Finance dates and deadlines to remember

While most things in DMSE don’t have hard deadlines, transaction processing and group member management recur in predictable cycles. Here’s a summary of information to help you know what to keep track of:

Travel reports can’t be submitted until after the trip has been fully completed. Because of this, it’s usually better to wait for all charges for a single trip to come in so they can all be on the same report instead submitting separate reports for each charge.

The new FRC period begins the first week of the month (usually around the 10th), running for transactions from the previous month. Reviewers are asked to complete their review by the final week of the month. On the Monday of the final week, a reminder will be sent to anyone who hasn’t yet completed their monthly review, so it’s best to try to have FRC review completed before then.

Within DMSE, each charge’s documentation is due within 10 days of its appearance in the P-card app. After you’ve accumulated more than three transactions that have swept without documentation, a message is sent stating that all documentation must be submitted within 2 business days, or the credit card in question will be placed on hold.

The specific dates for late change request deadlines, eSDS weekly cutoff deadlines, and eSDS monthly cutoff deadlines will vary from year to year, but they roughly correspond to the following schedule:

VPF’s HR/Payroll Cutoff Schedule Calendar can be found on their website, under Related Links.

The calendar for 2025 can be found here.

All transactions received after this point will not be posted until the beginning of the next fiscal year in July.