Year End Closing

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.

Daily integration from Adaptive to WD will be suspended after this day. Integration for FY2024-25 budget will resume in FY2024-25. Any FY2023-24 budget amendments and adjustments must be entered in Adaptive by 5pm to be reflected in Workday. 

Last scheduled accounting journal integration

Last SIS Refund Checks/ACH payments processed for the fiscal year. This activity processes SIS data from the prior business day (SIS to Workday nighly interface feed). 

Last day for approving Requisitions. Requisitions must be through departmental approvals by this date.  Approved requisitions will be converted to POs by the end of the fiscal year. Requisition in progress at this date will be canceled by UVA Finance and will have to be re-entered in the next fiscal year.

See Period Close Events for detailed steps and timing. 

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.

Central to close Assets period close activity group. Lisa Layne to run Depreciation for the month.

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.

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 refund process resumes 7/1.

SFS to Run Final Batch Refunds. No student refunds 6/22 through 6/28.

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

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

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

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. 

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.

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.

System will be down for year-end balancing and closing activities. See Period Close Event for detailed steps and timing.

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

Last day to submit Procurement contracts requiring signature (includes Contract Requests Requiring Signature and Non-Catalog Orders that are contract requests) for FY24 contract execution.

Department allowed to transfer funds in same fund/function to clear deficits.  More guidance will be posted closer to year end.