Billing Cycle Dates
2026 SPCC Billing Cycle Dates & Deadlines
All transactions for the billing cycle must be signed off by both the Cardholder and Approver by the relevant deadlines below. If you have any questions or issues during your billing cycle, contact your SPCC Program Administrator.
| Month | Cycle Start Date | Cycle End Date | Sign Off Deadline (EOD)* |
| January 2026 | December 16 | January 15 | Wed, January 21 |
| February 2026 | January 16 | February 13 | Wed, February 18 |
| March 2026 | February 14 | March 13 | Wed, March 18 |
| April 2026 | March 14 | April 15 | Mon, April 20 |
| May 2026** | April 16 | May 15 | Wed, May 20 |
| June 2026 (FY27) | May 16 | June 15 | Thurs, June 18 |
| July 2026 | June 16 | July 15 | Mon, July 20 |
| August 2026 | July 16 | August 14 | Wed, August 19 |
| September 2026 | August 15 | September 15 | Fri, September 18 |
| October 2026 | September 16 | October 15 | Tues, October 20 |
| November 2026 | October 16 | November 13 | Wed, November 18 |
| December 2026 | November 14 | December 15 | Thurs, December 17 |
* Subject to change. Transactions must be allocated and signed off by end of day (11:59pm) on this day. Transactions are swept by the Accountant the morning following the Sign Off Deadline. Transactions that are not in dispute and not fully allocated or signed off that are swept will be deemed non-compliant and incur consequences.
** Last Billing Cycle for FY26. Any charges posted after May 15th will hit FY27 budgets.
*** UMW Winter Break 2026 starts December 21 so the Accountant must perform the sweep on December 18 to ensure timely payment to BOA.
Beat the Sweep!
What is the “Sweep”?
In accounting, a sweep is where the accountant prepares all transactions posted during a certain time frame to be cleared from the system. In order for the University Accountant to sweep the transactions at the end of each billing cycle, those transactions must be allocated fully and properly (at a minimum GL01-04, GL09, and GL10), and must be signed off by both the Cardholder and Approver. If sign off on a transaction is held up for one reason or another, the transaction must at least be allocated prior to Sign Off deadline. Otherwise, the University Accountant will have to allocate to a general FOAP, which will not hit budgets properly. The Accountant performs the sweep the morning after the Sign Off Deadline, referenced in the chart above.
Why should I care?
Cardholders who do not complete allocation and sign off prior to the sweep are subject to non-compliance consequences which may result in written notices, required refresher trainings, or possible suspension of the card. Cardholders are issued consequences for getting swept because their actions have now created a lot of manual work to be done by the UMW Accountant, including personal outreach to the Cardholders for FOAP information to ensure proper expenditures from budgets, prior to being able to perform the required sweep.
What can I do to prevent being swept?
Some tips to avoid getting swept:
- Set a day each week on your calendar to perform Works reconciliation (allocation & sign off).
- DO NOT WAIT for Works to send you an email alerting you that transactions are awaiting sign off as the email from the system is most often delayed. Instead, regularly check your Works account for posted transactions that require allocation and sign off.
- Notify the Program Admin of:
- Upcoming leave/absences due to vacations, sabbaticals, extended or temporary leave, changes in chair appointments, etc. that may coincide with sign off deadlines.
- Problems with FOAP allocation or GL segment validation
- Cardholders:
- Don’t wait until the last minute to allocate/sign off since your approvers need to review your transactions and sign off too
- Communicate with your Approver if there may be an issue with signing off prior to the deadline, or if you have any last minute pending transactions.
- Approvers:
- Develop a process of communication for yourself and your cardholder(s) to ensure that transactions are reviewed and signed off in a timely manner
- Before COB on the sign off deadline date, double check Works one more time for any transactions in your queue awaiting final sign off. Make sure your filters show the correct billing cycle dates and show all groups you are approver for.
- Check with your Program Administrator to make sure you don’t have any outstanding transactions prior to the sign off deadline.
The Program Administrator will send at least 2 email communications notifying you of the sign off deadline and any outstanding items needing to be addressed prior to the sweep. Use these reminders to your advantage.
