Texas Tech University

Procurement Services 2025/2026 Fiscal Deadlines

Procurement Services (“PS”) has established the following fiscal year-end deadlines for transactions against current fiscal year (“FY”) funds and established financial transactions for the start of FY26. PS established these deadlines to enable PS staff to manage the increased fiscal year-end workload. Deadline flexibility is impacted when additional reviews or approvals are required outside of PS.

TechBuy will open on April 1, 2025, for FY26 requisitions. Transactions must have an accounting date of “9/1/2025” to enable the workflow for FY26 transactions. Failure to do so will result in the transaction being encumbered on FY25 funds. This is an automated TechBuy process. FY25 transactions will only be processed when the funds are available (when the budget is open and correctly set up by the department).

Please refer to Operating Policy and Procedure 72.09 for process guidance. 

FY25 FUNDS

Purchases of goods, furniture, equipment, or services utilizing FY25 funds.
 $100,000.01 or above Purchases that require formal procurement: not on a purchasing/cooperative contract, TTU contract, State of Texas contract, sole source, etc. * If any equipment acquisition requires facility modification, please see the link on the second page. *  By June 6, 2025
Purchases of goods, furniture, equipment, or services utilizing FY25 funds
 Less than $100,000 or any dollar amount if on a TTU or cooperative contract Purchases that do not formal procurement or purchases on a TTU, State of Texas, or cooperative contract. Also includes sole source and exempt transactions. * If any equipment acquisition requires facility modification, please see the link on the second page. *  By August 1, 2025
PCard FY25 expenditures
 All Pcard transactions FY25 Transactions posted on or before 8/29/2025 must be submitted by 5:00 p.m on 8/29/2024 to charge FY25 funds. By August 29, 2025
Invoices FY25 expenditure
 All vendor invoices Receiving must be completed by 8/29/2025 for payment to be posted to FY25 when a required invoice is present. Receiving must be completed when a required invoice is submitted. By August 29, 2025
Direct payments for FY25 expenditures
 All direct payments FY25 direct payments must be received by Payment Strategies no later than 5:00 p.m. on Friday, August 22, 2025. After this date, transactions will be posted to FY26. By August 22, 2025, and the PO is completed
Wire payments utilizing FY25 funds
 All wire payments Wire payments need to be submitted by Monday, August 18, 2025, for posting in FY25. By August 18, 2025
Voyager Fleet Card expenses utilizing FY25 funds
 All Voyager card transactions FY25 charges on the Voyager Fleet Card before July 18, 2025, will be charged to FY25 funds. By July 18, 2025
Travel Reimbursements
 All travel transactions Travel expense reports processed against FY25 funds must be entered into Chrome River. To ensure that travel expenses are processed against the correct fiscal year funding, domestic travel vouchers must be submitted online within five (5) working days after the traveler’s return to headquarters or no later than 5:00 p.m.August 22, 2025. Foreign travel expense reports must be submitted no later than August 18, 2025. By August 22, 2025

FY26 FUNDS

Purchases of goods, furniture, equipment, or services utilizing FY25 funds
 $100,000.01 or above Purchases that require formal procurement: not on a purchasing/cooperative contract, TTU contract, State of Texas contract, sole source, etc. * If any equipment acquisition requires facility modification, please see the link below. * By May 30, 2025
Purchases utilizing FY26 funds
 Less than $100,000 or
any dollar amount if on a TTU or cooperative contract		 Purchases that do not formal procurement or purchases on a TTU, State of Texas, or cooperative contract. Also includes sole source and exempt transactions. * If any equipment acquisition requires facility modification, please see the link below. *  By June 27, 2025
Copiers utilizing FY26 funds
 All copiers Copiers (new and renewals), equipment, and annual service contracts. By July 7, 2025
Business contracts that must be completed prior to 9/1
 All business contracts Contracts that must be in place by 9/1 By June 13, 2025
PCard FY26 expenditures
 All Pcard transactions Transactions posted on or after 8/30/2025, and expense reports submitted on or after 8/30/2025 will be charged to FY26 funds. After August 30,
2025
Voyager Fleet Card expenses utilizing FY26 funds
 All Voyager card transactions Charges on the Voyager Fleet Card on or after July 24, 2025, will be charged to FY26 funds. On or after July
24, 2025
Travel Reimbursements
 All travel transactions Any trips beginning with a start date of 9/1/2025 or later will be encumbered and processed using FY26 funding in Emburse.  

* For any facility renovation/modification, the department must submit a project request
https://www.depts.ttu.edu/operations/iservicedesk-intermediary.php. This includes, but is not
limited to, equipment that requires additional electrical support, ventilation, data support, size
and/or floor load accommodation, vibration analysis, etc. For additional questions about facility
modifications, please email operations.projectoffice.staff@ttu.edu.

** All goods or services must be received in TechBuy by August 29, 2025, to utilize FY25
appropriated funds (funds starting with 11, 12, 13, and 14).

Procurement Services

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