Financial Services
Welcome to Financial Services at UW Oshkosh
Mission Statement
Financial Services provides quality support services in such areas as accounting, financial reporting, purchasing, and invoice payments to University departments, offices, faculty, staff, vendors, UW System Administration, state and federal governments and extramural sponsors.
Workday Cutover/ Fiscal Year end dates
Effective July 2025, the Universities of Wisconsin will transition to Workday, standardizing and streamlining finance, human resources, and research administration processes.
The Office of Financial Services’ fiscal year-end deadline dates have been accelerated this year to accommodate the Workday conversion cutover plan. Below is a listing of key dates for fiscal year-end and cutover.
| Date | Transaction Type |
|---|---|
| Accounts Payable |
|
| Friday, June 20th | Last day to Create, Edit, & Process Invoices in ShopUW+ |
| Friday, June 20th | Last day to submit DPR, PIR, and Refund of Receipts requests. The form/invoice must be fully approved on this day. Any form/invoice still in the workflow by the end of the day will be rejected and will need to be recreated in Workday. |
| Friday, June 20th | Last day to place a catalog order in ShopUW+. All Catalog orders will be held for fiscal year end. Any form/invoice still in the workflow by the end of the day will be rejected and will need to be recreated in Workday. |
| Travel Expense Reimbursement | |
| Friday, May 9th | Last day to submit a cash advance request in SFS |
| Thursday, May 29th | Last day to request a new non-employee profile or to request an update to existing |
| Thursday, May 29th | Last day to apply for a Corporate Card in SFS |
| Sunday, June 1st | Last day to submit a travel authorization |
| Monday, June 9th | Last day to submit expense reports |
| To prevent any delays, please ensure that all expense reports for travel prior to May are completed by May 16th. | |
| Monday, June 9th | Last day to reconcile a cash advance thru an expense report |
| Monday, June 16th | Last day to complete approvals of expense reports. |
| Purchasing Requisitions and Purchase Orders | |
| Tuesday, April 1st - Tuesday, June 17th | FY26 Purchasing Requisitions can be created in ShopUW+ |
| Thursday, May 1st | Preferred last day to enter supplier and supplier change request to ensure the SFFS team has time to process requests. |
| Friday, May 16th | Requisition entry must be completed in ShopUW+ for FY25 purchases requiring purchase orders. All purchasing processes (collection of bids, change orders, contracts/ASSA signed, etc.) relating to the requisition must also be done by this date. Exception: catalog purchases from enabled suppliers in ShopUW+. |
| NOTE: Purchases made after May 16 can be direct charged as FY25 expenses if (1) purchasing policies have been followed; (2) goods are received and consumed by June 30; (3) services are completed by June 30. However, submission for these payments should be completed by June 9th. Please contract Accounts Payable at accountspayable@uwosh.edu with any questions. |
|
| Friday, May 30th | Last day to approve FY25 purchase requisitions. |
| Tuesday, June 24th | All FY25 blanket purchase orders, purchase orders with balances less than $50, and purchase orders without carryover justification will be closed. |
| Tuesday, June 24th | No PO Rollover process this year. FY25 qualifying POs with sufficient carryover justification will be converted to Workday and included in the FY25 Certification Report. |
| Purchasing Card Transacation | |
| Tuesday, June 10th | Last day to apply for a P-card n SFS |
| Friday, June 20th | Transactions posted on your credit card through June 20 will be paid in FY25; All p-card transactions must be reconciled and approved in SFS by noon on June 24. Any transactions not reconciled by June 24 will be manually forced to system close. It is highly recommended that reconciling be completed by the due date since funding cannot be changed after system closure and an alternative approval method will be required. Caution should be given to the timing of purchases during this timeframe because purchases posted to your account on June 21 or after will be posted to FY25. If in doubt, please ask the vendor when the charge will be posted to your purchasing card |
| Tuesday, June 24 | Last day for P-cardholders to reconcile transaction by noon. Cardholders can continue to use their card after this date. Subsequent files will be loaded into Workday and processed within expense reports. Information within the credit card files will remain intact with actual card swipe date, etc. Any transactions not re-allocated will post to default funding and can be transferred with the SFS cost transfer tool (until that determined cutoff date). |
| General Accounting | |
| Friday, May 16th | Last day to request new department and or project number |
| Friday, May 16th | Last day to submit July 2024- April 2025 salary cost transfer request |
| Monday, June 16th | Last day to submit May 2025 and June 2025 salary cost transfer request |
| Friday, June 20th | Last day to submit non-salary cost transfer request |
| Tuesday, July 1st | Last day to submit departmental chargebacks for the month of June. |
| Student Accounts/ Accounts Receivables | |
| Wednesday, June 25th | Last day to submit deposit for June |
| Monday, June 30th | Last day to create invoice in Quickbooks |
| If an invoice must be generated between June 30 to July 7th, please contact financial services. | |