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Year-End Departmental Dates

Below are key cut-off dates related to FY19 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 ETF priority numbers

Fri, Mar 1 Close of business

Please note the earlier cut-off date for Cavalier Computer purchases if requesting new ETF priority numbers and expecting to purchase those items through Cavalier. To use Cavalier, you would have to request any new priority numbers by February 20th.

ISP - Cavalier Computers/ETF

Last Day to order ETF purchases (SE Awards) through Cavalier Computers

Fri, Apr 5 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, April 5th, at the close of business.

ISP - Cavalier Computers/ETF

Last day Cavalier Computer can process internal billing transactions (cost transfers) to a departmental SE Award for ETF purchases

Fri, Apr 26 Close of business

Last day Cavalier Computer can process internal billing transactions (cost transfers) to a departmental SE Award for ETF purchases. Purchase must be received and signed for by the department in order to be billed. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

Cost Transfer/ETF

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

Fri, May 3 Close of business

All Cost Transfers affecting Capital Equipment must be submitted no later than Friday, May 3.

ETF

Last day to have received and paid for ETF capital equipment

Wed, May 15 Close of business

100% of all ETF purchases should have been received, paid, and set up for use no later than May 15th. Items which can't be received by that date will need to be cost transferred to another PTAO by Friday 5/3.

ISP - Printing and Copying Services

Last day for printing jobs delivered and copies made to be billed in FY19

Fri, May 31 5:00 PM

Last day for printing jobs delivered and copies made at our Copy Centers to be billed in FY19.  Meter readings on departmental copiers taken during the 2nd half of May will be billed in FY19.

Budget

State Appropriation Request Deadline

Fri, Jun 7 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, 2019.

ISP - Bookstore

Last day for purchases to be billed in FY19

Wed, Jun 12 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 FY19 billings.

ISP - Dining Services

Last day for catered events to be billed in FY19

Wed, Jun 12 5:00 PM

Catered events held on or before June 12 will be billed in FY19. Events after June 12 will be billed in FY20.

ISP/Cost Transfer-Cavalier ETF

Last Day for Cavalier uploaded ETF batches

Wed, Jun 12 5:00 PM

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

ISP - Cavalier Computers

Last day for purchases other than Capital Equipment to be billed in FY19

Fri, Jun 14 Close of business

Purchase must be received and signed for by the department in order to be billed in FY19. If a shipment does not arrive in time there is no recourse for billing so be sure to place orders as early as possible.

ISP/Cost Transfer

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

Fri, Jun 14 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

Tue, Jun 18 12:00 Noon

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

Procurement

PO Invoice Cutoff

Tue, Jun 18 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.

ISP/Cost Transfer

Last day for internal service provider uploaded batches

Tue, Jun 18 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.

Procurement

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

Wed, Jun 19 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.*

Student

SIS process final stipend payments

Wed, Jun 19 5:00 PM

SIS will process final student stipend file for the fiscal year

Procurement

Invoice Correction/Action

Thu, Jun 20 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

Thu, Jun 20 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.

Payroll

LD Adjustment cut off for G and Z awards

Thu, Jun 20 5:00 PM

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

Procurement

Electronic Invoices

Fri, Jun 21 5:00 PM

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

Procurement

Receiver Cutoff

Fri, Jun 21 5:00 PM

System receivers entered by this date, that have an approved, corresponding invoice, that was received by the June 18th cutoff, will be processed in this fiscal year.

Procurement

ExpenseUVA: employee reimbursements and T&E Card transactions

Fri, Jun 21 5:00 PM

All expense reports must be fully submitted and approved.

Student

Final SIS AP Feed

Fri, Jun 21 5:00 PM

Final student refunds from AP system for fiscal year.

Student

Last day for SIS Departmental Aid Feed

Fri, Jun 21 5:00 PM

Final feed from SIS for departmental aid.

Payroll

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

Fri, Jun 21 5:00 PM

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

Cost Transfer

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

Mon, 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

Mon, Jun 24 5:00 PM

Final feed of SIS GL Activity to Oracle.

Cost Transfer

Review/Release of cost transfer batches

Tue, 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 FY19 credit

Wed, Jun 26 4:00 PM

Cashier's Office open and accepting deposits that will be reflected in your revenue projects in FY19. Deposits made through the Cashier's Office must be received by 4:00 to be recorded in this fiscal year.

Payroll

Final Bi-weekly payroll posted

Wed, Jun 26 8:00 AM

Final biweekly payroll for FY19 will process on June 26 and appear on reports the morning of June 28.

Depositor

Cashier's Office Open

Thu, Jun 27

Cashier's Office open and accepting deposits that will be reflected in your revenue projects in FY20.

Depositor

Departmental Bank and Credit Card activity

Thu, Jun 27

Activity will post in the ADJ1-19 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

Thu, Jun 27 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.

Budget

Last Day to modify GA and GL Budgets in BudgetUVA

Fri, Jun 28 4:00 PM

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

General Ledger

General Ledger Journal Cut Off

Fri, Jun 28 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 ADJ1-19 period may be able to be utilized.

Procurement

Marketplace Orders

Fri, Jun 28 5:00 PM

POs can still be entered and processed as usual until 5:00 PM on June 28. However, only invoices received by the invoice cutoff of June 18th, and matched to an approved PO by June 21st, will be processed in this fiscal year.

AR

AR cutoff

Fri, Jun 28 4:00 PM

AR batches must be submitted by 4:00 PM in order to be processed in FY19.

Management

Oracle down for year-end processing

Sat, Jun 29

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