Important FY25 Year-End Closing Timelines

May 1, 2025

In preparation for the FY2025 year-end close on Monday, June 30, 2025, Drexel Accounts Payable (AP) & Procurement Services has compiled key processing dates. Please read the following carefully to facilitate a smooth end to FY25 and transition to FY26.

FY25 SAP ARIBA PURCHASES, INVOICES & TRAVEL REIMBURSEMENTS

Purchase Order Processing

Employees must input purchase orders for FY25 as soon as order details are confirmed. There are many factors that affect the purchase order processing time, such as new supplier registration, a Request for Proposal (RFP) requirement, or departmental reviews. Orders that are not received by Monday, June 30, 2025, will be charged to FY26.

Please closely monitor your pending requisitions and goods receipts to ensure timely handling of year-end invoices.

Friday, June 20, 2025

  • Requests with new suppliers need to be submitted by June 20, 2025, to be processed in FY25. The supplier must complete their registration before June 27, 2025.

Friday, June 27, 2025

  • Last day to create goods receipts and PO-based invoices for FY25 payment in SAP Ariba; the invoice must be dated no later than June 30, 2025.
  • Last day to submit a FY25 SAP Ariba check request or confirming order with an existing supplier.
  • Deadline to submit Purchase Order Change request.

Monday, June 30, 2025

  • Final payment run of 2025

Thursday, July 3, 2025

  • Employee travel expense forms for out-of-pocket reimbursement related to travel conducted through Monday, June 30, 2025, must be submitted via Concur no later than Thursday, July 3, 2025. Travel expenses submitted after Thursday, July 3, 2025, regardless of date traveled, will be reflected in FY26.

FY26 SAP ARIBA PURCHASES

Thursday, May 1, 2025

Purchase orders can be created in SAP Ariba for FY26. If you choose to create purchase orders for FY26 before Tuesday, July 1, 2025, remember to do the following:

  • SAP Ariba purchase orders for FY26 must have an accounting date of Tuesday, July 1, 2025, or later. The need-by date should be a reasonable date after 7/1/25.
  • Create an external note to supplier within the requisition: "This is an order for FY26. All goods/services must be shipped for receipt after Monday, June 30, 2025. We will refuse early deliveries."

Monday, June 2, 2025

  • Recurring payments for FY26 can be created in SAP Ariba via the “Recurring Payment Request Form” under the “Invoice & Payment” tile. Recurring payments due July 1, 2025, must be submitted by June 11, 2025. Consult the step-by-step guide for submitting a recurring payment request.

Tuesday, July 1, 2025

  • FY26 confirming orders and check requests can be submitted via SAP Ariba.

Wednesday, July 2, 2025

  • First payment run of FY26

Tuesday, July 8, 2025

  • Year-end roll of encumbrances and beginning balances to FY26

PURCHASING CARD (P-CARD) PURCHASES

Friday, June 27, 2025

  • Last day to purchase goods and authorized services for FY25. All goods and services must be received by this date.
  • All transactions related to June 2025 will be accrued in FY25. If an order is not received by June 27 or if charges are not posted to the P-Card by the deadline, the transaction will be charged to your FY26 budget.

Thursday, July 3, 2025

  • Suppliers must upload their charges to the bank by July 3, 2025.

Monday, July 7, 2025

  • Transactions made between June 23 and June 30, 2025, must be fully reconciled by Monday, July 7, 2025. Any transactions not reconciled by this deadline will be charged to your FY26 budget.

ENCUMBRANCE REPORTING

Beginning the week of Monday, May 5, 2025, Financial Managers will receive a separate email from AP & Procurement Services with further instructions regarding the process for open commitment/encumbrance verification.

If you have any questions, please contact: