Key Dates

"Cutover" refers to the final phase of the Workday implementation process where the transition from legacy systems to the new Workday system takes place. This phase is critical as it involves several key activities to ensure a smooth and successful transition. See important cutover dates below.

important cutover dates
Date(s)	Details
May 10 – June 30	Temporary pause for reclassifications and compensation changes due to Workday conversion and salary increases. Changes made during this time will have an effective date of June 25.
May 13	Last day to request to post a faculty or staff position in PeopleAdmin. Requests made after this date will result in the position posting in Workday on July 1.
May 14 - June 30	Job posting pause. No positions will be released to the employment website. To view guidelines for hiring for positions that are already in progress in PeopleAdmin, read the latest UHR announcement.
June 9	Final day to submit new requisitions/purchase orders and requisitions in buyW&M. Any requisitions submitted after this date will be rejected and must be recreated once Workday goes live on July 1, 2025.
June 10	UHR transactions effective June 10 (such as EPAFs, terminations/clearances, stipends, bonuses, etc.) must be fully approved and submitted to UHR by June 10 at 5 p.m.
June 11-30	Hiring Suspension. No new hires will be allowed during this period. New temp/hourly positions can be scheduled to start on July 1. New full-time positions can start on July 10.
June 12	(Non-PO invoices): This includes Direct Pays, Reimbursements/Refunds and Honorarium invoices. The invoices must be approved and in the AP Workflow by this date to be paid in FY25. Following this date, buyW&M will be down until Workday goes live on July 1, 2025.
June 12	Final date for wire payments for travel expenses to Foreign Non-W&M Affiliates via buyW&M.
June 12	Last day to book travel with Covington before a pause until July 1. For travel between June 13 and June 30, use your department SPCC or pay out of pocket and submit reimbursement after travel. Starting July 1, an approved Spend Authorization in Workday is required to book with Covington.
June 13	Deadline for submitting Chrome River Expense Reports to guarantee processing within the current fiscal year. Reports submitted after this date or not fully processed for reimbursement must be resubmitted in Workday starting July 1.
June 13	Travel Pre-Approvals, whereas the associated expense report will not be processed by the deadline, must be resubmitted in Workday starting July 1.
June 15	All PO invoices must have receiving entered and exported to Banner by June 15th to be paid in FY25. Following this date, buyW&M will be down until Workday goes live on July 1, 2025.
June 24	Cash Advances tied to an expense report not processed by this date, will require the expense report to be submitted in Workday. The employee will need to repay the full cash advance directly to the Cashier’s Office. Requests for cash advances for travel between July 4-7 must be submitted by June 24, even if outside the standard 10-day window. Contact the Travel Team for help with exception requests. The expense report will be completed in Workday and repayment of the full cash advance to the Cashier’s Office will be necessary.
July 1	Workday go-live.
July 25	Start date for Interagency (W&M to VIMS / VIMS to W&M) or state agency transfers can be hired with a start date on or after July 25.