2025 End of Year Cut Off Dates

Year-End Financial Activities and Deadlines

As we approach the close of the financial year, it is crucial to ensure all financial activities are completed accurately and on time to maintain compliance and support smooth operations across the University. This page outlines the key year-end requirements, including deadlines for billing, receipts, accounts payable, procurement, journal adjustments, and other financial processes. Each section provides specific instructions, responsibilities, and contact details to guide you through the necessary steps. Please review the information carefully and ensure all submissions are completed by the specified deadlines to avoid delays in processing. If you have any questions or require assistance, please reach out to the relevant teams listed under each section.

  • Billing (4 December 2025)

    • Requirement: All invoices (and credit notes) required to be raised by the University.
    • Request/Information to be Sent To: accountsreceivable@nd.edu.au.
    • Responsibility: Faculties/Divisions.
    • Recipient: Accounts Receivable.
    • Due Date: COB Thursday, 4 December 2025.

  • Receivable Receipts (19 December 2025)

    • Requirement: All cash and cheques received relating to the year must be deposited in the University bank account.
    • Responsibility: Faculties/Divisions.
    • Due Date: COB Friday, 19 December 2025.

  • Supplier Invoices (7 January 2026)

    • Requirement:
      • All invoices received and dated 2025 must be sent for processing.
      • Invoices will be recorded as an expense for 2025 unless specified otherwise.
      • Outstanding invoices will be coded with input from Finance Business Partners and submitted for approval as Non-PO vouchers.
      • Invoices referencing open POs during the shutdown period will be matched using a 2-way matching process, or departments will be asked to receipt and forward receipt numbers to Accounts Payable.
    • Request/Information to be Sent To: accountspayable@nd.edu.au.
    • Responsibility: Faculties/Divisions.
    • Recipient: Accounts Payable.
    • Due Date: COB Monday, 7 January 2026.

  • Purchase Requisitions (12 December 2025)

    Requirement:

    • All 2025 requisitions must be approved in PeopleSoft by COB Friday, 12 December 2025.
    • Amend the accounting date to 06/01/2026 and include "2026" in the line description for requisitions.
    • Consider approval timelines, especially if involving Executives.
    • Specific Deadlines:
      • Capital Expenditure: COB Thursday, 12 December 2025.
      • Operational and Grant Expenditure: COB Thursday, 12 December 2025.

  • Purchase Orders (12 December 2025)

    • Requirement: Notify Procurement of new due dates for POs with due dates in 2025 or earlier, or they will be closed by end of January 2026.
    • Request/Information to be Sent To: procurement@nd.edu.au.
    • Responsibility: Faculties/Divisions.
    • Recipient: Procurement.
    • Due Date: COB Friday, 12 December 2025.

  • Claims, Cash Advances & Acquittals (6 January 2026)

    • Requirement: All non-FlexiPurchase reimbursement claims and cash advances must be approved and sent to Accounts Payable.
    • Request/Information to be Sent To: accountspayable@nd.edu.au.
    • Responsibility: Faculties/Divisions.
    • Recipient: Accounts Payable.
    • Due Date: COB Tuesday, 6 January 2026.

  • Credit Cards (FlexiPurchase) (6 January 2026)

    • Requirement: Staff reimbursements and credit card acquittals must be submitted and approved in FlexiPurchase.
    • Request/Information to be Sent To: flexipurchase@nd.edu.au.
    • Responsibility: Faculties/Divisions.
    • Recipient: Procurement/FlexiPurchase.
    • Due Date: COB Tuesday, 6 January 2026.

  • Vouchers (9 January 2026)

    • Requirement: Approve all outstanding vouchers in PeopleSoft.
    • Request/Information to be Sent To: accountspayable@nd.edu.au.
    • Responsibility: Faculties/Divisions.
    • Recipient: Accounts Payable.
    • Due Date: COB Friday, 9 January 2029.
    • Note: For issues with vouchers, contact Procurement/AP teams for assistance.

  • Income Accruals/Deferrals (14 January 2026)

    • Requirement:
      • (a) Any income received in 2026 with related expenses from 2025.
      • (b) Any invoices to be raised in 2026 relating to 2025.
    • Request/Information to be Sent To: Your Finance Business Partner.
    • Responsibility: Faculties/Divisions.
    • Recipient: Finance Business Partner.
    • Due Date: COB Wednesday, 14 January 2026.

  • Expenditure Accruals/Prepayments (14 January 2026)

    • Requirement:
      • (a) Outstanding invoices post 7 January 2026.
      • (b) POs for goods/services received in 2025 without invoices.
      • (c) CAPEX costs for completed work without invoices/claims.
    • Request/Information to be Sent To: Your Finance Business Partner.
    • Responsibility: Faculties/Divisions.
    • Recipient: Finance Business Partner.
    • Due Date: COB Wednesday, 14 January 2026.

  • Grants (Research & Other) (14 January 2026)

    • Requirement: Allocate costs to grant accounts and clear overspend grants.
    • Request/Information to be Sent To: Your Finance Business Partner.
    • Responsibility: Faculties/Divisions.
    • Recipient: Finance Business Partner.
    • Due Date: COB Wednesday, 14 January 2026.

  • CAPEX Projects Completed (9 January 2026)

    • Requirement: Completion/Deployment certificates.
    • Request/Information to be Sent To: Your Finance Business Partner.
    • Responsibility: Faculties/Divisions.
    • Recipient: Finance Business Partner.
    • Due Date: COB Friday, 9 January 2026

  • Contract Management System Entries (12 December 2025)

    • Requirement: Submit all contract review requests for requests for purchase orders generates from contracts
    • Request/Information to be Sent To: contracts@nd.edu.au
    • Responsibility: Faculties/Divisions
    • Recipient: Procurement Contracts
    • Due Date: COB Friday, 12 December 2026