Year End Closing

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.
 

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.

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

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

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. 

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

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.

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

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.

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.

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.

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. 

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

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

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

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)
 
 

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

Final biweekly payroll for FY23 will process on June 21.

Process Financial Aid for Summer Session II  in SIS.

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)

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.

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.

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

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

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. 

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. 

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. 

All expense reports must be fully submitted and approved.