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December 2025 Closing Instructions
Summary
Financial Operation's calendar year-end closing and Holiday schedule.
Full Description
The following chart contains important deadlines for Financial Operations' calendar year-end closing and Holiday schedule.| Deadline | Transaction Type | Contact |
|---|---|---|
|
Thursday |
W&M and VIMS |
Travel |
|
Tuesday |
W&M and VIMS Payroll Time Sheets |
Payroll |
|
Friday |
W&M/VIMS |
Accounts Payable |
|
*SEE NOTE 3 |
buyW&M PO Invoices |
Accounts Payable |
|
Tuesday
December 16
6:00 p.m.
|
W&M and VIMS Payroll
Time Sheets
Pay Period 24: 12/10/25 - 12/24/25 Supervisor's Approval Wednesday, 17-Dec-2025 10:00 a.m. |
Payroll |
| Wednesday December 17 3:00 p.m. (SEE NOTE 4) |
W&M and VIMS |
Cashiering |
|
Friday |
W&M and VIMS
Accounting Journals/Accounting Adjustments
|
Data Control |
|
Friday
December 19
(last check printing day)
|
W&M/VIMS Vendor Check Printing
(Last day for Wires - December 18)
|
Disbursements
W&M x12840
|
|
Friday
January 9
6:00 p.m. |
W&M and VIMS Payroll
Time Sheets
Pay Period 1: 12/25/25-01/09/26 Supervisor's Approval Monday, 12-Jan-2026 10:00 a.m. |
Payroll |
NOTE 1: Documents received by the dates noted are guaranteed processing in the December 2025 fiscal month. However, please continue to submit all documents through December 18, 2025, as we will continue to process transactions as time permits for 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 are due both immediately before and following the holidays. Vendor invoices received during the break must be processed immediately upon return in January. Check printing will resume after the break on January 5th, 2026.
NOTE 3: *There is no deadline for buyW&M PO Invoices. However, buyW&M PO invoices must be completed and synced to Workday by Thursday, December 18, 2025, for payment to be processed by the last check printing day on Friday, December 19, 2025. The invoice must be listed as fully approved in Workday. Please ensure the invoice is not pending OSP or Fixed Asset approval in Workday.
NOTE 4: Additionally, please note that deposits made through Wednesday, December 17, 2025, 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 Wednesday, December 17, 2025. Deposits made after December 17th will be kept in the safe but will not be recorded in Workday until January.
NOTE 5: Expense reports submitted by the stated deadline are guaranteed to be processed in December 2025. Submissions received after the December 4th deadline will continue to be accepted and processed as time allows, up until the final processing date of December 18, 2025. If you have an approved cash advance and the 10-day disbursement window falls during holiday closure, it will be pulled and settled on the last check printing day of December 19, 2025.
NOTE 6: Workday Accounting Journals must be approved by Friday, December 19, 2025, by NOON; otherwise, the entries will be cancelled by Data Control as they will prevent the period from being closed. This only includes journals in progress that have accounting dates of December 1 - December 19, 2025. Departments are STRONGLY ENCOURAGED to enter all journals and adjustments by the end of the business day on Wednesday, December 17, 2025, to allow sufficient time for approvals. Cancelled journals can be copied and new journals started on Monday, January 5, 2026.
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.