Preparation Checklist

• Review your budget to ensure that funds are available to process necessary requisitions.
• Advise all staff to assess any anticipated needs and submit requisitions as soon as possible to guarantee the goods or services are issued/received before the end of the fiscal year which is June 30, 2026.
• Review central charges (telephone, copier, duplicating, central stores, gourmet, and purchasing card) to ensure adequate funding is in place through year end. Please keep in mind, the central charges are normally a month behind, so please make projections until year end before placing any other orders.
• Verify purchase order encumbrances to ensure there is adequate funding in place to process invoices.
• Confirm open purchase orders are necessary for payment (Open purchase orders will carry forward to FY27 and will be charged against your FY27 budget).
• Validate all your receiving has been completed in ProConnect, as applicable.
• Send all invoices to the Accounts Payable department dedicated inbox at: invoices@rowan.edu.
• Determine if all invoices have been processed and received against the purchase order in ProConnect.

FYE Reminders

AP Fiscal Year-End Reminders- Invoices & Non-POs

As we approach the countdown to fiscal year-end, Accounts Payable would like to remind everyone of a few key items.

Invoices Paid Against a Purchase Order

• Friday, July 7th— last day to submit any invoices to be processed for FY 26
  • Ensure all invoices have been sent to Accounts Payable via invoices@rowan.edu 
  • Ensure you send the vendors you are working with their approved PO#(s) as soon as you obtain them & request that they send their invoices with the PO# on it to invoices@rowan.edu 
    • Can request that the vendor copy end-user on the email

*Only services that have been rendered or items that have been physically received on or before June 30th will be recorded in FY 26*

• To avoid processing delays:
  • Ensure you process electronic receiving in ProConnect as soon as you receive the product/service (if applicable)
  • If you know you will be invoiced a higher amount than you originally thought & requested on the requisition, submit a change order ASAP & ensure you process electronic receiving for the additional amount
    
    • In ProConnect, a line item cannot be exceeded by more than 20%. If shipping is not present on the PO, but included on the invoice, AP can add any amount up to $100.
  • An invoice needs to be submitted - Proforma invoice or quote is NOT accepted
  • Start & end date of the service need to be provided if not listed on the invoice
    • For example, Membership/subscription term
  • Ensure you are responding to AP requests in a timely manner
• If receiving is required in order for the payment to be processed:
  • AP sends out reminder emails to process receiving – these emails will be sent out weekly & daily as we get closer to FYE
  • Automated daily emails are sent if receiving is incomplete

 Invoices Paid in ProConnect

• Ensure all pending invoices have been addressed 
  • Approve any standing order invoices 
    • Verify that PI approval is also completed when applicable 
  • Complete receiving for any regular order invoices if items have been received 
    • If items have not been received, make a comment on the invoice. 
  • Review any invoices in Match Exception – do not only approve without further action as these require change orders 
    • Ensure change orders are in complete status prior to approving the invoice 

For additional instructions on invoices in ProConnect, please visit Invoice Payments - ProConnect.

Non-PO Payment Requests- FYE Presentation Materials Found Here

• Friday, July 7th— last day to submit any Non-POs to be processed for FY 26
  • Email all requests directly to invoices@rowan.edu with “Non-PO” listed in the subject line – please do not send via inter-office mail. 

• To avoid processing delays: 
  • Review the Non-PO Category List to ensure you are not submitting a Non-PO that is not reimbursable  
  • Double check that all required documentation is attached to your Non-PO Payment Request Form & that all approvals have been obtained 
    • For example, ensure proof of payment is attached & all approval signatures have been obtained 
    • For additional information on required documentation, visit our Non-PO Payment Request Webpage

Memberships/Subscriptions

• Memberships/Subscriptions spanning two fiscal years: FY 26-FY 27 or purely for FY 27
  • For ex. Spanning from June 1, 2026 – June 1, 2027 or July 1, 2026 – July 1, 2027 
  • Must be processed and paid by June 30th 
    • NOTE: If it is not processed & paid by June 30th, you will have to wait until after the roll concludes on July 27th to process & utilize SDE Dates (start & end date).

**Please keep in mind that orders that do not arrive by June 30, 2026, will be charged to FY27.

If you have any questions or concerns regarding year-end processes, please contact the appropriate person below.