Year End Deadlines 2026
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The University's year-end is Thursday, April 30th, 2026. All transactions occurring before year-end must be dated April 30th, 2026 or earlier to be included in the 2025/2026 budget year. It is the responsibility of each department to submit its accounting records before the deadlines listed below. The transactions received before these deadlines will be included in the 2025/2026 budget year.
JOURNAL CUT-OFF DATE
Monday May 4th, 2026, will be the last day for campus-wide journal entries. Please coordinate with your IPB analyst if any 2025/2026 budget year journals are required beyond May 4th.
CASH RECEIPTS
Cheques should be sent to the Cashier’s Office and must be received by Wednesday, April 29th in order to guarantee April processing. Cash deposits will be accepted by appointment only. Please contact cashier@uwo.ca to book an appointment.
The cut off will be Thursday April 30th at noon.
PETTY CASH
The Central Cashier will continue to operate by appointment only for petty cash reimbursements prior to year-end. Please contact cashier@uwo.ca to book an appointment. The cut off will be Thursday April 30th at noon.
ACCOUNTS RECEIVABLE INVOICES
All April dated invoices for external customers must be finalized and printed by 3pm on April 30th, 2026.
INVENTORIES
The last day for submission of the physical inventory sheets is Monday, May 4th, 2026.
INTERDEPARTMENTAL CHARGES
Interdepartmental charges for goods received or services rendered on or before April 30th, 2026 must be dated (and approved if Mustang Market forms/journals) by April 30th, 2026 or prior and journaled no later than Friday, May 1st, 2026. Ensure the Accounting Date on the Journal Entry Header Panel is changed to April 30th, 2026.
EXPENSE REIMBURSEMENT & ADVANCES
Online Faculty/Staff/Grad AND Guest/Undergrad Expense claim forms in Western Financials must be submitted by Thursday, April 30th 2026 for expenses incurred up until that date and approved by May 4, 2026 to be included in the 2025/2026 budget year.
PAYROLL INSTRUCTIONS
Regular and vacation pay for part-time employees and any overtime owed to employees should be paid in April. The payroll for April 12 to 18, 2026 will be the last weekly pay of the fiscal year. All payroll entries for that week should be entered by noon on Friday April 24th. Financial Services will NOT be processing a payroll accrual.
PROCUREMENT & PCARD INSTRUCTIONS
Purchase orders for goods and services received in the 2025/2026 budget year and invoiced before May 1st, 2026 must be approved and released in Mustang Market by April 30th, 2026 to be processed in the 2025/2026 budget year.
Purchase orders for goods and services shipped, received and invoiced after April 30th, 2026 will be committed against the 2026/2027 budget year.
PCard transactions from April 16 to 30, 2026 will be available for reconciliation on May 1, 2026 and must be submitted and approved by May 2nd, 2026 at 5:00 p.m. to be included in the 2025/2026 budget year.
Suppliers' invoices must be in Accounts Payable, apinvoice@uwo.ca or SSB 6100, no later than May 4th, 2026 at 12pm. Invoices received after this date will be processed in the 2026/2027 budget year.
