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December 2022 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
09-Dec-2022
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 23: 11/16/22-11/30/22
Supervisor's Approval
  Monday, 12-Dec-2022
10:00 a.m.

Payroll
W&M x12848

Friday
 09-Dec-2022
6:00 p.m.

W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 23: 11/25/22-12/09/22
Supervisor's Approval
   
Monday, 12-Dec-2022
10:00 a.m.

Payroll
W&M x12848

   

Friday
09-Dec-2022
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 

Tuesday
13-Dec-2022
5:00 p.m.
(SEE NOTES 1&2)

W&M and VIMS
Chrome River Travel Transactions
 

Travel
LaDonna Brown
W&M x12836 

Friday
16-Dec-2022
3:00 p.m.
(SEE NOTE 4)

W&M and VIMS 
Deposit Transmittals
Final December Deposit

Cashiering
Karen Donley,
W&M x11227

Friday
16-Dec-2022
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

 

VIMS Office of Finance
Suzanne Pitsillides,

VIMS x7036

 Sunday
18-Dec-2022
6:00 p.m.

W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 24: 12/01/22-12/15/22
Supervisor's Approval
 
 Monday, 19-Dec-2022
10:00 a.m.

Payroll
W&M x12848

Sunday
18-Dec-2022

6:00 p.m.
W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 24: 12/10/22-12/24/22
Supervisor's Approval
 Monday, 19-Dec-2022
10:00 a.m.
Payroll
W&M x12848
Monday
 09-Jan-2023
6:00 p.m.
W&M and VIMS
 Payroll
Hourly and Student Employees
Time Sheets
Pay Period 1: 12/16/22-12/31/22
Supervisor's Approval
 
 Tuesday, 10-Jan-2023
10:00 a.m.
Payroll
W&M x12848
Monday
 09-Jan-2023
6:00 p.m.
W&M and VIMS
 Payroll
Salaried Employees
Time Sheets
Pay Period 1: 12/25/22-01/09/23
Supervisor's Approval
 
 Tuesday, 10-Jan-2023
10:00 a.m.
Payroll
W&M x12848

NOTE 1: Those documents received by the dates noted are guaranteed for processing in the December 2022 fiscal month. However, please continue to submit all documents through December 19, 2022, 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 19, 2022, for payment to be processed by last check printing day on Tuesday, December 20, 2022.

NOTE 4: Additionally, please note that deposits made through Friday, December 16, 2022 by 3:00 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 3:00 p.m. on Friday, December 16, 2022. Deposits made after December 16th 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.