As we approach FY2026 fiscal year-end, following are some important dates and helpful reminders to ensure anticipated expenditures are paid before year-end:
- FY26 Year-end Processing Cutoff Deadlines:
- Emburse travel expenses reimbursement requests must be submitted to SSC by Tuesday, June 9th to be paid with FY2026 funds.
- Invoices must be received in the SSC email inbox (invoice@ssc.vccs.edu, not with the department) no later than Friday, June 12th with receiving completed in eVA.
- If three-way match is not completed, the invoice cannot be paid
- PCard Reconciliation must be completed by close of business on Tuesday, June 16th.
- Any PCard payment expected to be for FY2026 must be purchased by 6/15/2026 when the cycle ends.
- Any charge after 6/15/2026 will be considered an FY2027 expense.
- eVA integration will be suspended at 5:00 p.m. on Monday, June 22nd and is projected to reopen on Wednesday, July 1st.
- Any last minute FY2026 requisitions must be to SSC by 3pm on June 22nd for amendments to get invoices paid.
- No orders will be able to be submitted during this shutdown period – please plan spending needs accordingly.
- College AIS processing is shutdown at COB on Monday, June 22nd
- Completed local funds requisitions must be received by 12 noon on Monday, June 22nd for a check to be cut before AIS shuts down.
- FY2026 deposits must be received and keyed by 12 noon on Tuesday, June 30th
- Funds encumbered on a purchase order at year end, but not paid, do not carry forward to the next fiscal year. Payments will post against the FY2027 budget.
- Receiving Reminders:
- eVA receiving reports are required to be submitted within 3 days of receipt of goods and/or services (per APSPM guidelines). Departments should not wait on an invoice or to be prompted to enter the eVA receiving report.
- For an invoice to be paid by fiscal year end, the invoice must be received in SSC’s inbox (invoice@ssc.vccs.edu) no later than COB Friday, June 12th, the PO# must be referenced on the invoice, and the items must be received by the college (in-hand) and received in eVA.