Business Services

FY2025-2026 YEAR-END CLOSING DEADLINES

*UPDATED 2/18/2026* These deadlines will be strictly enforced. Any requests submitted after these dates will be subject to approval by the Vice President of Administrative Services. Dates are as of the Close of Business

Monday April 6th, 2026

Requisitions for General Fund (1110): Supplies, equipment and services in PeopleSoft.
PLEASE NOTE: If your purchase requires a budget transfer, send that form ASAP to Business Services so your transfer may be processed before the deadline.

Friday April 27th, 2026

Restricted Funds Requisitions (1200-7999)
If your purchase requires a budget transfer, send that form ASAP to Business Services so your transfer may be processed before the deadline.
Change Orders (Any changes to an existing Purchase Order)
Budget Managers: All budget allocations for restricted, new funding and funds that roll over to 2026-2027

Friday May 8th, 2026

Manager deadline for FY 2026-27 grant allocations

Friday May 22nd, 2026

Measure HH requisitions

TBD

Site Improvements

Tuesday May 26th, 2026

Revolving Cash Fund (RCF) reimbursements
New Hire/Rehire Packets for a start date of July 1st

Friday May 29th, 2026

Printing and Postage: Requests submitted to the Mail/Duplicating Department. Please budget check prior to submission to ensure funds are available. Any requests sent after this date will be charged to the new fiscal year.

Monday June 1st, 2026

CONTRACT PAS grant-funded changes

Tuesday June 2nd, 2026

Travel Authorizations Travel Authorizations for FY 2025-26 must be submitted today; those not submitted will need to be recreated in FY 2026-27 and will be paid from the new budget.

Tuesday June 2nd, 2026

Budget Adjustments or Transfers

Wednesday June 3rd, 2026

HOURLY PAS grant-funded changes

Friday June 12th, 2026

Payment Requests

Monday June 22nd, 2026

Travel Expense Reports (including mileage reimbursements)

Friday June 26th, 2026

Blanket Purchase Orders will expire on this date (all funds);
Cal-Card payment request must be fully approved in PeopleSoft by this deadline. Any payment rquest after this deadline will be charged to FY 2026-27; Change Orders; 
All goods ordered in FY 2025-26 must be received by no later than today

Monday July 6th, 2026

Invoices: Goods must be received and/or services rendered by June 30th to be paid in FY 2025-26. If your department has not received an invoice for a service that has already taken place or a purchase that has been received, contact the vendor immediately.
Submit invoices to [email protected] by 5:00 pm on the deadline. Invoices received after this deadline will be charged against the FY 2026-27 budget. On each invoice, obtain your manager's signature and write "OK to Pay". Also include the corresponding Purchase Order number (CIT000xxxx) on the invoice.

Friday July 17th, 2026

(Budget Managers) All adoptive budget allocations for restricted funds that roll over to 2026-2027
Journal Entries for all funds FY 2025-2026
All grant closing information
Budget Adjustments for FY2025-2026 Tentative Budgets 

Keep in mind:

• These deadlines mean all requisitions must be entered and valid in PeopleSoft. Your request must be complete when submitted; otherwise it will be pushed back to the originator.
• When entering requisitions, remember to leave enough budget to include tax. Tax will be added by the Purchasing Department when the PO is issued.
• For forms, templates and additional information, visit our webpage: Business Services Forms (sdcity.edu)

 - IMPORTANT - ACTION REQUIRED BY BUDGET MANAGERS

• Review budgets immediately: Process all necessary journal entries and budget transfers as soon as possible.
  • Best practice: review budgets monthly, especially after payroll posts.
• Tentative Budget Planning: The tentative budget reflects estimated restricted fund carryover into the new fiscal year. Ensure all expenses through June 30 are accounted for when completing allocations.
• New Funds: If you expect new allocations, send a budget allocation, including a request to set up new GL strings.
• Position Control: Review the budget numbers for all direct reports and notify our Business Services HR team of any changes needed.
  • To include non-instructional and instructional positions
• July 1 Posting: Tentative budgets will post on July 1. It is critical that you review your budgets immediately and report any discrepancies by the stated deadline.
  • Changes sent after the deadline will not be processed and must wait until September 2026, following Board approval of the adopted budget.
• Support Available: Open labs, monthly trainings, and appointments are offered during the Spring semester. Please take advantage of these resources to ensure accuracy and compliance.

Frequently Asked Questions

Updated February 2025

How do I submit a purchase request for my department?
Purchase requests must be submitted via PeopleSoft and approved by the department head before routing to Business Services for final processing.

What is the process for requesting reimbursement for work-related travel?
Employees must complete a Travel Authorization Form before travel and submit receipts with a Travel Expense Report within 10 days after the last day of travel for reimbursement.

How can my department request funding for new initiatives or equipment?
Funding requests should be submitted during the annual budget development process, which is approved by the City Resources Council, depending on fund availability and campus priorities.

Where can I find information on my department’s budget?
Department budget reports are available through your PeopleSoft portal and/or your budget manager.

What is the process for paying vendors or contractors?
Registered vendors must submit invoices referencing a valid purchase order (PO). Payments are processed through Accounts Payable within the standard Net 30 payment terms.

Can faculty and staff request keys or access cards to campus buildings?
Access requests must be submitted through the Key Request Form, approved by the department Dean and VPA before submitting to Business Services.

How do I request the use of campus facilities for an event?
Event requests must be submitted through the Facilities Request form at least two weeks in advance and may require approval and fees for external organizations.

Who should I contact for emergency repairs outside of regular hours?
For urgent issues outside business hours, report via the LiveSafe app or contact Campus Police, who will coordinate with on-call Facilities staff.

Why does Accounts Payable require a W-9 from new vendors?
IRS Form W-9 Request for Taxpayer Identification Number is required for all new vendors for tax reporting purposes and to limit the liability of the District and the College in case of audit. When vendors sign the form they verify that all tax information provided is valid.

How do we set up a nonresident vendor?
Payments to non-residents (foreign persons) are unique to each situation; please contact Business Services for assistance. Ensure all proper documentation and approvals are complete before a promise to pay is issued.

How long does it take to process my expense report?
The Accounts Payable team will process checks seven (7) to ten (10) business days after expense reports are submitted.

How long does it take for vendors to receive payment?
Vendor payments are Net 30, which means payments are normally issued within 30 days of satisfactory receipt or invoice, whichever is later.

What is the current mileage reimbursement rate?
The federal mileage reimbursement rate beginning January 1, 2026, is $0.725 per mile