2025 Year end processing deadlines

Please note the following processing dates leading up to calendar year end, as well as instructions for reassigning approvals/worklist items if on leave.

Finance System

The Finance System (including eProcurement) will be unavailable from 5pm, Thursday 18 December 2025. After this time, no financial transactions can be processed including requisitions, purchase orders (PO), reimbursements, payments and billings.

Key Processing Dates

Below is the last day to submit requests to Finance for financial transactions to be processed in the University Finance System for calendar year 2025.

Billings Requests

2025 Billing requests must be submitted to Revenue Accounting by Friday 5 December 2025 for processing. 

Where a Billing request relates to both 2025 and 2026, please clearly identify the split of income on the Billing request. 

Revenue for 2026 (greater than $50,000 per transaction) raised via a Billing request in 2025 will be deferred to 2026, that is, it will not appear in 2025 financial results. If any revenue has been received but not yet processed, please advise your Finance contact by no later than 18 December 2025 so a journal can be processed.

Reimbursements

Reimbursements via Expense Management submitted by Friday 28 November 2025, will be included in the final payment (Thursday 18 Dec 2025) subject to compliance checks.

Purchasing

When raising requisitions, please consider the expected delivery timeframe for goods and services. Delivery is influenced by suppliers, freight and courier services, and for international orders customs clearance.

The final date for submitting 2025 requisitions for goods and services is Friday 28 November 2025.

Corporate Credit Card Acquittals

Acquittals (including December expenses) must be completed in ExpenseMe Pro by Tuesday 16 December 2025 for approval. This is to ensure expenses are processed and recognised in the 2025 calendar year.

Receipting – Goods and Services

Invoices due by 31 December 2025 must be receipted in eProcurement by Friday 12 December 2025 for services rendered / goods received to be included in the final payment (Thursday 18 December).

2025 Invoices

2025 dated invoices processed by Accounts Payable by close of business Wednesday 7 January 2026, for goods or services incurred in 2025, will be manually adjusted by processing an accrual to ensure that this expenditure is included in the 2025 financial results.

What is an accrual?

For 2025 calendar year end, an accrual is where expenses are manually adjusted and recorded in 2025 even if the payment is made in 2026.

What is accrued?

Accruals are based on invoices sent to Accounts Payable, reimbursements and other payments submitted via Kofax. Please note, 2025 purchase orders will not be accrued, without an invoice, for goods or services incurred in 2025, even if receipted.  A final faculty/division assessment will occur to enable an accrual of material expenditure (greater than $50,000 per transaction) not identified through Accounts Payable, so please direct any queries to your Finance contact.

If you are unsure if your invoice will be accrued in 2025, please contact finmar@adelaide.edu.au prior to Thursday 18 December.

2025 Invoices for Capital Asset purchases

In relation to capital assets, to ensure the costs are recognised in 2025, both of the following conditions must exist:

• receipting of all instalment payments against purchase orders in the eProcurement system – noting the receipting deadline is Tuesday 16 December 2025.
• the capital asset(s) must be installed and ready for use (or already in use) by 31 December 2025 – noting delivery schedules may be impacted due to specific circumstances including delays in freight times.

If you are unsure if your invoice will be accrued in 2025, please contact finmar@adelaide.edu.au prior to Thursday 18th December.

Invoice Prepayment

A Prepayment is the act of making a payment for a good or service to a supplier before those goods, or that service, has been provided to the University.  Goods and services paid for in 2025 which are delivered in 2026 are in breach of Policy unless it is a deposit for goods or services (e.g. event or hire), or an international payment required before dispatch of goods.

If the above scenarios are not valid, the cost will be recognised in the 2026 calendar year, reducing overall ability to spend next year.

Journals

The last day to submit a journal (e.g. correct coding error in a project) to be processed in 2025 is Thursday 18th December 2025.  Please submit requests to finmar@adelaide.edu.au.

Transferring funding from a Discretionary project to a Tied Project or a Consulting project for the sole purpose to retain funds for future years is a breach of Policy. Work with your respective Finance Manager/Management Accountant to understand how project funds can be spent in alignment with Policy.

Approvals whilst on leave

Financial Approvers and Business Reviewers taking additional leave prior to Thursday 18 December, must reassign their approvals/worklist items to another staff member.  To do this, please follow the instructions below:

Financial Approvers (both options will update in the Finance System and Kofax)

1. temporarily transfer your financial approvals to another staff member by completing the Temporary Delegation Transfer eForm (you can also transfer HR/SSO delegations via this form) OR;
2. set up an Alternate User directly in the Finance System, noting that the “alternate user” must have an equal or higher level of financial delegation.

Business Reviewers in Kofax

• To reassign your work queue items to another staff member who you have confirmed will not be on leave during this period – view procedure here

Travel Approvers in Pre-Trip Approve

• Temporarily transfer your Travel approvals to another staff member by completing the Temporary Delegation Transfer eForm (you can also transfer HR/SSO delegations via this form)  

Acquittal Approvers in the Expense Management System

• Delegate your authority to another staff member by following this guide

Need help?

Please contact Finance on (08) 8313 3414 or via email finprosupport@adelaide.edu.au