{"id":3397,"date":"2026-08-04T16:37:10","date_gmt":"2026-08-04T15:37:10","guid":{"rendered":"https:\/\/blogs.kent.ac.uk\/finance-news\/?p=3397"},"modified":"2026-08-04T16:37:10","modified_gmt":"2026-08-04T15:37:10","slug":"financial-year-end-deadlines-guidance-chatgpt","status":"publish","type":"post","link":"https:\/\/blogs.kent.ac.uk\/finance-news\/2026\/08\/04\/financial-year-end-deadlines-guidance-chatgpt\/","title":{"rendered":"Financial Year End Deadlines, Guidance & ChatGPT"},"content":{"rendered":"

Dear Colleagues,<\/p>\n

We hope you are all well.<\/p>\n

As we approach the Financial Year End, this is just a reminder that the following deadlines are coming over the next week:<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Received in Finance<\/strong><\/td>\nDescription<\/strong><\/td>\nForm to be completed<\/strong><\/td>\nTo be submitted by<\/strong><\/td>\nLead Contact<\/strong><\/td>\n<\/tr>\n
Tue 4 Aug 2026<\/td>\nForeign Supplier invoices to Payments office<\/td>\nForeign invoices<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nPayments Office<\/td>\n<\/tr>\n
Tue 4 Aug 2026<\/td>\nPetty cash \/ cash floats<\/td>\nY1 \u2013 Petty cash \/ cash float certificate<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Tue 4 Aug 2026<\/td>\nForms received by FinAcc. Physical Stock take should be carried out by 31 July<\/td>\nY2 \u2013 Stock-take Declaration<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Tue 4 Aug 2026<\/td>\nAll Staff Expense claims to 31 July sent to Payments office by midday<\/td>\nExpenses on Staff Connect<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nPayments Office<\/td>\n<\/tr>\n
Tue 4 Aug 2026<\/td>\nInvoices information for sales made by 31 July to Billing Office (post 04\/08\/26 please add on Y10 for accrual)<\/td>\nSales invoices<\/td>\nAdministrators \/ Budget Managers<\/td>\nBilling Office<\/td>\n<\/tr>\n
Tue 4 Aug 2026<\/td>\nDeadline for receiving details of cash\/cheques banked up to 31\/07\/26<\/td>\nIn-cash posting sheets to Payments<\/td>\nAdministrators \/ Budget Managers<\/td>\nPayments Office<\/td>\n<\/tr>\n
Wed 5 Aug 2026<\/td>\nAll teams to GRN invoices and tasks on UBW for processing in 2025\/26<\/td>\nE-invoicing<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nPayments Office<\/td>\n<\/tr>\n
Wed 5 Aug 2026<\/td>\nAll electronic journals entered into UBW<\/td>\nUBW journals<\/td>\nJournal Originators<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Thu 6 Aug 2026<\/td>\nCredit\u00a0 Card Expenditure, A2B, Banner and Key Travel coded and approved by Smart Data users<\/td>\n<\/td>\nProcurement\/Finance Shared Services \/ various<\/td>\nPayments Office<\/td>\n<\/tr>\n
Thu 6 Aug 2026<\/td>\nAll journals approved in UBW workflow<\/td>\nUBW journals<\/td>\nJournal Approvers<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Thu 6 Aug 2026<\/td>\nPrepayments entered on SharePoint site<\/td>\nSharePoint Schedule of prepayments<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Fri 7 Aug 2026<\/td>\nDonations >5k not notified to development \/ Gifts in Kind<\/td>\nE-mail with details<\/td>\nAdministrators \/ Budget Managers<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Fri 7 Aug 2026<\/td>\nCredit Card\/Smart Data spend BIFs for 202512 received by RIS & VAT<\/td>\nSmart Data input<\/td>\nPayments<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Mon 10 Aug 2026<\/td>\nReimbursable costs<\/td>\nEmail with details<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nJayshree Mistry<\/td>\n<\/tr>\n
Mon 10 Aug 2026<\/td>\nSales made by 31 July but not invoiced<\/td>\nY10 – Schedule of Debtors\/Accrued Income<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Mon 10 Aug 2026<\/td>\nGoods received by 31 July but not invoiced<\/td>\nY11 – Schedule of Creditors\/Accruals<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nFinancial Accounting Office<\/td>\n<\/tr>\n
Mon 10 Aug 2026<\/td>\nIncome received in advance<\/td>\nY12 – Schedule of Income received in advance<\/td>\nAdministrators \/ Budget Managers\/Shared Services<\/td>\nJayshree Mistry<\/td>\n<\/tr>\n
Tue 11 Aug 2026<\/td>\nPayroll \u2013 Timesheets and bonus\/special payment notifications<\/td>\nNormal timesheets \/ signed requests for bonuses\/special payments to be included in August payroll<\/td>\nAdministrators \/ Budget Managers<\/td>\nPay Office<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

The full list of deadlines and guidance can be found in the Year End Guidance document on Sharepoint.<\/a><\/p>\n

FINANCIAL YEAR END HELP GPT<\/strong><\/span><\/p>\n

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\u2019t receive an invite email and you already have a ChatGPT account, please contact Finrep to get added.<\/p>\n

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<\/a>. Once you have created your account, received your invitation, and can access ChatGPT, please let us know by emailing us<\/a> so that we can get you added to the Financial Year End Help GPT.<\/p>\n

The link for the GPT itself is here<\/a>. Please note, this will not work unless you have been added as a user on this GPT at our end.<\/p>\n

If there are any issues with creating a ChatGPT account, please contact the AI team<\/a> at aiteam@kent.ac.uk. Any other queries relating to the Financial Year End Help GPT, please contact us.<\/a><\/p>\n

Thank you all.<\/p>\n

Kindest regards,<\/p>\n

Financial Accounting Office<\/p>\n","protected":false},"excerpt":{"rendered":"

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 … Read more<\/a><\/p>\n","protected":false},"author":82721,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[262271],"tags":[],"_links":{"self":[{"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/posts\/3397"}],"collection":[{"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/users\/82721"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/comments?post=3397"}],"version-history":[{"count":3,"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/posts\/3397\/revisions"}],"predecessor-version":[{"id":3400,"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/posts\/3397\/revisions\/3400"}],"wp:attachment":[{"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/media?parent=3397"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/categories?post=3397"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.kent.ac.uk\/finance-news\/wp-json\/wp\/v2\/tags?post=3397"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}