NORMAL PROCESSING FOR FY26 ENCUMBRANCES WILL RESUME
JULY 1, 2025

*Dates subject to change upon the Controller’s Office final schedule.

Infrastructure and Sustainability is excited to announce the launch of our new Project Request Portal.

This new portal is designed to provide an improved requestor experience, enhanced information gathering, and helpful prompts to ensure successful project execution.

The new portal is accessible only by approved Facilities and Operations roles.

Individuals unsure of their authorization will need to work with their Facilities and Operations representatives to enter requests.  

Instructions for Submitting a Project Request

NOTE: Please refrain from using special characters, such as (% ^ & * $) in your project title as Workday integration is unable to process these characters and delays will result with your project request. 

  • Friday, February 14, 2025 is the FINAL day to submit new project requests for projects to be encumbered with FY25 funds. This includes project requests for furniture.
  • FY25 projects will be prioritized over project requests received after February 14, 2025.
  • There is no guarantee funds can be encumbered by year-end deadlines for project requests received after February 14.
  • If design has not been completed by February 14, only design funds will be able to be encumbered.
  • For construction project requests, the deadline for spending FY25 Funds requires an already completed design by February 14 to encumber funds for construction.

New project requests entered after February 14, 2025 will be prioritized for FY26. 

 

Create a Project Request

FY25 Contracting Deadlines

Project Requests

 

Friday, February 14th, 2025 is the FINAL day to submit new Project Request for projects to be encumbered with FY25 funds.

If design has not been completed by February 14th, only design funds will be able to be encumbered. For construction project requests, the deadline for spending FY25 Funds requires an already completed design by February 14th, to encumber funds for construction.

Bidding and Advertising

 

Friday, February 21, 2025, by 5 p.m. is the FINAL day to submit bidding/advertising requests to encumber FY25 funds to Contracting Officers via email.

  • RFQP’s take a minimum of 60 days from advertising to award;
  • Hard bids take a minimum of 30 days.
  • You must factor in time for drafting contract, obtaining required docs, and both contract and PO approvals to complete in WorkDay.

Contract Awarding

 


Friday, May 9th, 2025 is the FINAL day to submit Contracts and Change Orders in Workday to encumber FY25 funds (must be in Contracting Officers’ queue by 5 p.m.).

If Bonds & Increase Riders are applicable, funds cannot be encumbered if they are not included in the contracting package.

Invoices/Pay Applications

 

Friday, May 23rd, 2025 is the FINAL day to submit Invoices/Pay Applications in Workday (must be in Contracting Officers’ Workday queue by 5 p.m.).