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.

July 10, 2026 – MUNIS finance system closing for Fiscal Year 2026 (FY26) and opening of the new Fiscal Year 2027 (FY27) will be completed

 Requisitions

• April 1 – FY26 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 8 – 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 FY26 appropriations to FY27

• June 1 – FY26 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

• June 30 – FY26 unprocessed requisitions will be rejected by the Purchasing division
  • Rejected requisitions that are still needed must be re-entered as a FY27 requisition

• July 1 – start date to enter FY27 requisitions

Purchase Orders (PO’s)

• June 15 – Changes to increase FY26 PO’s require a FY26 PO change order, and
  • Must have all necessary Department level approvals completed
  • Must have a journal date of no later than June 30, or they will be rejected.
• July 2 – FY26 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 13 – Change orders to FY27 PO’s can be entered after FY26 year-end close is completed

Contracts

• June 30 – FY26 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 number 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 22 – 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 22 for the June 24 Mayor’s Agenda.
• July 1 – FY26 un-posted contracts will be rolled un-posted to FY27. Funds will be encumbered against FY27 funds.
• July 1 – start date to enter FY27 Contracts
• July 8 – 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 1 – All invoice corrections due to AP Manager
• June 30 – FY26 invoices must be sent to AP to be entered in FY26. Invoices for FY26 received by AP after July 1, will be entered in FY27.
• July 6 – FY26 invoices must be entered and released into workflow; final date to complete
• July 6 – FY26 invoices requiring an RFAIN;
  • Final date to complete all necessary department workflow approvals by noon.
  • Invoices will appear on the July 8th Mayor’s Agenda.
• FY26 invoices cannot be paid with a FY27 PO; an RFAIN will be needed
• July 8 – FY26 invoices not requiring an RFAIN,
  • must be through all necessary department workflow approvals

P-Cards

• July 2 – last date FY26 P-card transactions will be imported into MUNIS
• July 8 – P-card transactions must be allocated and Department level approvals completed
  • Time requirement per P-card policy (3 days)
• July 13 – FY27 P-card transactions will be imported after FY26 year-end closing is completed
  • FY27 P-card transactions cannot be processed using FY26 PO’s.
  • Departments should complete a change order to liquidate if a FY26 PO is to be utilized on a FY27 P-card transaction.
  • + Include the invoice number in the change order notes section.