The following calendars provide due dates for various processes throughout the year. Submitting documents in a timely manner is key to ensuring that the financial process continues in an uninterrupted fashion.
Fiscal 2024-25 Month End Cut-off Schedule
Note: Months marked with an asterisk are subject to change.
| MONTH | eREPORTS AVAILABLE | LAST DAY TO SEND JOURNALS TO FINANCE | FINAL eREPORTS FOR THE MONTH |
|---|---|---|---|
| MAY 2024 | Tuesday, May 7, 2024 (Run 1) Friday May 10, 2024 (Run 2) | Tuesday, May 28, 2024 | Monday, June 3, 2024 |
| JUNE 2024 | Tuesday, June 4, 2024 | Tuesday, June 25, 2024 | Tuesday, July 2, 2024 |
| JULY 2024 | Wednesday, July 3, 2024 | Friday, July 26, 2024 | Thursday, August 1, 2024 |
| AUGUST 2024 | Friday, August 2, 2024 | Tuesday, August 27, 2024 | Tuesday, September 3, 2024 |
| SEPTEMBER 2024 | Wednesday, September 4, 2024 | Wednesday, September 25, 2024 | Tuesday, October 1, 2024 |
| OCTOBER 2024 | Wednesday, October 2, 2024 | Monday, October 28, 2024 | Friday, November 1, 2024 |
| NOVEMBER 2024 | Monday, November 4, 2024 | Tuesday, November 26, 2024 | Monday, December 2, 2024 |
| DECEMBER 2024 | Tuesday, December 3, 2024 | Tuesday, December 17, 2024 | Monday, December 23, 2024 |
| JANUARY 2025 | Thursday, January 2, 2025 | Tuesday, January 28, 2025 | Monday, February 3, 2025 |
| FEBRUARY 2025 | Tuesday, February 4, 2025 | Tuesday, February 25, 2025 | Monday, March 3, 2025 |
| MARCH 2025 | Tuesday, March 4, 2025 | Monday, March 10, 2025 for Research Related Journals and Tuesday, April 1, 2025 For All Other Journals | Monday, April 7, 2025 |
| APRIL 2025 | Tuesday, April 8, 2025 | Wednesday, April 30, 2025 | "Tuesday May 6, 2025 (Run 1); Friday, May 9, 2025 (Run 2)" |
Fiscal 2024-2025 Closing Timetable
The year-end for York University operations is April 30, 2025. The cut-off dates for submission are set out below. Please send items listed below to Finance/USC Departments by the cut-off dates to ensure that they are recorded in Fiscal Year 2025.
| PROCEDURE | DATE DUE TO FINANCE/USC |
|---|---|
| March 2025 final reports available on eReports | Monday, April 7 |
| April 2025 reports available on eReports | Tuesday, April 8 |
| APRIL 2025 - RUN 1 CLOSE | |
| Paper-based expense claims (international claims) submitted to USC for Fiscal Year 2025 | Thursday, April 10 |
| Foreign outgoing wires | Thursday, April 10 |
| External Billings (invoice requisitions) | Friday, April 18 |
| Last day to accept internally generated payments | Friday, April 18 |
| Purchasing requisitions in Fiscal Year 2025 approved in Sm@rtBuy (for commitments to reflect in eReports) | Friday, April 25 by 5 pm |
| Last day to approve invoices in Sm@rtBuy | Wednesday, April 30 by 5 pm |
| Last day for cash receipts to be deposited (for credits to Fiscal Year 2025) | Wednesday, April 30 |
| Last day to approve expense claims submitted via Concur System to be recorded in Fiscal Year 2025 | Tuesday, April 29 by 5 pm |
| Budget allocation journals | Wednesday, April 30 |
| Last community journals due in Finance Department (Run 1) | Wednesday, April 30 |
| April 2025 monthly payroll posted | Friday, April 25 |
| April bi-weekly payroll ending April 26, 2025 | Friday, May 2 |
| April 2025 Run 1 report on web (refreshed daily) | Tuesday, May 6 |
| APRIL 2025 - RUN 2 CLOSE (ADJUSTMENTS ONLY) | |
| Journals for deferral of revenue to the new fiscal year, prepaid expenses, accounts receivables, and accruals will be processed daily until May 8, 2025. Otherwise, Finance Department approval is required. | Thursday, May 8 by 4 pm |
| April 2025 Run 2 final report on web (refreshed daily) | Friday, May 9 |
| Account analysis (all balance sheet accounts and selected income/expense accounts) | Monday, May 12 by 12pm |
A complete list of year end resources are available here!
Key Dates to Remember
If you are a Researcher or an Administrator of a CIHR, SSHRC, Canada Research Chair (CRC) or NSERC Grant the dates listed below are key for your financial reporting planning process.
| PROCEDURE | DEADLINE DATE |
|---|---|
| Research reports updated on eReports | Daily |
| Submit correcting upload journal entries to Research Accounting | Monday March 11, 2024 |
| Submit supplier original invoices (including payment via cheque, EFT and Wires) | Friday March 15, 2024 |
| Submit Claims for Reimbursement (use Concur) | Friday March 15, 2024 |
| 2022-2023 grant installments added to cost centre by | Week of April 8th, 2024 |
| Researchers receive statement (Form 300) as of March 31, 2023 | Friday May 17, 2024 |
| Researchers return signed statement (Form 300) to Research Accounting | Friday May 31, 2024 |