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Billing Cycle Dates

2025 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 2025 December 14 January 15 Tues, January 21
February 2025 January 16 February 14 Wed, February 19
March 2025 February 15 March 14 Wed, March 19
April 2025 March 15 April 15 Fri, April 18
May 2025** April 16 May 15 Tues, May 20
June 2025 (FY26) May 16 June 13 Wed, June 18
July 2025 June 14 July 15 Fri, July 18
August 2025 July 16 August 15 Wed, August 20
September 2025 August 16 September 15 Thurs, September 18
October 2025 September 16 October 15 Mon, October 20
November 2025 October 16 November 14 Wed, November 19
December 2025 November 15 December 15 Wed, 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 FY25. Any charges posted after May 15th will hit FY26 budgets.

*** UMW Winter Break 2024 starts December 22 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.

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