Year End Closing

Activity Date Description Finance Activity

Last Day to order ETF purchases (DN000298 IN-Equipment Trust Fund (ETF) and DN000299 WS-Equipment Trust Fund (ETF)) through Cavalier Computers (assumes equipment can be received by May 15th)

For any department purchases made on ETF Designateds, the cutoff date to order from Cavalier Computers will be Friday, April 26, at the close of business. Exceptions must be pre-approved by the Fixed Assets Accounting Group. Exceptions must be pre-approved by the Fixed Assets Accounting Group

ISD - Cavalier Computers

Last Day for Cavalier uploaded ETF ISD transactions

All Accounting Adjustments and Accounting Journals affecting ETF Capital Equipment must be submitted and through departmental approvals no later than Friday, May 10. Exceptions must be pre-approved by the Fixed Assets Accounting Group.

ISD - Internal Service Deliveries

Last Day for Accounting Journals and Accounting Adjustments (excl Cavalier Computers) affecting ETF capital equipment

All Accounting Adjustments and Accounting Journals affecting ETF Capital Equipment must be submitted and through departmental approvals no later than Friday, May 10. Exceptions must be pre-approved by the Fixed Assets Accounting Group.

Accounting Journals

Last day to have received and paid for ETF capital equipment

IMPORTANT NOTE: Final Day for all ETF items to be: Received/Paid/Operational 100% 

ETF

Last day for printing jobs delivered and copies made to be billed in FY24

Last day for printing jobs delivered and copies made at our Copy Centers to be billed in FY24.  Meter readings accessible on departmental copiers in May will be billed in FY24. 

ISD - Printing & Copying

Last day for catered events to be billed in FY24

Catered events held on or before June 7 will be billed in FY24. Events on/after June 8 will be billed in FY25.

ISD-Dining Services

SAFM|SIS Data Entry Deadline for July Stipend Payments to be processed prior to FY end. Must be Entered and Approve in SAFM.

The JULY STIPEND Disbursement date is 6/14/2024 to ensure students receive their stipend on time. July stipends entered after June 15th are subject to delays until after July 1st. 

Student

PO Invoice Cutoff

All valid PO invoices received via email in Accounts Payable by 12:00 Noon on this date will be processed with this year's funds.  Departments must ensure that the PO is complete and approved.

Procurement

Original documentation for Petty Cash

Original documentation must be received in Accounts Payable by 12:00 Noon this day. Please be sure and include all original receipts. Only complete and approved transactions will be processed in this fiscal year.

Procurement

Last day for Cavalier Computer purchases other than Capital Equipment to be billed in FY24

Purchase must be received and signed for by the department in order to be billed in FY24. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

ISD - Cavalier Computers

T&E Card Transactions

Deadline to place all intended FY24 T&E Card transactions - cannot guarantee all transactions will post and be fed to Workday in time to complete expensing process. Please make FY24 purchases as early as possible. T&E Cards can be used throughout year end close. Purchases made after 6/14 will likely need to be expensed in FY25.

Expense

Last day for Bookstore purchases to be billed in FY24

Purchases must be made at the Bookstore (includes Central Grounds, TJs Locker at AFC, Courts and Commerce at the Law School and Darden  Exchange) to be included in FY24 billings.

ISD - Capital Projects

July Mass Stipend Disbursement Date

The JULY STIPEND Disbursement date is 6/17/2024 to ensure students receive their stipend on time. July stipends entered after June 17th are subject to delays until after July 1st. 

Student

Supplier Invoice Requests: includes reimbursements to non-employees, students, and Medical Center employees.

All Supplier Invoice Requests must be complete and approved. This includes any requiring adjustments or resubmits to PSDS. Departments will not be able to approve or submit any system SIRs after this cutoff. 

Procurement

Supplier Invoice Correction/Action

All Supplier Invoice Correction/Action web request forms must be received in Accounts Payable by this cutoff.

Procurement

Electronic Invoices (direct feeds/integrations)

Deadline for UVA units who send electronic invoice files to Workday.  Example: Library, FM. Valid electronic invoices received by this date will be processed in this fiscal year.

Procurement

Last day for transactions related to Facilities/Capital Projects

Last day for transactions for Facilities/Capital projects. The following transactions related to capital projects will be suspended at noon until the next fiscal year:  ISD, Accounting Journal, Expense Reports, Supplier Invoices, Supplier Invoice Adjustments, Supplier Invoice Requests.
Multi-Funding Source (MFS) processing will be suspended for these projects after the scheduled processing on 6/18 in the evening. Any transactions initiated before cut-off but approved after will remain on the project defaults until MFS resumes next fiscal year.

Facilities/Capital Projects

Financial Aid batch disbursement date for Summer Session II.

Process Financial Aid for Summer Session II  in SIS.

Student

Final ACD Bi-weekly payroll completed

Final ACD bi-weekly payroll (6/3 - 6/16) to be posted to FY24 will process on June 19. Payroll Accounting Adjustments related to the pay period have to be entered by or in OSP's queue (PAA's related to Grants) by 6/21/24. No PAAs can be initiated after 6/21/24. Users can resume entering PAAs on 7/5/24

Payroll

Departments must have stipends entered and approved in SAFM

SIS will process final student stipend file for fiscal year.

Student

Last day for Internal Service Delivery (ISD) transactions.

Last day for internal service providers to create internal service deliveries (either manually or by integration). If the ISD is not Approved on this day or the ISD fails as part of the last integration run on 6/20, there is no recourse in this fiscal year.

ISD - Internal Service Deliveries

Last Day to Transfer Funds from UAOs to UVA R&V

UVIMCO

Last Day for SIS Departmental Aid Feed

Final Feed from SAFM to the SIS  departmental aid module

Student

SAFM Final Data Enry Deadline for all Aid to post in Fiscal Year 2023. Must be Entered and Approved in SAFM.

Final Deadline for aid to be included in the Fiscal Year.  If the SAFM awards are not Approved by this date at 5 pm the aid will not be refunded until July 1st, and if they are stipend payments, they will not refund until July 1st.

Student

Supplier Invoice Supporting Documentation Cutoff for Check Mailing

Any supporting documentation required to be mailed with a check must be received in Accounts Payable by this cutoff.  Checks will not be processed until this paperwork is received.

Procurement

SIS Final Journal Entry Files

SIS to run final Workday Journal files at 6 pm; both static & dynamic item types

Student

Last day to request Purchase Orders that include grants with end dates prior to June 1 for roll forward

Purchase Orders that include Grants with end dates <6/1/2024 will be closed by Procurement unless a specific request to keep and roll forward the PO to the next fiscal year is received from the Grant Manager by this day. See OSP Spotlight Newsletter and Finance Blog for details.

Procurement-Grants

Workday Expense: employee reimbursements and T&E Card transactions

All expense reports must be fully submitted and through departmental approvals by this date to be paid in FY24.

Expense

Accounting Journal and Accounting Adjustment cut off for transactions impacting Grants

Last day for Accounting Journals and Accounting Adjustments impacting Grants, entered and approved by initiating departments must be in OSP queue by this date 

Grants - Accounting Journal & Adjustments

Last day to enter Payroll Accounting Adjustments for Grants

Last day for Payroll Accounting Adjustments that impact Grants. Transactions need to be through departmental approval workflow by 6/21. PAAs not through departmental approval workflow by 6/21, may not be approved by OSP and there is no recourse in FY24. PAAs not approved by OSP will be canceled by UVAFinance. Users can resume entering PAAs on 7/5/24.

Payroll