Expense Reports are not submitted by July 15, the cardholder’s LaCarte card will be inactivated for noncompliance of LaCarte regulations and the cardholder could be personally liable for charges.
Encumbrances for State-Funds
FY26 Requisitions:
- Approvals of requisitions that must be processed prior to June 30, 2026, should be closely monitored with reminder notifications sent to the approvers to process timely.
- If a purchase order will not be issued for FY26 due to the unmet deadline of June 30, 2026, the requisition should be recalled and reentered as FY27 transaction with a transaction date of July 1, 2026. View instructions for changing the fiscal year on a requisition.
FY26 Purchase Orders
- Purchase Orders for receipt of goods and services and payments should be closely monitored.
- If goods and services will not be received prior to June 30, 2026, the Purchase Order will be encumbered in FY27 unless it is canceled.
Travel and Special Meals ending prior to June 30, 2026
- If there is an encumbrance for a pre-approval in Chrome River where the Expense Reports are completed and all advance payments are completely reconciled, please “Expire” the remaining balance of the pre-approval so the funds can be unencumbered.
View instructions on how to check your encumbrances.
Foundation Warrants
- All Foundation Warrants that are to be drawn against 2025-2026 fiscal year funds must be completed and emailed to warrants@louisiana.edu by May 31, 2026. As a reminder, before submitting a Foundation Warrant to the Office of Financial Services, please ensure that the business purpose is indicated on it. If the request is for a LaCarte charge, remember to include a copy of the LaCarte statement in addition to the receipt(s).
FY 2027 Funding
- Requisitions for goods and services funded with FY27 Operating Funds (1000 Fund) must be entered in Banner with a transaction date of July 1, 2026, or afterwards and can be submitted anytime.
- If the transaction date is entered prior to July 1, 2026, the system will assume that funding is for FY26 and therefore must be received by June 30, 2026.
- If the requisition is submitted with incorrect transaction dates, it will be necessary to recall the requisition, revise the transaction date to "7/01/2026". Unfortunately, Banner will require the deletion of all items on the requisition and necessitate to reentry of the items. The requisition will require the full approval process again.
- Requisitions processed after May 1, 2026, requiring formal bidding (requiring a 21-day advertising period or approval from the Division of Administration such as professional services) may require the Purchase Order to be issued for FY27 if services cannot be delivered prior to June 30, 2026. It is important to notify the Office of Purchasing if funding is not available in FY27 and if the contract, bid or award must be canceled.
Contacts for Questions or More Information
Purchasing Department
| Professional Services | Celena Tilbury | celena.tilbury@louisiana.edu | 482-6239 |
|---|---|---|---|
| LaCarte Cards, Travel | Kassie Clark | kassie.clark@louisiana.edu | 482-6250 |
| General Purchasing, Bids, Renewals, Construction | Roxanne Formeller | roxanne.formeller@louisiana.edu | 482-2955 |
| Travel, Special Meals | Tiffany LeBlanc | tiffany.leblanc@louisiana.edu | 482-6244 |
| General purchasing questions | Purchasing | purchasing@louisiana.edu | 482-5396 |
| General LaCarte Card questions | LaCarte | lacarte@louisiana.edu | 482-5396 |
Fund Management/Comptrollers
| Operating Fund (1000) | Arlene Hoag | ahoag@louisiana.edu | 482-1775 |
|---|---|---|---|
| Generally Restricted Funds (24) | Lorena Castro | lorena.castro@louisiana.edu | 482-2267 |
| Athletics; Alumni Funds | Lynn LeBlanc | lleblanc@louisiana.edu | 482-6256 |
| Professorship Funds (Fund starts with "7") | Anna Bienvenu | anna.bienvenu@louisiana.edu | 482-1716 |
| Auxiliary Funds | Andrea Guidry | andrea.guidry@louisiana.edu | 482-6264 |
| External Grants - ORAC/SPFAC | Shamada Powell | shamada.powell@louisiana.edu | 482-1497 |
| Interdepartmental Charges | Amy Batts | amy.batts@louisiana.edu | 482-5695 |
| Deposits and Credit Card Processing | Carrie Hebert | carrie.hebert@louisiana.edu | 482-6287 |
| Foundation Warrants | Angie Smith | angie.smith@louisiana.edu | 482-1395 |
Administrative Services/Accounting
| Accounts Payable | Brooke Guidroz Alyssa Oncale | accountspayable@louisiana.edu |
482-6253 |
|---|
Administration and Finance staff can also be contacted through Microsoft Teams.