Winter Break Preparation

Planning for the end of the calendar year includes these recommended dates to help ensure purchase requisitions (PRs) and payments needing completion before winter break (Dec 23) process on time. PRs that do not require pre-break completion can be submitted on the regular schedule. Central Procurement will continue managing all requests and address any exceptions as needed.

Formal bidding and contract review may extend processing timelines.

5:00 p.m. Monday, November 10

Purchase Requisitions (PRs) Greater Than or Equal to $100,000 

• Enter non-catalog PRs, punchout PRs, and hosted catalog PRs into PSUbuy and route through the approval workflow to Central Procurement.
• Add a comment to help approvers prioritize PR completion before winter break. 

Supplier Onboarding 

• Submit requests to invite suppliers to register in PaymentWorks. 

5:00 p.m. Friday, November 21

Non-catalog Purchase Requisitions (PRs) Less Than $100,000

• Enter PSUbuy non-catalog item and route through the approval workflow to Central Procurement.
• Add a comment to help approvers prioritize PR completion before winter break. 

Renewal Purchase Requisitions

• Submit requests needed for January 1.

5:00 p.m. Wednesday, November 26 - 8 a.m. Monday, December 1

Thanksgiving Day and Campus Closedown

• University holidays 

5:00 p.m. Monday, December 1

• Submit Non-PO contracts for review.

5:00 p.m. Tuesday, December 9

Invoices 

• Suppliers should post invoices due in December in the SAP Business Network or email [email protected] for posting by December 15 to ensure posting and exception clearing prior to winter break.
• Complete accurate goods receipts (GR) for delivered orders and approve invoice receipts for services performed to ensure posted invoices pay per the Winter Break schedule.  
• Confirm funds availability, use a valid/correct budget, ensure all cost objects remain open with valid posting dates and/or have received an extension through December 31 to allow time to process and payment to clear per terms. 

PO Change Forms

• Submit PO Change Forms (POCF) for existing orders requiring modifications.

12:00 p.m. Friday, December 12

PSUbuy Catalog Orders Less Than $25,000 

• Completely through the approval workflow and PO released. 

5:00 p.m. Wednesday, December 17

Goods Received and Services Rendered  

• Follow system alerts to complete accurate goods receipts (GR) for delivered orders and approve invoice receipts for services performed to ensure posted invoices pay per the Payment Schedule for Winter Break.  
• Review the Blocked Invoices Report to determine outstanding goods receipts.

Wednesday, December 24 - Friday, January 2, 2026

Payment Schedule

8:30 a.m. Tuesday, December 23 

• Last payment run prior to Winter Break.
• ACH, wire, and prenote run on the regular schedule.
• Final wire, positive pay, and prenote file runs before Winter Break.

Wednesday, December 24 - Friday, January 2, 2026 

• ACH banking happens on an ad-hoc basis and only includes necessary billings and payroll-related functions.
• Check payment or wire payment runs will not occur during the break.

Monday, January 5

• ACH, wires, positive pay, and checks return to regular processing schedules.

Winter Break Closure

• No PRs or POs processed.
• Enter the PSUbuy Need-by Date as the requested delivery date. Remain mindful of supplier estimated delivery times and follow shipping and delivery instructions. Avoid shipments arriving during this period unless specifically instructed.