Who is impacted:
Faculty, departmental administrators, financial administrators, and central offices supporting sponsored projects with final invoices or reports due in June or July 2026.
As part of Project RISE, the University’s transition to SAP S/4 HANA, certain sponsored projects are subject to accelerated year-end processing deadlines. These deadlines were established to align with SAP cutover timing and the state biennium close and take precedence over the standard UFS Year‑End Schedule for affected awards.
These deadlines apply to the posting of actual expenses required for final sponsored project invoicing and reporting, including State of Kentucky–funded sponsored projects with budget periods ending June 30, 2026 or earlier.
Listed below are important dates related specifically to sponsored projects for a successful cutover to SAP S/4 HANA in mid‑July.
JULY 8, 2026
Last day to post expenses to sponsored projects with final invoices or reports due in July 2026.
JULY 9, 2026
Sponsored projects with a July final invoice or report will move to Closing status.
JULY 16, 2026
Last day for Research Financial Services (RFS) to create June invoices and July sponsored projects final invoices or reports in SAP GUI.
Any June invoice or July final not created in SAP GUI by July 16, 2026 will not move forward to SAP S/4 HANA and may require additional review or resubmission after go‑live.
JULY 17, 2026
SAP GUI unavailable due to system conversion.
Additional Guidance
These dates apply only to sponsored projects with final invoices or reports due in June or July 2026.
Encumbrances Reminder:
Encumbrances do not represent actual expenses and will not be included as charges on final invoices or financial reports. Costs intended for inclusion must be fully posted as actual expenses in SAP by the applicable deadlines.
Expenses not included by the required deadlines will not be reflected on the final invoice or report and will post to the department overrun account.
Research Financial Services (RFS) has published detailed FY26 guidance—including payroll and non‑payroll deadlines, accrual expectations, and processing considerations—to support compliance and timely submission during this transition.
FY26 Accelerated Sponsored Projects Year‑End Deadlines (RFS)