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

[patricia.manosalva at ucr.edu]

Dear Jeanette

Thanks for this information. I believe this is the first time I see these
deadline or I missed the previous email.

As a suggestion for the future, can you guys next time give us at least two
weeks to prepare for these deadlines?. It takes time to search providers,
get quotes, place orders. *The first deadline is May 5?? That is 4 working
days no even a week. *

Thanks so much
My best regards
Patty Manosalva

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 *


On Wed, Apr 29, 2026 at 1:30 PM Jeanette Westbrook via
Microplantpath_faculty <microplantpath_faculty at lists.ucr.edu> wrote:

> 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
> _______________________________________________
> Microplantpath_faculty mailing list
> Microplantpath_faculty at lists.ucr.edu
> https://lists.ucr.edu/mailman/listinfo/microplantpath_faculty
>
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