[Microplantpath_faculty] IMPORTANT: Fiscal Year-End Deadlines & Guidance

[Jeanette Westbrook]

Dear Faculty, As we approach fiscal year-end, I would like to share
important deadlines and guidance to ensure all purchasing and reimbursement
activities are processed in a timely manner. These timelines align with
campus fiscal close requirements and are necessary to support
university-wide reconciliation, and financial reporting. To ensure
transactions are applied to this fiscal year (ending June 30, 2026), the
following BMP Purchasing cutoffs apply:

*Key Fiscal Close Deadlines*

May 5 - *Cut-off Includes*:

   -

   Last day to request Purchases of Equipment or Services >$100,000
   -

   Last day to request new Blanket POs (Oracle Non-Catalog Requisition for
   Lump Sum Services)
   -

   Last day for Purchases of equipment >$5k which require facilities work
   orders and approval by Campus

June 1 - Cut-off Includes:

   -

   Last day to submit all invoices (current or past due) (email to:
   bmppurchasing at ucr.edu)
   -

   Last day to submit travel reimbursements (via Concur; pre-trip must
   already be approved)
   -

   Last day to submit & reconcile all T&E card charges
   -

   Last day to submit entertainment reimbursements
   -

   Last day to submit purchasing reimbursements (UPF forms must also be
   submitted by these dates)
   -

   Last day to submit ePay/direct payment requests (stipends, honorariums,
   etc.)

June 15 -  Cut-off Includes:

   -

   Last day to submit request for purchases (Oracle Non-Catalog, Punchout)*
   -

   Final date for PCard purchases on non-expiring COAs*
   -

   Last day to send packing slips for POs to be received (Faculty not
   located in Boyce send over all packing slips to joseph.viramontes at ucr.edu
   )
   -

   Last day to request fleet rentals

June 20 -  Cut-off Includes:

   -

   Facilities work orders, Mail/shipment requests (Main Receiving), Print
   work orders, Gas Cylinder/Ethyl Alcohol/IDT orders through CBS

June 25 -  Cut-off Includes:

   -

   Last day to turn in cash or checks for deposit at UCR Cashier’s office

*This does not apply to contract and grant projects or other funds with
expiration dates after June 30.

Important Reminders

   -

   Please submit all requests as early as possible to avoid delays during
   fiscal close
   -

   Ensure all submissions include complete documentation (quotes, receipts,
   business purpose, etc.)
   -

   During fiscal close, team capacity will be reduced, and processing times
   may be longer than usual
   -

   Due to the volume of fiscal close activities (including reconciliation,
   PO closeout, and audit preparation) our ability to accommodate urgent or
   last-minute requests will be extremely limited. Requests submitted close to
   or after deadlines may not be processed within this fiscal year, even with
   justification


Please share this information with your lab members and administrative
staff to ensure all personnel are aware of these deadlines.

We appreciate your cooperation and understanding as we work through fiscal
close. Early planning and submission will help ensure a smooth closeout of
your funds.

If you have any questions or anticipate any large or complex purchases,
please reach out to the BMP Purchasing team as soon as possible.

--

Respectfully,

*Jeanette Westbrook*

she/her/hers/ella

Procurement Supervisor

BMP Administrative Unit

3401 Watkins Drive- 1435B Boyce Hall

*P*: 951-827-1774

On Campus: Monday, Wednesday & Thursday

Remote: Tuesday, Friday
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