December 2023 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
Saturday 09-Dec-2023 6:00 p.m.	W&M and VIMS Payroll Hourly and Student Employees Time Sheets Pay Period 23: 11/16/23-11/30/23 Supervisor's Approval Monday, 11-Dec-2023 10:00 a.m.	Payroll W&M x12848
Saturday 09-Dec-2023 6:00 p.m.	W&M and VIMS Payroll Salaried Employees Time Sheets Pay Period 23: 11/25/23-12/09/23 Supervisor's Approval Monday, 11-Dec-2023 10:00 a.m.	Payroll W&M x12848
Tuesday 12-Dec-2023 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 12-Dec-2023 5:00 p.m. (SEE NOTE 1)	W&M and VIMS Chrome River Travel Transactions	Travel LaDonna Brown W&M x12836
Friday 15-Dec-2023 5:00 p.m. (SEE NOTE 1)	W&M and VIMS Transfer Invoices Journal Vouchers/Fuploads	Data Control Sherry Joyner, W&M x12835 Melissia Varnadore, W&M x14807 W&M Sponsored Programs Destiny Jones, W&M x11851 VIMS Office of Finance Suzanne Pitsillides, VIMS x7036
Sunday 17-Dec-2023 6:00 p.m.	W&M and VIMS Payroll Hourly and Student Employees Time Sheets Pay Period 24: 12/01/23 - 12/15/23 Supervisor's Approval Monday, 18-Dec-2023 10:00 a.m.	Payroll W&M x12848
Sunday 17-Dec-2023 6:00 p.m.	W&M and VIMS Payroll Salaried Employees Time Sheets Pay Period 24: 12/10/23-12/24/23 Supervisor's Approval Monday, 18-Dec-2023 10:00 a.m.	Payroll W&M x12848
Tuesday 19-Dec-2023 3:00 p.m. (SEE NOTE 4)	W&M and VIMS Deposit Transmittals Final December Deposit	Cashiering Karen Donley, W&M x11228
Tuesday 09-Jan-2024 6:00 p.m.	W&M and VIMS Payroll Hourly and Student Employees Time Sheets Pay Period 1: 12/16/23-12/31/23 Supervisor's Approval Wednesday, 10-Jan-2024 10:00 a.m.	Payroll W&M x12848
Tuesday 09-Jan-2024 6:00 p.m.	W&M and VIMS Payroll Salaried Employees Time Sheets Pay Period 1: 12/25/23-01/09/24 Supervisor's Approval Wednesday, 10-Jan-2024 10:00 a.m.	Payroll W&M x12848

NOTE 1: Documents received by the dates noted are guaranteed processing in the December 2023 fiscal month. However, please continue to submit all documents through December 19, 2023, 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 Tuesday, December 19, 2023, for payment to be processed by last check printing day on Wednesday, December 20, 2023.

NOTE 4: Additionally, please note that deposits made through Tuesday, December 19, 2023 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 Tuesday, December 19, 2023. Deposits made after December 19^th 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.