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Year-End Departmental Dates

Below are key cut-off dates related to FY21 Year-End processes.  Filter the table using the "Area" dropdown list to pull information related to your various tasks/duties. 

Area Description Date Time Comments
ETF

Last Day for requesting new priority numbers for both Cavalier and non-Cavalier ETF purchases

Fri, Apr 2 Close of business

This is the last day for such requests because of limited timeframe to ensure ETF equipment is delivered, invoiced and in-service by Friday, May 14th. Exceptions which extend beyond this cut-off must be pre-approved by the Fixed Assets Accounting Group.

Cost Transfer/ETF

Last Day for submitting Cost Transfers (excl Cavalier Computers) affecting capital equipment

Fri, Apr 30 Close of business

All Cost Transfers affecting Capital Equipment must be submitted no later than Friday, April 30.

ISP - Cavalier Computers/ETF

Last Day to order ETF purchases (SE Awards) through Cavalier Computers (assumes equipment can be received by May 14th)

Fri, May 7 Close of business

For any department purchases made on a PTAO/ETF Award (the award begins with a SE), the cutoff date to order from Cavalier Computers will be Friday, May 7th, at the close of business. Exceptions must be pre-approved by the Fixed Assets Accounting Group.

ETF

Last day to have received and paid for ETF capital equipment

Fri, May 14 Close of business

IMPORTANT NOTE: There is NO carryover ETF spending to FY'22!!

ISP - Printing and Copying Services

Last day for printing jobs delivered and copies made to be billed in FY21

Fri, May 28 5:00 PM

Last day for printing jobs delivered and copies made at our Copy Centers to be billed in FY21.  Meter readings accessible on departmental copiers in May will be billed in FY21.

Budget

State Appropriation Request Deadline

Fri, Jun 4 Close of business

Any needed incremental appropriations must be submitted to the state Department of Planning and Budget to obtain the needed appropriation adjustment prior to June 30, 2021.

ISP - Bookstore

Last day for purchases to be billed in FY21

Fri, Jun 11 Close of business

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 FY21 billings.

ISP - Dining Services

Last day for catered events to be billed in FY21

Fri, Jun 11 5:00 PM

Catered events held on or before June 11 will be billed in FY21. Events after June 11 will be billed in FY22.

ISP/Cost Transfer-Cavalier ETF

Last Day for Cavalier uploaded ETF batches

Fri, Jun 11 5:00 PM

Last day for Cavalier to upload batches involving ETF related invoices/credits.

ISP/Cost Transfer

Last day for hand-keyed batches that use revenue or recovery in the batch (isp)

Thu, Jun 17 5:00 PM

Last day to hand key batches that use revenue or recovery in the batch. Even if you do not think of yourself as an isp this is the indication that you are charging others to recover for past expenditures on your PTAO. If the batch is rejected there is no recourse in this fiscal year.

Procurement

Foreign/Wire Web Form

Thu, Jun 17 12:00 Noon

All valid, AP approved wire request received by this cutoff will be processed this fiscal year.

Procurement

PO Invoice Cutoff

Thu, Jun 17 12:00 Noon

All valid PO invoices received 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

Payment Voucher: includes vendor payments and reimbursements to non-employees and Medical Center employees.

Fri, Jun 18 5:00 PM

All Payment Vouchers 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 Payment Vouchers after this cutoff. See note below.*

ISP - Cavalier Computers

Last day for purchases other than Capital Equipment to be billed in FY21

Fri, Jun 18 Close of business

Purchase must be received and signed for by the department in order to be billed in FY21. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

Payroll

LD Adjustment cut off for G, Z, and CS awards

Fri, Jun 18 5:00 PM

Last day for LD Adjustments that impact a G, Z, or CS award.

Procurement

Invoice Correction/Action

Mon, Jun 21 12:00 Noon

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

Procurement

Original documentation for Petty Cash

Mon, Jun 21 12:00 Noon

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.

Student

SIS process final stipend payments

Mon, Jun 21 5:00 PM

SIS will process final student stipend file for the fiscal year

Payroll

LD Adjustment cut off for all awards except G, Z, and CS which had an earlier cutoff of Friday

Mon, Jun 21 5:00 PM

LD Adjustment cut off for all awards except G, Z, and CS which had an earlier cutoff of Friday. All LD responsibilities will be disabled at this time.

Procurement

Electronic Invoices

Tue, Jun 22 5:00 PM

Valid electronic invoices received by this date will be processed in this fiscal year.

Procurement

Receiver Cutoff

Tue, Jun 22 5:00 PM

System receivers entered by this date, that have an approved, corresponding invoice, that was received by the June 19th cutoff, will be processed in this fiscal year.

Procurement

ExpenseUVA: employee reimbursements and T&E Card transactions

Tue, Jun 22 5:00 PM

All expense reports must be fully submitted and approved.

ISP/Cost Transfer

Last day for internal service provider uploaded batches

Tue, Jun 22 5:00 PM

Last day for internal service providers to upload batches. If the batch is rejected there is no recourse in this fiscal year.

Student

Final SIS AP Feed

Wed, Jun 23 5:00 PM

Final student refunds from AP system for fiscal year.

Student

Last day for SIS Departmental Aid Feed

Wed, Jun 23 5:00 PM

Final feed from SIS for departmental aid.

Payroll

Final Bi-weekly payroll posted

Wed, Jun 23 8:00 AM

Final biweekly payroll for FY21 will process on June 23 and appear on reports the morning of June 25.

Management

ODS Updated for departments to begin balancing their PTAO Budgets/cash

Wed, Jun 23 8:00 AM

ODS will be updated with all activity that will hit your PTAO in the current fiscal year unless you initiate a cost transfer or an LD adjustment.

Cost Transfer

Cost transfer cut off for batches not revenue/recovery in nature

Thu, Jun 24 5:00 PM

Cost transfers submitted by 5 pm will be reviewed in current fiscal year. If the batch is rejected there is no recourse in this fiscal year.

Student

Final SIS GL Feed

Thu, Jun 24 5:00 PM

Final feed of SIS GL Activity to Oracle.

Cost Transfer

Review/Release of cost transfer batches

Fri, Jun 25 5:00 PM

Cost transfer batches reviewed by Financial Operations and FOC. All cost transfers that are not recovery or revenue in nature will be released or returned to rework status.

Depositor

Last Day Cashier deposits for FY21 credit

Fri, Jun 25 4:00 PM

Cashier's Office remains closed. This is the last day deposits received through Messenger Mail will be reflected in your revenue projects in FY21. Deposits made through the Cashier's Office must be received by Messenger mail by 6/25 to be recorded in this fiscal year. More Cashier's info: https://sfs.virginia.edu/tuition-billing/billing-payment/cashiers-office

Depositor

Departmental Bank and Credit Card activity

Mon, Jun 28

Activity will post in the ADJ1-21 to your clearing projects if bank provides deposit with a date on or before June 30. Credit cards in particular have variability of when the bank actually credits the University account.

Procurement

Payment Voucher attachments for checks

Mon, Jun 28 12:00 Noon

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.

Depositor

Cashier's Office Availability

Mon, Jun 28

Cashier's Office remains closed. Departmental Deposits and Expenditure Credits received from this day forward will be reflected in your revenue projects in FY22. More Cashier's info: https://sfs.virginia.edu/tuition-billing/billing-payment/cashiers-office

General Ledger

General Ledger Journal Cut Off

Tue, Jun 29 4:00 PM

GL Journals must be submitted and through departmental workflow by 4 PM. If a journal is rejected or caught in departmental workflow there is no guarantee of recourse in this fiscal year. In some cases ADJ1-21 period may be able to be utilized.

Procurement

Marketplace Orders

Tue, Jun 29 5:00 PM

POs can still be entered and processed as usual until 5:00 PM on June 29. However, only invoices received by the invoice cutoff of June 17th, and matched to an approved PO by June 22nd, will be processed in this fiscal year.

AR

AR cutoff

Tue, Jun 29 4:00 PM

AR batches must be submitted by 4:00 PM in order to be processed in FY21.

Budget

Last Day to modify GA and GL Budgets in BudgetUVA

Tue, Jun 29 4:00 PM

User access to BudgetUVA will be removed at 4:00 PM

Management

Oracle down for year-end processing

Wed, Jun 30

System will be down for year-end balancing and closing activities.