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Year-End Departmental Dates

Below are key cut-off dates related to FY22 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
Cost Transfer/ETF

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

Fri, Apr 29 Close of Business

All Cost Transfers affecting Capital Equipment must be submitted no later than Friday, April 29.

ETF

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

Fri, Apr 29 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 May 16th. Exceptions which extend beyond this cut-off must be pre-approved by the Fixed Assets Accounting Group.

ISP - Cavalier Computers/ETF

Last Day to order ETF purchases (SE Awards) through Cavalier Computers (assumes equipment can be received by May 16th)

Fri, May 6 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 6th, at the close of business. Exceptions must be pre-approved by the Fixed Assets Accounting Group.

ISP/Cost Transfer-Cavalier ETF

Last Day for Cavalier Uploaded ETF Batches

Fri, May 13 5:00 PM

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

ETF

Last day to have received and paid for ETF capital equipment

Mon, May 16 Close of Business

IMPORTANT NOTE:  There is NO carryover ETF spending to FY23!!

ISP - Printing and Copying Services

Last day for printing jobs delivered and copies made to be billed in FY22

Fri, May 27 5:00 PM

Last day for printing jobs delivered and copies made at our Copy Centers to be billed in FY22.  Meter readings accessible on departmental copiers in May will be billed in FY22.

Budget

State Appropriation Request Deadline

Fri, Jun 3 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, 2022.

Procurement

T&E Card Transactions

Thu, Jun 9 5:00 PM

Deadline to place all intended FY22 T&E Card transactions

ISP - Dining Services

Last day for catered events to be billed in FY22

Fri, Jun 10 5:00 PM

Catered events held on or before June 10 will be billed in FY22. Events after June 10 will be billed in FY23.

Procurement

Supplier Registrations

Fri, Jun 10 5:00 PM

Deadline to invite a new supplier/payee to register in PaymentWorks

Procurement

PO Invoice Cutoff

Mon, Jun 13 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

T&E Card Transactions

Tue, Jun 14 5:00 PM

Final T&E Credit Card transaction load into ExpenseUVA

Procurement

ExpenseUVA:  employee reimbursements and T&E Card Transactions

Wed, Jun 15 5:00 PM

All expense reports must be fully submitted and approved.  No expense reports may be entered in ExpenseUVA after this date. 

AR

Last Day to Enter Credit Memos to be Refunded

Thu, Jun 16 5:00 PM

This is the last day to create Credit Memos for the purpose of being refunded to a customer.

ISP - Bookstore

Last day for purchases to be billed in FY22

Thu, Jun 16 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 FY22 billings.

Procurement

Original documentation for Petty Cash

Fri, Jun 17 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.

ISP/Cost Transfer

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

Fri, 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

Internal electronic invoice file feeds to Oracle AP

Fri, Jun 17 5:00 PM

Deadline for UVA units who send electronic invoice files to Oracle AP

Procurement

Contract Signatures

Fri, Jun 17 5:00 PM

Last day to submit Procurement contracts requiring signature for FY22 contract execution.

Procurement

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

Fri, Jun 17 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. 

AR

Customer Creation and Edits

Fri, Jun 17 5:00 PM

This is the last day to create new customers and/or edit existing customers.

Foundation Data Model

PTAO linkages are cut off on 6/17/2022 

Fri, Jun 17

PTAO linkages are cut off on 6/17/2022 

Procurement

Foreign/Wire Web Form

Fri, Jun 17 12:00 Noon

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

Procurement

Invoice Correction/Action

Fri, Jun 17 12:00 Noon

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

Procurement

Electronic Invoices

Sat, Jun 18 5:00 PM

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

ISP - Cavalier Computers

Last day for purchases other than Capital Equipment to be billed in FY22

Mon, Jun 20 Close of business

Purchase must be received and signed for by the department in order to be billed in FY22. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

Procurement

Receiver Cutoff

Tue, Jun 21 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.

Cost Transfer

Last day to submit Equipment Capital Cost Transfers

Tue, Jun 21 5:00 PM

Last day to submit any Equipment Capital Cost Transfers. These will be released on 6/22.  

Management

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

Wed, Jun 22 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.

ISP/Cost Transfer

Last day for internal service provider uploaded batches

Wed, 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.

Payroll

Final Bi-weekly payroll completed

Wed, Jun 22 8:00 AM

Final biweekly payroll for FY22 will process on June 22 and appear on reports the morning of June 24.

Procurement

Payment Voucher attachments for checks

Thu, Jun 23 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.

Student

SIS will process final student stipend file for the fiscal year

Thu, Jun 23 5:00 PM

SIS will process final student stipend file for the fiscal year

Payroll

Last day for Oracle LD Schedule updates

Thu, Jun 23 5:00 PM

Last day for Oracle LD Schedule additions/changes prior to Workday cutover

Cost Transfer

Cost transfer cut off for batches impacting G or CS awards

Thu, Jun 23 5:00 PM

Cost transfer submitted by 5 pm will be reviewed/released on 6/24. Retro forms for over 90 day cost transfers need to be submitted by this deadline. 

Cost Transfer

Cost transfer cut off for batches not revenue/recovery in nature, not G or CS awards, not capital Equipment

Fri, Jun 24 5:00 PM

Cost transfers submitted by 5 pm will be reviewed/released on 6/27. If the batch is rejected there is no recourse in this fiscal year.

Depositor

Last Day Cashier deposits for FY22 credit

Fri, Jun 24 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 FY22. Deposits made through the Cashier's Office must be received by Messenger mail by 6/23 to be recorded in this fiscal year. More Cashier's info: https://sfs.virginia.edu/tuition-billing/billing-payment/cashiers-office

Procurement

Marketplace Orders

Fri, Jun 24 5:00 PM

Last day for entering Requisitions prior to Workday cutover.

Student

Final SIS GL Feed

Fri, Jun 24 5:00 PM

Final feed of SIS GL Activity to Oracle.

Payroll

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

Fri, Jun 24 12:00 Noon

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

Student

Final SIS AP Feed

Fri, Jun 24 5:00 PM

Final student refunds from AP system for fiscal year.

Student

Last day for SIS Departmental Aid Feed

Fri, Jun 24 5:00 PM

Final feed from SIS for departmental aid.

Depositor

Cashier's Office Availability

Mon, Jun 27

Cashier's Office remains closed. Departmental Deposits and Expenditure Credits received from this day forward will be reflected in your revenue projects in FY23. More Cashier's info: https://sfs.virginia.edu/tuition-billing/billing-payment/cashiers-office

Payroll

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

Mon, Jun 27 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.

Budget

BudgetUVA PTA linkage 

Tue, Jun 28 4:00 PM

Last day for Budget UVA PTA Linkage requests to askfinance@virginia.edu

Depositor

Departmental Bank and Credit Card activity

Tue, Jun 28

Activity will post in the ADJ1-22 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.

AR

AR cutoff

Wed, Jun 29 4:00 PM

AR batches must be submitted by 4:00 PM in order to be processed in FY22.

General Ledger

General Ledger Journal Cut Off

Wed, 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 ADJ1-22 period may be able to be utilized.

Budget

Last Day to modify GA and GL Budgets in BudgetUVA

Wed, Jun 29 4:00 PM

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

Management

Oracle down for year-end processing

Thu, Jun 30

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