Year End Closing

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 28, at the close of business. Exceptions must be pre-approved by the Fixed Assets Accounting Group.
 

ETF, ISD - Cavalier Computers

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 12.

Exceptions must be pre-approved by the Fixed Assets Accounting Group.

ETF, Accounting Journals, Accounting Adjustments

Last Day for Cavalier uploaded ETF ISD transactions

Last day for Cavalier to upload ISD transactions involving ETF related invoices/credits.

ETF, ISD - Cavalier Computers

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 FY23

Last day for printing jobs delivered and copies made at our Copy Centers to be billed in FY23.  Meter readings accessible on departmental copiers in May will be billed in FY23. 

ISD - Printing & Copying Services

State Appropriation Request Deadline

Budget

Last day for catered events to be billed in FY23

Catered events held on or before June 9 will be billed in FY23. Events on/after June 10 will be billed in FY24.

ISD - Dining Services

Last day for Bookstore purchases to be billed in FY23

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 FY23 billings.

ISD - Bookstore

Last day for Cavalier Computer purchases other than Capital Equipment to be billed in FY23

Purchase must be received and signed for by the department in order to be billed in FY23. 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

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 6/16/2023 to ensure students receive their stipend on time. July stipends entered after June 15th are subject to delays until after July 1

Student

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, Accounts Payable

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, Accounts Payable

T&E Card Transactions

Deadline to place all intended FY23 T&E Card transactions - cannot guarantee all transactions will post and be fed to Workday in time to complete expensing process. Please make FY23 purchases as early as possible. T&E Cards can be used throughout year end close. Purchases made after 6/16 will likely need to be expensed in FY24.

Procurement, Expense

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, Purchasing, Accounts Payable

Electronic Invoices

Valid electronic invoices received by this date will be processed in this fiscal year.

Procurement, Accounts Payable

Supplier Invoice Correction/Action

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

Procurement, Accounts Payable

Electronic Invoice Receipt

Deadline for UVA units who send electronic invoice files to Workday.  Example: Library, FM.

Procurement, Accounts Payable

Last day for ISD transactions related to capital projects

Last day for ISD transactions for capital projects. Facilities Management and ITS will not bill capital projects after this date and the following transactions related to capital projects will be suspended until the next fiscal year:  

Accounting Journals (ACC INT51005 STD Accounting Journal Inbound - Journal Source FM - Integrations)
Internal Service Delivery (ISP INT511003 STD Group 2 ISD Inbound - Facilities and ITS)
Supplier Invoices (SUP INT54023 STD FM Supplier Invoices Inbound)
 
 

ISD - Capital Projects

Supplier Invoice Approval (Receiving)

All supplier invoice approvals (receiving) must be done by this date to be processed/accounted in this fiscal year.

Procurement, Purchasing

Final ACD Bi-weekly payroll completed

Final biweekly payroll for FY23 will process on June 21.

Payroll

Financial Aid batch disbursement date for Summer Session II.

Process Financial Aid for Summer Session II  in SIS.

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 6/22, there is no recourse in this fiscal year.

Integrations: 
ISP INT511002 STD Group 1 ISD Inbound (8:00pm)
ISP INT511003 STD Group 2 ISD Inbound (8:30pm)
ISP INT511004 STD Group 3 ISD Inbound (9:00pm)

ISD - Internal Service Deliveries

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 the aid will not disburse until July 3rd, and if they are stipend payments, they will not refund until July 5th.

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, Accounts Payable

SFS To Run Final Batch Refund Process

SFS to Run Final Batch Refunds. No student refunds 6/24 through 7/2.

Student

Workday Non-Catalog Orders; Contracts Requests Requiring Signature

Last day to submit Procurement contracts requiring signature (includes Contract Requests Requiring Signature and Non-Catalog Orders that are contract requests) for FY23 contract execution

Procurement, Purchasing

Last integration from Adaptive to Workday for FY2022-23 budget

Daily integration from Adaptive to WD will be suspended after this day. Integration for FY2023-24 budget will resume in FY2023-24.

Any FY2022-23 budget amendments and adjustments must be entered in Adaptive by 5pm to be reflected in Workday. 

Budget

Last day to enter Payroll Accounting Adjustments for Grants

Last day for Payroll Accounting Adjustments impacting Grants. Transactions need to be entered and approved by initiating departments in OSP queue by 6/23.  PAAs not through departmental approval workflow by 6/23 may not be approved by OSP in FY23.  Departments will need to reenter the PAAs in FY24 for processing by OSP. 

Payroll

Last Day for Accounting Journals and Accounting Adjustments affecting capital equipment (non-ETF)

All Accounting Adjustments and Accounting Journals affecting Capital Equipment (non-ETF) must be submitted and through departmental approvals no later than Monday, June 26.

The Fixed Asset Team will reject/deny transactions after the cut-off. 

Capital Equipment - Accounting Journal & Adjustments

Workday Expense: employee reimbursements and T&E Card transactions

All expense reports must be fully submitted and approved. 

Procurement, Expense