To review a list of known issues we are working on please visit our Workday Finance status page. Have something additional to report? Contact askfinance@virginia.edu
To review a list of known issues we are working on please visit our Workday Finance status page. Have something additional to report? Contact askfinance@virginia.edu
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 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 | ||
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 | ||
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 | ||
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 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. |
ISD - Capital Projects | ||
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 | ||
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 biweekly payroll for FY24 will process on June 19. |
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 | ||
Last day to enter non-Grant Payroll Accounting Adjustments |
Last day to enter Payroll Accounting Adjustments for non-grants. |
Payroll | ||
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. |
OSP | ||
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 |