Dear Colleagues,
We hope you are all well.
As we approach the Financial Year End, this is just a reminder that the following deadlines are coming over the next week:
| Received in Finance | Description | Form to be completed | To be submitted by | Lead Contact |
| Tue 4 Aug 2026 | Foreign Supplier invoices to Payments office | Foreign invoices | Administrators / Budget Managers/Shared Services | Payments Office |
| Tue 4 Aug 2026 | Petty cash / cash floats | Y1 – Petty cash / cash float certificate | Administrators / Budget Managers/Shared Services | Financial Accounting Office |
| Tue 4 Aug 2026 | Forms received by FinAcc. Physical Stock take should be carried out by 31 July | Y2 – Stock-take Declaration | Administrators / Budget Managers/Shared Services | Financial Accounting Office |
| Tue 4 Aug 2026 | All Staff Expense claims to 31 July sent to Payments office by midday | Expenses on Staff Connect | Administrators / Budget Managers/Shared Services | Payments Office |
| Tue 4 Aug 2026 | Invoices information for sales made by 31 July to Billing Office (post 04/08/26 please add on Y10 for accrual) | Sales invoices | Administrators / Budget Managers | Billing Office |
| Tue 4 Aug 2026 | Deadline for receiving details of cash/cheques banked up to 31/07/26 | In-cash posting sheets to Payments | Administrators / Budget Managers | Payments Office |
| Wed 5 Aug 2026 | All teams to GRN invoices and tasks on UBW for processing in 2025/26 | E-invoicing | Administrators / Budget Managers/Shared Services | Payments Office |
| Wed 5 Aug 2026 | All electronic journals entered into UBW | UBW journals | Journal Originators | Financial Accounting Office |
| Thu 6 Aug 2026 | Credit Card Expenditure, A2B, Banner and Key Travel coded and approved by Smart Data users | Procurement/Finance Shared Services / various | Payments Office | |
| Thu 6 Aug 2026 | All journals approved in UBW workflow | UBW journals | Journal Approvers | Financial Accounting Office |
| Thu 6 Aug 2026 | Prepayments entered on SharePoint site | SharePoint Schedule of prepayments | Administrators / Budget Managers/Shared Services | Financial Accounting Office |
| Fri 7 Aug 2026 | Donations >5k not notified to development / Gifts in Kind | E-mail with details | Administrators / Budget Managers | Financial Accounting Office |
| Fri 7 Aug 2026 | Credit Card/Smart Data spend BIFs for 202512 received by RIS & VAT | Smart Data input | Payments | Financial Accounting Office |
| Mon 10 Aug 2026 | Reimbursable costs | Email with details | Administrators / Budget Managers/Shared Services | Jayshree Mistry |
| Mon 10 Aug 2026 | Sales made by 31 July but not invoiced | Y10 – Schedule of Debtors/Accrued Income | Administrators / Budget Managers/Shared Services | Financial Accounting Office |
| Mon 10 Aug 2026 | Goods received by 31 July but not invoiced | Y11 – Schedule of Creditors/Accruals | Administrators / Budget Managers/Shared Services | Financial Accounting Office |
| Mon 10 Aug 2026 | Income received in advance | Y12 – Schedule of Income received in advance | Administrators / Budget Managers/Shared Services | Jayshree Mistry |
| Tue 11 Aug 2026 | Payroll – Timesheets and bonus/special payment notifications | Normal timesheets / signed requests for bonuses/special payments to be included in August payroll | Administrators / Budget Managers | Pay Office |
The full list of deadlines and guidance can be found in the Year End Guidance document on Sharepoint.
FINANCIAL YEAR END HELP GPT
We have also created a new GPT within ChatGPT called Financial Year End Help, which has been designed to help answer year-end procedure queries using the official year-end guidance and forms. We are in the process of giving everyone access to this. If you already have a ChatGPT account, you should receive an email shortly inviting you to access the GPT. If you don’t receive an invite email and you already have a ChatGPT account, please contact Finrep to get added.
If you do not have a ChatGPT account, you will not receive an invitation email for this GPT. To create an account, please follow the onboarding guidance here. Once you have created your account, received your invitation, and can access ChatGPT, please let us know by emailing us so that we can get you added to the Financial Year End Help GPT.
The link for the GPT itself is here. Please note, this will not work unless you have been added as a user on this GPT at our end.
If there are any issues with creating a ChatGPT account, please contact the AI team at aiteam@kent.ac.uk. Any other queries relating to the Financial Year End Help GPT, please contact us.
Thank you all.
Kindest regards,
Financial Accounting Office