December 2024 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.

The following chart contains 3 columns and 12 rows of important deadlines for Financial Operations' calendar year-end closing and Holiday schedule.
Deadline	Transaction Type	Contact
Monday December 9 6:00pm	W&M and VIMS Payroll Hourly and Student Employees Time Sheets Pay Period 23: 11/16/24-11/30/24 Supervisor's Approval Tuesday, December 10, 2024 10:00am.	Payroll W&M x12848
Monday December 9 6:00pm	W&M and VIMS Payroll Salaried Employees Time Sheets Pay Period 23: 11/25/24-12/09/24 Supervisor's Approval Tuesday, December 10, 2024 10:00am.	Payroll W&M x12848
Wednesday December 11 5:00pm (SEE NOTE 1)	W&M and VIMS Chrome River Travel Transactions	Travel LaDonna Brown W&M x12836
Friday December 13 5:00pm (SEE NOTES 1&2)	W&M/VIMS Fiscal Vendor Check Requests (Direct pays, Reimb/Refunds/Honorariums)	Accounts Payable Amber Brown, W&M x12838
(SEE NOTE 3)	buyW&M PO Invoices	Accounts Payable Amber Brown, W&M x12838
Friday December 13 5:00pm (SEE NOTE 1)	W&M and VIMS Transfer Invoices Journal Vouchers/Fuploads	Financial Systems 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
Monday December 16 6:00pm	W&M and VIMS Payroll Hourly and Student Employees Time Sheets Pay Period 24: 12/01/24 - 12/15/24 Supervisor's Approval Tuesday, December 17, 2024 10:00am.	Payroll W&M x12848
Monday December 16 6:00pm	W&M and VIMS Payroll Salaried Employees Time Sheets Pay Period 24: 12/10/24-12/24/24 Supervisor's Approval Tuesday, December 17, 2024 10:00am.	Payroll W&M x12848
Wednesday December 18 3:00pm (SEE NOTE 4)	W&M and VIMS Deposit Transmittals Final December Deposit	Cashiering Karen Donley, W&M x11228
Thursday December 19 (last check printing day)	W&M/VIMS Vendor Check Printing	Disbursements Brandon La Dieu, W&M x12840
Thursday January 9 6:00pm	W&M and VIMS Payroll Hourly and Student Employees Time Sheets Pay Period 1: 12/16/24-1/09/25 Supervisor's Approval Friday, January 10, 2025 10:00am.	Payroll W&M x12848
Thursday January 9 6:00pm	W&M and VIMS Payroll Salaried Employees Time Sheets Pay Period 1: 12/25/24-01/09/25 Supervisor's Approval Friday, January 10, 2025 10:00am.	Payroll W&M x12848

NOTE 1: Documents received by the dates noted are guaranteed processing in the December 2024 fiscal month. However, please continue to submit all documents through December 18, 2024, 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 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 Wednesday, December 18, 2024, for payment to be processed by the last check printing day on Thursday, December 19, 2024.

NOTE 4: Additionally, please note that deposits made through Wednesday, December 18, 2024, by 3:00 pm 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 18, 2024. Deposits made after December 18^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.