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December 2021 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

Thursday
09-Dec-2021
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 23: 11/16/21-11/30/21
Supervisor's Approval
  Friday, 10-Dec-2021
10:00 a.m.

Payroll
W&M x12848

Thursday
 09-Dec-2021
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 23: 11/25/21-12/09/21
Supervisor's Approval
  
Friday, 10-Dec-2021
10:00 a.m.

Payroll
W&M x12848

   

Friday
10-Dec-2021
5:00 p.m.
(SEE NOTES
 1&2)

W&M/VIMS
Fiscal Vendor Check Requests & eVA PO Invoices
(Direct pays, Reimb/Refunds/Honorariums)

Accounts Payable
Amber Brown,
W&M x12838 

*
(SEE NOTE 3)

buyWM PO Invoices

Accounts Payable
Amber Brown,
W&M x12838 

Monday
13-Dec-2021
5:00 p.m.
(SEE NOTES 1&2)

W&M and VIMS
Chrome River Travel Transactions
 

Travel
LaDonna Brown
W&M x12836 

 Tuesday
14-Dec-2021
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 24: 12/01/21-12/15/21
Supervisor's Approval
 
 Wednesday, 15-Dec-2021
10:00 a.m.

Payroll
W&M x12848

Tuesday
14-Dec-2021

6:00 p.m.
W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 24: 12/10/21-12/24/21
Supervisor's Approval
 Wednesday, 15-Dec-2021
10:00 a.m.
Payroll
W&M x12848

Thursday
16-Dec-2021
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
Destiny Jones,
W&M x11851
Lisa Roney,
W&M x13967


VIMS Office of Finance

Suzanne Pitsillides,

VIMS x7036

Monday
20-Dec-2021
3:30 p.m.
(SEE NOTE 4)

W&M and VIMS 
Deposit Transmittals

Final December Deposit

Cashiering
Theresa Jarrell,
W&M x11227

Sunday
 09-Jan-2022
6:00 p.m.
W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 1: 12/16/21-12/31/21
Supervisor's Approval
 
 Monday, 10-Jan-2022
10:00 a.m.
Payroll
W&M x12848
Sunday
 09-Jan-2022
6:00 p.m.
W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 1: 12/25/21-01/09/22
Supervisor's Approval
 
 Monday, 10-Jan-2022
10:00 a.m.
Payroll
W&M x12848

NOTE 1: Those documents received by the dates noted are guaranteed for processing in the December 2021 fiscal month. However, please continue to submit all documents through December 20, 2021, 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: *There is no deadline for buyW&M PO Invoices. However, buyW&M PO invoices must be completed and synched to Banner by Monday, December 20, 2021, for payment to be processed by last check printing day on Tuesday, December 21, 2021.

NOTE 4: Additionally, please note that deposits made through Monday, December 20, 2021 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 Monday, December 20, 2021. Deposits made after December 20th will be kept in the safe but will not be recorded into Banner until January.

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.