Year End Closing

For any department purchases made on ETF Designateds, the cutoff date to order from Cavalier Computers will be Friday, April 25, 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

All Accounting Adjustments and Accounting Journals affecting ETF Capital Equipment must be submitted and through departmental approvals no later than Friday, May 9. 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 9. Exceptions must be pre-approved by the Fixed Assets Accounting Group.

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 FY25.  Meter readings accessible on departmental copiers in May will be billed in FY25. 

Deadline to place all intended FY25 T&E Card transactions - cannot guarantee all transactions will post and be fed to Workday in time to complete expensing process. Please make FY25 purchases as early as possible. T&E Cards can be used throughout year end close. Purchases made after 6/11 will likely need to be expensed in FY26.

Catered events (UVA Dining Services) held on or before June 11 will be billed in FY25. Events on/after June 12 will be billed in FY26.

Purchase must be received and signed for by the department in order to be billed in FY25. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

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 FY25 billings.

The JULY STIPEND Disbursement date is 6/16/2025 to ensure payments are processed prior to fiscal year-end closing and students receive their stipend by July 1.

Process Financial Aid for Summer Session II  in SIS.

All Supplier Invoice Requests must be complete and approved by this time to guarantee payment in FY25. This includes any requiring adjustments or resubmits to Procurement. Departments will not be able to submit any system SIRs after this cutoff. However, any SIRs submitted before the deadline can still be approved.

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.

SIS will process final student stipend file for fiscal year.

All expense reports must be fully submitted and through departmental approvals by this date to guarantee payment in FY25. Expense reports may still be submitted and approved after this deadline but are not guaranteed to be paid in FY25.

Final ACD bi-weekly payroll (6/2 - 6/15) to be posted to FY25 will process on June 18. Payroll Accounting Adjustments related to the pay period have to be entered by or in OSP's queue (PAA's related to Grants) by 6/20/25. No PAAs can be initiated after 6/20/25. Users can resume entering PAAs on 7/3/25.

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.

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 6/19, there is no recourse in this fiscal year.

Final Feed from SAFM to the SIS  departmental aid module

Deadline for UVA units who send electronic invoice files to Workday.  Example: Bookstore, Library, FM. Valid electronic invoices received by this date will be processed in this fiscal year. Integrations and Jaegger will be suspended after 6/19 scheduled evening runs.
 

SFS to Run Final Batch Refunds. No student refunds 6/23 through 6/30.

Non-Grant Payroll Accounting Adjustments have to be approved by 6/27/2025 at 4pm or they will have to be cancelled by UVA Finance. There is no recourse in the current fiscal year. Users can resume entering PAAs on 7/3/25.
 

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

Last day to receive incoming funds from the University Affiliated Organizations. The schools and departments with fund balance deficits and/or funds due from any UAO should receive the deposits into the University by this date.

Purchase Orders that include Grants with end dates <6/1/2025 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.

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

    
Last day for Payroll Accounting Adjustments that impact Grants. Transactions need to be through departmental approval workflow by 6/20. PAAs not through departmental approval workflow by 6/20, may not be approved by OSP and there is no recourse in FY25. PAAs not approved by OSP will be canceled by UVAFinance. Users can resume entering PAAs on 7/3/25.

All Accounting Adjustments and Accounting Journals affecting Capital Equipment (non-ETF) must be submitted and through departmental approvals no later than Tuesday, June 24. The Fixed Asset Team will reject/deny transactions after the cut-off.