Year End Closing

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

Last day to deposit funds in the Long Term Pool.

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). 

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

Last day for Workday Payroll Costing Allocations additions/changes for MC Bi-weekly and UPG Bi-weekly (6/8-6/21) to be completed on 6/25 and ACD Bi-Weekly (6/16 - 6/29) to be completed on 7/2. There will not be time for PAAs related to these payroll runs in the current fiscal year as PAAs cut off on 6/20. Departments need to assure Costing Allocations are up to date and correct before payroll runs are completed. Users can resume entering PAAs on 7/3/25.
 

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.

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.

Last day to submit Procurement contracts requiring signature (includes Contract Requests Requiring Signature and Non-Catalog Orders that are contract requests) for FY25 contract execution.

Final MC Bi-weekly and UPG Bi-weekly (6/8 - 6/21) completed. Payroll Accounting Adjustments related to the pay periods have to be entered in the new fiscal year as PAAs cut off on 6/20.  Users can resume entering PAAs on 7/3/25.
 

Banking activity, including ACH and Wire payments, that post to Bank of America by 6/26 will be posted in FY25 if the Ad Hoc Bank Transaction is fully approved. Check deposits need to be deposited by EOD 6/25 to post by 6/26 with Bank of America. The BoA integrations run in the mornings for prior day activity so 06/26 activity will import into Workday on 06/27. To post in FY25, AHBTs need to be fully approved at/around 5:00pm on 06/27. All transactions not approved or recorded will be posted in FY26. Credit cards in particular have variability of when the bank actually credits the University account.
 

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

Last scheduled accounting journal integration

Final settlement run will be completed by 11 AM.

All unapproved PAAs will have to be cancelled by UVA Finance. Users can resume entering PAAs on 7/3/25.
 

All Accounting Journals and Adjustments must be approved through departmental and central workflows by 4 PM. Accounting Journals and Adjustments in progress will be canceled by Central Accounting at this time. Canceled accounting journals and adjustments can be resubmitted in the next fiscal year.  In some cases the Year-End Adjustments book code may be able to be utilized.

See Period Close Events for detailed steps and timing. 

Final UPG and ACD Monthly (5/25 - 6/24) completed. ACD monthly will post to 6/24/2025 (FY25). Payroll Accounting Adjustments related to the pay periods have to be entered in the new fiscal year as PAAs cut off on 6/20. Users can resume entering PAAs on 7/3/25.
 

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

System will be down for year-end balancing and closing activities June 28 - June 30, 2025.  System will become available on July 1st except for Payroll Accounting Adjustments which become available on July 3, 2025.

Daily integration from Adaptive to WD will be suspended after this day. Integration for FY2025-26 budget will resume in FY2025-26. Any FY2024-25 budget amendments and adjustments must be entered in Adaptive by 5pm to be reflected in Workday. 
 

Student refund process resumes 7/1.

ACD Bi-weekly (6/16 - 6/29) completed. Will post to 7/1/25 (FY26).  Users can resume entering PAAs related to this pay period on 7/3/25.
 

Users can resume entering PAAs to post to FY26.

Department allowed to transfer funds in same fund/function to clear deficits. 

Financial Reporing to process Financial Reporting Adjustment entries.