Administration & Finance Calendar Information and Deadlines

 

Current Information

Jun
1
Thu
UMW Finance Card and use of prior activity code
Jun 1 all-day

For the UMW  Finance Card cycle start date beginning June 26th until the end of August cycle date ending August 25th:

Add  PRIOR to the GL Location code in Works if the goods were received or services were performed on or before June 30th.    Review the End of Year document located at the top of the EOY calendar.

 

Jun
2
Fri
UMW Finance Card receipt packet due to Accounts Payable
Jun 2 all-day

UMW Finance Card receipt packets must be received in Accounts Payable by today.

Mar
29
Fri
Last day for purchase requests for IT equipment and software
Mar 29 all-day

Last day to submit Purchase Requests for standard and non-standard IT Equipment and Software.

Purchase requests for Standard and Non‐Standard IT equipment and software entered after this
date will have a drastically reduced chance of being completed prior to end of the fiscal year.
Ongoing supply chain challenges mean that there are no guarantees that any technology good or
other good, even if purchased prior to this date, will ship and invoice prior to fiscal year cut‐offs.

Apr
26
Fri
Last day to receive on purchases made with ETF funds
Apr 26 all-day

Today is the deadline for receiving on purchases made with ETF funds (With the exception of IT/AV installations).

May
8
Wed
Last “safe” day for Small Purchase Charge Card (SPCC) purchases
May 8 all-day

The last safe day to make SPCC purchases.

May
13
Mon
Last “safe” week to enter new eVA PO orders (05/13-5/17)
May 13 – May 17 all-day

This is the last “safe” week to enter new eVA PO orders which require processing and payment within the current fiscal year

May
15
Wed
FY24 SPCC Billing Cycle ends
May 15 all-day

Transactions posting on May 16 and later will hit FY25 budgets. No exceptions.

Last day for current FY Copy/Mail Department Charges
May 15 all-day
May
17
Fri
Last “safe” day to order using UMW Finance Local Card for FY24 processing
May 17 all-day
May
20
Mon
All non-credit card purchases received and invoices in the hands of Accounts Payable
May 20 all-day

1. General Purchasing Guidelines

For current year purchases that do not require a formal solicitation but require a check payment before June
25, please ensure the following are completed in full NO LATER THAN MAY 20, 2024:

  1.  All purchase orders have been received
  2. All invoices are in Accounts Payable
  • Purchases or payments not completed in this fiscal year will be charged to next year’s budget.
  • Unspent budget will not be allotted in the next year.
May
24
Fri
Special Pay Request forms must be submitted to specialpay@mail.umw.edu
May 24 all-day
May
25
Sat
UMW Finance Card billing cycle ends
May 25 all-day

Documentation due to Accounts Payable by June 2nd.