Munis Finance System Closing

There are several important dates listed below for year-end system closings. Please make note of anything that pertains to your department or section financials.

YEAR-END CLOSE KEY DATES NOTIFICATION

July 11 — MUNIS finance system closing for Fiscal Year 2025 (FY25) and opening of the new Fiscal Year 2026 (FY26) will be completed

Requisitions

• April 1 — FY25 requisitions requiring a formal bid and Purchase Order
  - total purchase cost is expected to be $25,000 or more
  - purchase is not covered by an existing bid or active contract
  - must have all necessary Department level approvals completed in MUNIS.
• May 1 — FY25 requisitions not requiring a formal bid for
  - purchases against an existing bid or active contract
  - purchases where the total purchase cost is less than $25,000
  - must have all necessary Department level approvals completed in MUNIS
• May 9 — Deadline to submit re-appropriation form to Budget
  - Department head to email your department’s budget analyst re-appropriation request form to request potential re-appropriation of FY25 appropriations to FY26
• June 30 — FY25 unprocessed requisitions will be rejected by the Purchasing
  department
  - rejected requisitions will need to be re-entered as a FY26 requisition
• July 1st start date to enter FY26 requisitions

Purchase Orders (PO’s)

• June 16 — changes to increase FY25 PO’s require a FY25 PO change order, and
  - must have all necessary Department level approvals completed
  - must have a journal date of no later than June 30th, or they will be rejected.
•  July 3 — FY25 and previous PO’s encumbered with annual funds and with no outstanding invoices or unreceived items against them must be closed.
  - to close a PO, users submit a PO change order reducing the balance to $0.
• July 14 — change orders to FY26 PO’s can be entered after FY25 year-end close is completed

Contracts

• June 30 — FY25 Contracts, which are expired, completed, or no longer needed, must be closed
  - all payments and attached POs must be closed before the contract can be closed
  - to close an expired contract, email the Contract # to CityClerk@cityoftulsa.org
  - to close a public construction or architecture/engineering services contract, complete and submit a final pay packet for Mayor approval to the City Clerk’s Office
  - to close an active contract, complete and submit a contract termination request for action for Mayor approval to the City Clerk’s Office
• June 23 — FY25 Contracts and Contract Change Orders’ as well as Contract Encumbrance Modifications’ must be in the City Clerk’s office by 5 p.m. Monday, June 23rd for the June 25th Mayor’s Agenda.
• July 1 — FY25 un-posted contracts will be rolled un-posted to FY26. Funds will be encumbered against FY26 funds.
• July 1 — start date to enter FY26 Contracts
• July 11 — ALL Contract Change Orders will be deleted from the system. A list of deleted contracts will be provided at the completion of the Year End procedures.

Invoices

• June 30 — FY25 invoices must be sent to AP to be posted to FY25 budget. Invoices for FY25 received by AP after July 1st, may be posted to FY26 budget.
• July 7 — FY25 invoices must be entered and released into workflow; final date to complete
• July 7 — FY25 invoices requiring an RFAIN;
  - final date to complete all necessary department workflow approvals by noon.
  - Invoices will appear on the July 9th Mayor’s Agenda.
  - FY25 invoices cannot be paid with a FY26 PO; an RFAIN will be needed
• July 9 — FY25 invoices not requiring an RFAIN,
  - must be through all necessary department workflow approvals

P-Cards

• July 3 — last date FY25 P-card transactions will be imported into MUNIS
• July 9— P-card transactions must be allocated and Department level approvals completed
  - time requirement per P-card policy (3 days)
• July 14 — FY26 P-card transactions will be imported after FY25 year-end closing is completed
  - FY26 P-card transactions cannot be processed using FY25 PO’s.
  - departments should complete a change order if a FY25 PO is to be utilized on a FY26 P-card transaction.
  + include the invoice number in the change order notes section.