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Fiscal Year-End Planning Notice

Macalester’s 2025-26 fiscal year ends Sunday, May 31, 2026

Reminders

  • Please contact vendors to arrange for goods to be delivered and projects to be completed by 5/31/26. This is required for expenses to be charged to the FY 25-26 budget. If necessary, please ask vendors to expedite invoices.
  • Clearly mark vendor invoices and payment requests for goods received, services rendered, and travel taking place after 5/31/26. These items must be charged to FY 26-27.
  • Indicate the dates of all activities in the “Description (Business Purpose)” fields of your Pcard expenses. Descriptions can’t be edited after the expense reconciliation deadline for a given month. If a charge falls in a different fiscal year than the activity and you didn’t include this information in the expense description, notify the ; please include the transaction date, amount, and merchant for each expense that needs to be moved. We monitor activity and move charges to the correct fiscal year. Notifications of these changes are not sent due to the large volume of transactions, so please monitor your budget using the Finance Reports via Argos. Keep in mind that there is a delay before pcard transactions appear in Argos. If an activity spans fiscal years, it will be charged to the fiscal year in which the majority of the activity takes place.

Due Dates

Friday, May 22, 2026

  • The final Accounts Payable check run for FY 25-26 will be on 5/28/26. Anything that needs to be paid by the end of May must be submitted to Accounts Payable by Friday, 5/22/26. Please note that payments processed in June can still be posted to FY 25-26 if eligible, as usual.

Friday, May 29, 2026

**Student Accounts will close for year-end processing at 11:00 am on 5/29/26. After 11:00 am, documents may be left in the lockbox on the door of the Student Accounts office (1st floor of 77 Mac) and will be processed as FY 26-27 transactions.

Monday, June 1, 2026

  • Submit all charitable contributions (including the envelopes the checks were mailed in) to Advancement.

Friday, June 12, 2026

      Reminder: The fiscal year an expense is charged to is based on the date the goods or services are received, not when payment is made. Do not delay submission of invoices in an effort to charge an expense to the FY 26-27 budget.

      ***If Accounts Payable is closed, documents may be left in the Business Services lockbox on the 3rd floor of 77 Mac.

      Workday

      Business processes are going live in Workday on July 1, 2026. Below are some important dates:

      • Use existing processes, forms, etc. through June 30, 2026.
      • If you receive budget reports, the last reports from Argos will be sent on July 20, 2026 (showing June 2026 activity).
      • Pcard holders will reconcile their May and June transactions as usual in Wells Fargo, with the normal deadlines of 6/6/26 and 7/6/26.
        • As usual, approvers will have through 6/10/26 and 7/10/26 to approve.
        • July Pcard transactions will be reconciled in Workday.
        • Due to credit card processing timing, it is possible late June Pcard transactions could show up in July.
        • All out of pocket expenses must be submitted and approved in Wells Fargo by 7/10/26.
      • Continue to email payment requests to Accounts Payable through 6/19/26. Starting 7/1/26, all payment requests must be submitted in Workday via “Create Supplier Invoice Request”- except payments to students, which will all continue via email.

      Contacts