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December 2019 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

 Friday

06-Dec-2019
5:00 p.m.

(SEE NOTES 1&2)

W&M
Vendor Payments

 Accounts Payable
Amber Brown,

W&M x12838

 Friday

06-Dec-2019
5:00 p.m.
(SEE NOTES 1&2)

W&M and VIMS
Chrome River Travel Transactions
 

Travel
Ruth Erb
W&M x14573 

Monday
09-Dec-2019

6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 23: 11/16/19-11/30/19
Supervisor's Approval
 
Tuesday,  10-Dec-2019
10:00 a.m.

Payroll
W&M x12848

Monday
 09-Dec-2019
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 23: 11/25/19-12/09/19
Supervisor's Approval
 
Tuesday,  10-Dec-2019
10:00 a.m.

Payroll
W&M x12848

Friday

13-Dec-2019

5:00 p.m.

(SEE NOTES 1&2)

VIMS
Vendor Payments 

Accounts Payable
  
Denise Berry,
     VIMS x7034

Monday

16-Dec-2019

5:00 p.m.

(SEE NOTE 1)

W&M and VIMS
Transfer Invoices

Journal Vouchers/Fuploads

Data Control
Sherry Joyner,
W&M x12835

Star Lewis,
W&M x11263
Jessica Bacon

W&M x11549


W&M Sponsored Programs

LeighAnn Everingham,
W&M x13969


VIMS  Office of Finance

Suzanne Pitsillides,

VIMS x7036

Monday
16-Dec-2019
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 24: 12/01/19-12/15/19
Supervisor's Approval
 
Tuesday, 17-Dec-2019
10:00 a.m.

Payroll
W&M x12848

Monday

16-Dec-2019
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 24: 12/10/19-12/24/19
Supervisor's Approval
 Tuesday, 17-Dec-2019
10:00 a.m.

Payroll
W&M x12848

Thursday
  19-Dec-2019
3:30 p.m.

(SEE NOTE 3)

W&M and VIMS 
Deposit Transmittals

Final December Deposit

Cashiering
Theresa Jarrell,

W&M x11227

 

Thursday
 09-Jan-2020
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 1: 12/16/19-12/31/19
Supervisor's Approval
 
Friday, 10-Jan-2020
10:00 a.m.

Payroll
W&M x12848

Thursday
 09-Jan-2020
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 1: 12/25/19-01/09/20
Supervisor's Approval
 
Friday, 10-Jan-2020
10:00 a.m.

Payroll
W&M x12848


NOTE 1: Those documents received by the dates noted are guaranteed for processing in the December 2019 fiscal month. However, please continue to submit all documents through December 19, 2019, as we will continue to process transactions as time permits for the month of December.

NOTE 2: To maintain the university'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 Thursday, December 19, 2019 by 3:30 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 3:30 p.m. on Thursday, December 19, 2019. Deposits made after December 19th 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.