Dear Colleagues:
As we enter into the closing season of fiscal year 2025 (FY25), we ask that all employees be mindful of several important dates, deadlines and best practices.
- Plan for time off: If you approve GMS transactions and will be away in June or July, delegate your GMS inbox to a colleague. Delegate only to those who cannot initiate the types of GMS transactions they will approve. For example, GU-Journal Preparers should not be allowed to approve journals. You can find information on how to delegate your GMS inbox here.
- Plan time for approvals: Deadlines apply to new and in-process transactions. Though you can initiate a transaction on the cut-off date, it will not count toward FY25 if it is not approved on the same day. July 14, 2025, is the deadline to approve expense reports, supplier invoices, customer invoices and payroll accounting adjustments for posting in FY25.
Procurement Deadlines
- June 27, 2025: Last day to approve FY25 requisitions.
- June 28, 2025: All requisitions and purchase orders must be initiated with a date of July 1, 2025, or greater.
- July 7, 2025: Final day to submit FY25 Purchase Order (PO) invoices to po-invoices@georgetown.edu and non-PO invoice manual payment requests in GMS for posting in FY25.
- July 14, 2025: Final day to approve FY25 supplier invoices and expense reports.
- July 14, 2025: All open Requisitions and POs will be rolled forward into the next fiscal year after 6 p.m. Cost Center Buyers must close small-dollar/unused purchase orders that should not be rolled forward by 6 p.m.
You can find campus journal approval (posting) deadlines and audit timeline details here.
Should you have any questions or concerns, please contact the campus finance office for your respective campus.