Accounts Payable Fiscal Year-End Schedules

Please be advised of the following important deadlines related to Travel Expense Reports, Invoices (standard and PO) and Travel and Procurement Card reconciliation processing:

Travel Expense Reports-Petty Cash and Misc. Reimbursement Submission Deadline
The deadline for submitting reports for processing is Monday, June 22, 2026.

This deadline applies to all travel expense reports audited by the UTHSC-AP Office, including:

• In-State, out of state and international travel expense reports
• Petty Cash reimbursement expense reports
• Misc. reimbursement expense reports

*Travel: Any travel ending July 1, 2026, or later, will be charged to FY27.

Invoices-Standard and PO Submission Deadline
Departments are also asked to review all outstanding invoices and submit no later than Monday, June 22, 2026.

• Invoices in foreign currencies and other disbursement items normally sent to System Office Accounts Payable for processing must be received in the UTSA's Accounts Payable Office by the close of the third working day in July, which is Monday, July 6. The final processing of these documents will be the seventh working day of July, or Friday, July 10.
• All items that are to be charged to FY26 must be entered and fully approved by close of business on June 22, 2026. Any items that require final approval by UTSA's Accounts Payable Office must be entered and approved by the department by close of business on June 22, 2026.
• Automatically generated POs will continue to process unless otherwise paused or adjusted by the System Office.

Tuition Invoices-Spouse and Dependent Submission Deadline

• All tuition invoices will need to be submitted to [email protected] by end of business June 22^nd.

HSCHUB Receipts for Asset and Non-asset Purchase Submission Deadlines

• All HSCHUB purchases must be made prior to June 22, 2026. HUB management will forward all receipts to UTHSCAP on June 22^nd by end of business for internal transfer processing.

Procurement and Travel Card Charge Reconciliation Submission Deadline

• In DASH, all card transactions are reconciled by processing an expense report. Expense reports must be approved, audited, and processed in Payables to be posted. We recommend completing any purchases that need to be on FY26 by June 22^nd to give time for processing by the vendor and bank. Any card transactions for FY26 will need to be submitted on an expense report and fully approved and audited by Thursday, July 2nd.

To ensure timely audit review and completion prior to fiscal deadlines, all reports should be submitted by these dates. Any expense report submitted after June 22, 2026, must include a clear business justification explaining the need for urgent processing. All questions related to these deadlines should be routed to [email protected].