William & Mary

December 2017 Closing Instructions

Summary

Financial Operation's calendar year-end closing and Holiday schedule.

Full Description
The following chart contains important deadline dates related to Financial Operations' calendar year-end closing and Holiday schedule.

DEADLINE

TRANSACTION TYPE

CONTACT

Wednesday
 15-Nov-2017
5:00 p.m.

(SEE NOTES 1&2)

W&M and VIMS
Moving & Relocation
Vouchers

Travel
LaDonna Jarvis
W&M x2836

 

Tuesday

05-Dec-2017
5:00 p.m.

(SEE NOTES 1&2)

W&M and VIMS
Vendor Payments 
 
W&M and VIMS
Travel Vouchers

 Accounts Payable
Amber Brown,

W&M x12838

Denise Berry,
VIMS x7034

 

Travel
LaDonna Jarvis
W&M x2836

Denise Berry,
VIMS x7034

Friday 
08-Dec-2017

6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 23: 11/16/17-11/30/17
Supervisor's Approval
 
Monday,  11-Dec-2017
10:00 a.m.

Payroll
W&M x12848

Friday
 08-Dec-2017
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 23: 11/25/17-12/09/17
Supervisor's Approval
 
Monday,  11-Dec-2017
10:00 a.m.

Payroll
W&M x12848

Friday

15-Dec-2017

5:00 p.m.

(SEE NOTE 1)

W&M and VIMS
Transfer Invoices

Journal Vouchers/Fuploads

Data Control
Jawaly Coriano,
W&M x11263

Sherry Joyner,
W&M x12835
 Joey Wermer,
W&M x12847


W&M Grants

Keona Johnson,
W&M x13941


VIMS  Office of Finance

Suzanne Pitsillides,

VIMS x7036

Sunday
 17-Dec-2017
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 24: 12/01/16-12/15/16
Supervisor's Approval
 
Monday, 18-Dec-2017
10:00 a.m.

Payroll
W&M x12848

Sunday

17-Dec-2017
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 24: 12/10/17-12/24/17
Supervisor's Approval
 
 Monday, 18-Dec-2017
10:00 a.m.

Payroll
W&M x12848

Monday
  18-Dec-2017
4:00 p.m.

(SEE NOTE 3)

W&M and VIMS 
Deposit Transmittals

Final December Deposit

Cashiering
Theresa Jarrell,

W&M x11227

Paulette Topping,

VIMS x7040

Tuesday
 09-Jan-2018
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 1:12/16/17-12/31/17
Supervisor's Approval
 
Wednesday, 10-Jan-2018
10:00 a.m.

Payroll
W&M x12848

Tuesday
 09-Jan-2018
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 1: 12/25/17-01/09/18
Supervisor's Approval
 
Wednesday, 10-Jan-2018
10:00 a.m.

Payroll
W&M x12848


NOTE 1: Those documents received by the dates noted are guaranteed for processing in the December 2017 fiscal month. However, please continue to submit all documents through December 18, 2017, as we will continue to process transactions as time permits for the month of December.

NOTE 2: To maintain the College's compliance with the State's Prompt Payment Act, please pay particular attention to those vendor payments that will be due both immediately prior to and following the holidays. Vendor invoices received during the break must be processed immediately upon returning in January.

NOTE 3: Additionally, please note that deposits made through Monday, December 18, 2017 by 4:00 p.m. will be recorded as December deposits. Areas on campus that have collected funds for deposit should not retain these funds in their office during the holiday break and are required to deposit all collections to the Cashier no later than 4:00 p.m. on Monday, December 18, 2017. Deposits made after December 18th will be kept in the safe but will not be recorded into Banner.

We understand there may be situations that require an exception to this published schedule. Please contact the extensions listed, based on document type, in order to accommodate any necessary adjustments.

Thank you in advance for your efforts in meeting these deadline dates.