You will still have view access to expense items in SFS after these dates, but the functionality to submit, approve, etc will not be available.
Please note: This is the date the functionality will be turned off in SFS. Each campus may have a deadline date before the SFS dates listed below.
| Deadline Date | Person Taking The Action | Action | Notes |
| 5/9/2025 6:00p
|
Traveler | Last day to create/submit cash advance | |
| 5/12/2025 8:00a | Approver | Last day for approver to send back cash advance | 5/12 is the last day for the approver to send the ER back. Please note that the traveler will be unable to resubmit ERs after 5/9. |
| 5/16/2025 | Traveler | Suggested date for travelers to submit their expense reports.
|
Please notify travelers and approvers to get the ERs submitted and approved as soon as possible. I would suggest having travelers submit their expense reports by May 16, 2025. This will allow adequate time for the expense report audit process which may require resubmission and reapproval.
|
| 5/19/2025 | Approver | Last day to approve/hold/deny/save changes cash advance | Turning off functionality 5/20/2025 8:00a |
| 6/1/2025 6:00p | Traveler | Last day to create/submit travel authorization | |
| 6/2/2025 8:00a | Approver | Last day for approver to send back travel authorization | 6/2 is the last day for the approver to send the TAR back. Please note that the traveler will be unable to resubmit TAs after 6/1. |
| 6/2/2025 | SFS Team | Last Corporate Card Upload | This will be the last upload into the traveler’s Wallet in SFS.
Wallett line items are purged from the wallet monthly. 4/2/2025 is that last date wallet line items will be purged. This means any charges prior to 12/23/24 will be removed from the wallet in SFS. |
| 6/2/2025 6:00p | Anyone who submits form | Last day to submit a non-employee EmplID form request | |
| 6/9/2025 6:00p | Approver | Last day for approver to send back expense report | Once sent back, traveler will be unable to resubmit
|
| 6/9/2025 5:00p | Campus / traveler | Last day to reconcile a cash advance thru expense report | This is the last day to pull a cash advance into an expense report to reconcile. |
| 6/10/2025 8:00a | Traveler | Last day to create/submit expense report | Approvers will be instructed to only approve or deny ERs from this point forward. |
| 6/10/2025 8:00a
|
Approver | Last day to approve/hold/deny travel authorization | |
| 6/12/2025 5:00p | Campus | Last day to settle (pay back) cash advance | This action is done by at the campus. |
| 6/16/2025 6:00p | Approver | Last day to approve/hold/deny/save changes expense report | |
| 6/16/2025 6:00p | Role: UW_UWS_NONEMPL_UWXXX | Last day to update a non-employee EmplID form request | |
| 6/16/2025 | SFS Team | Last run for the nightly batch expense jobs. | |
| 6/16/2025 | SFS Team | Last Upload for Authorized Driver/Fleet | The last data file upload from the Fleet system into SFS. This corresponds with the last date to approve an ER. |
| 6/26/2025 | SFS Team | Send back Expense Reports and Cash Advances that do not have the status of “Paid” | Any |
| 6/26/2025 | SFS Team | Runs report of unpaid expense reports |