Year End Closing

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

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.

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.

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 FY24.  Meter readings accessible on departmental copiers in May will 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.

Date that stipends must be entered AND approved in SAFM to ensure they disburse on time and are received by student by July 1. July stipends entered after this date are subject to delays until after July 1st.

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.

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.

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.

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.

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.

The JULY STIPEND Disbursement date is 6/17/2024 to ensure payments are processed prior to fiscal year end closing and students receive their stipend by July 1.

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.

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. 

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

Process Financial Aid for Summer Session II  in SIS.

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

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.

SIS will process final student stipend file for fiscal year.

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.

Final Feed from SAFM to the SIS  departmental aid module

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 6/22 through 6/28.

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

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 6/21. 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.

All Accounting Adjustments and Accounting Journals affecting Capital Equipment (non-ETF) must be submitted and through departmental approvals no later than Tuesday, June 25. The Fixed Asset Team will reject/deny transactions after the cut-off. 

Final student refunds to be processed from AP system for fiscal year.