Finance & Payroll Cutover Information

Invoices, foreign wire requests, check requests, and travel and business expense reimbursements pertaining to FY25, should be forwarded to Accounts Payable for payment by June 23, 2025. Invoices and payment documents must contain departmental approval and all supporting documentation including any related purchase order number. Invoices without a PO should be submitted once department approval is received.

If you are over budget for FY25, please communicate immediately with the Budget Office at budgets@nyit.edu. We will assist you in identifying other available budget sources, and in some cases, your FY26 budget may be reduced. Regardless of budget status, all invoices must be recorded and paid promptly, so please do not hold invoices or other payment documents as doing so impairs vendor relationships and creates accounting errors. If you have received an invoice that is in dispute, please submit a copy to AP with documentation about the dispute so that we may track it for accounting purposes while it awaits final payment authorization.

After June 23, 2025, all remaining FY25 invoices, foreign wire requests, check requests, and travel and business expense reimbursements should be forwarded daily to Accounts Payable through the remainder of June and July. Please make every effort to forward FY25 invoices to our offices as soon as possible during this time.

Requests to add new vendors must be submitted by June 1, 2025. All purchase requisitions for FY25 operating expenses must be entered and approved in Oracle no later than the close of business on June 13, 2025. Asthis critical date approaches, please review your open requisitions to ensure they are approved in a timely fashion and that all supporting documents have been provided to Purchasing (i.e., W-9, contracts, insurance certificates, etc.). Open or pending purchase requisitions that have not been approved by June 13, 2025, will be canceled and new purchase orders will not be created until Workday has opened in July 2025.

The FY26 operating budget will become available in Workday on July 1, 2025. As soon as the budget load process is complete, the Budget Office will send an announcement to the community, and schools and departments may begin entering purchase requisitions for FY26.

Open invoices for projects should be forwarded to Accounts Payable for payment by June 23, 2025. Budgets for projects that are in-process but not completed by June 30, 2025, may carry forward into the next fiscal year. Budgets for canceled and completed projects will be closed and any unspent budget dollars will be recaptured centrally.

All FY25 Blanket Purchase Orders will be closed as of June 27, 2025. If you receive a FY25 invoice that would have been charged to a Blanket PO, please enter the GL account number when submitting the invoice to Accounts Payable.

Purchasing staff have begun notifying departments about open purchase orders for FY25 operating expenses. Please notify Purchasing regarding orders that are awaiting delivery of the items or invoices. Purchasing will contact vendors to obtain the delivery status of items and to request invoice copies to expedite the closing process. Beginning July 1, all open FY25 purchase orders will be reviewed to determine if a matching expense was incurred and are awaiting payment. If a purchase order is deemed to be invalid, the purchase order will be closed.

As of May 16, 2025, all UMB PCards were canceled. Where requested, they have been replaced by TD PCards.

All remaining UMB transactions must be reconciled and reviewed on the UMB website by May 31, 2025.

All TD PCard transactions may be reconciled within 3 days of the purchase date.

• TD PCard transactions through May 31, 2025, must be reconciled and reviewed by June 6, 2025, on the TD website.
• All June 30, 2025, transactions must be reconciled and reviewed by July 7, 2025, on the TD website. These transactions will not carry forward to Workday.
• Any transactions incurred on July 1, 2025, or later, will not feed to the TD website and must be reconciled in the Workday system.

Purchases made with the NYIT PCard will be included in FY25 when they meet all the following conditions:

• The purchase must be made no later than the close of business on June 30, 2025.
• The items purchased must be received by June 30, 2025.

Credit card requests made to Purchasing must meet all the following conditions:

• Requests for Amazon orders must be submitted before 9 a.m. (ET) on June 25, 2025.
• FY25 budget dollars must be available to cover the purchase.

Please reach out to Ed Schook at eschook@nyit.edu with any questions regarding the reconciliation of PCard transactions.

Faculty

• On May 21, 2025: Summer FACCOMPs can be entered. They must be fully approved by June 20, 2025.
• June 20–June 30, 2025: FACCOMP will be frozen for data conversion to Workday
• July 1, 2025:: New faculty stipends will be entered directly in Workday; new instructional records will be done in Faculty Load Management (formerly called FACCOMP).

Staff on Weekly/Biweekly Payroll and Students

• All timesheets for hours worked through June 22, 2025, must be submitted and approved by June 23, 2025, in either NOVAtime (Staff) or Student Etime (Students).
• For all time worked between June 23 and June 29, 2025, hours worked must be recorded daily in either NOVAtime or Student Etime through June 29, 2025. These hours will be transferred to Workday for processing in accordance with the normal pay schedule.
• Time for hours worked on Monday, June 30, 2025, will be entered into Workday on or after July 1, 2025.

Faculty and Staff on Semi Monthly Payroll

• Adjustments for the June 30, 2025, payroll (i.e. one-time pay or overtime earned by June 20, 2025) must be submitted and approved by June 20, 2025.
• Any adjustments submitted after June 20, 2025, will need to be entered into Workday and may result in the FY2026 budget being charged.

Prior to year end, all cash and check deposits for food service, medical clinics, and other receipts must be deposited and not held in offices overnight. Departments should send receipts daily to the accounting department or make daily deposits to TD Bank (Centennial Bank for the Arkansas Clinic). Cash batches must be deposited at the appropriate bank by June 30, 2025, to be recorded in FY25.

• Requisitions are a self-service function and can be completed at the employee level.
• Requisitions will be processed through an automated approval workflow, making routing both faster and more transparent.
• Requisitions can be created using multiple cost centers, enabling you to split the line items between different budgets.
• Enter blanket requisitions by choosing the request type "services."
• Punchout catalogs let you quickly shop from specific supplier websites and automatically create a requisition in Workday.

• All PCard reconciliations will take place in Workday.
• Workday "Expense Reports" will encompass both PCard transactions (as “Credit card transactions”) and out-of-pocket expenses (as “New Expenses”).
• You will no longer need to supply receipts for transactions for less than $20.
• You will be able to designate spend authorizations strictly for travel. The process is not mandatory and will not require encumberance of funds.
• You will be able to track the progress of your expense report through the business process (approval flow).

• Supplier invoices will be entered on the employee level and must have a PO, except for prepaid invoices, which should instead be emailed to Beth Witkiewicz at bwitkiew@nyit.edu for review.
• Department Transfers and Internal Charges will now happen in Workday. • Use the Internal Service Delivery option to charge back for internal services like catering.
• Cost Center Managers will now be a part of the budget approval process and must sign off on all projects.