Note: This answer is updated as dates are released by business areas. Until that time, it may refer to the prior fiscal year. For information on future fiscal year ends, please visit Processing Deadline Guidance for Future Fiscal Year-Ends.
Monday, August 5
FY 24-25 Encumbrances for Goods and Services
CSUs are authorized to begin encumbering FY 24-25 general budget funds to allow the purchase of goods and services that must be in place by Sept. 30. These encumbrances are not to exceed 30% of the FY 23-24 budgets.
Tuesday, August 20
Workday — Monthly Employees — Business Process Routing Deadline
All business processes for monthly employees that require HR or APS approval must be routed by 5 p.m. for the Sept. 1 payday.
Wednesday, August 21
Scholarship Vouchers
All SS1 documents must be approved by the department by 5 p.m.
Note: Any SS1 documents that are not ready for payment on Aug. 21 will not be paid in FY 23-24.
Thursday, August 22
Workday — Monthly Employees — One-Time Payment Routing and HCM Final Approval Deadline
All One-Time payments for monthly employees that require Payroll approval must be routed by noon. All other HCM transactions for monthly employees must be final approved by 5 p.m. for the Sept. 1 payday.
Payment Vouchers
All payment vouchers, e.g., VP documents, requiring pre-payment audit and final approval by Payment Services and Tax Services must be uploaded to Imaging & Documentation Services, https://records.utexas.edu/imaging/submitting-documents-for-imaging, by 5 p.m., along with original supporting documentation. Faxes or emailed PDF copies will not be accepted.
All payment vouchers subject to post-payment audit must be final approved by the department by 5 p.m.Note: Aug. 22 is the last day a VP document can be created and final approved for FY 23-24 and be included in your August Statement of Account.
Petty Cash
Reimbursement for petty cash funds, processed on VP2s, and supporting documentation must be received by PPS Document Processing by 5 p.m.
Friday, August 23
Outgoing Wires and Foreign Drafts
All outgoing wire payment vouchers and foreign drafts must be uploaded to the Outgoing Wires UT Box folder by 5 p.m. along with supporting documentation. Faxes or emailed PDF copies will not be accepted.
Monday, August 26
Procards
ProCard transactions for the period of Aug. 5-15 will be created on approximately Aug. 16 after 12:30 p.m. and must be approved by Monday, August 26. The remainder of August ProCard transactions will be posted in the new fiscal year.
Thursday, August 29
Workday — Hourly Employees — Business Process Routing Deadline
All business processes for hourly employees that require HR or APS approval must be routed by 5 p.m. for the Sept. 6 payday.
Friday, August 30
Cash Receipts
All cash receipts, e.g., VC documents, must be received by the Bursar (Cashier's Office) by 4:00 p.m.
Tuesday, September 3
Costing Allocation Changes
Any costing allocation changes for FY 23-24 need to be completed in Workday by noon, Sep. 3.
Workday — Hourly Employees — One-Time Payment Routing and HCM Final Approval Deadline
All One-Time Payments for hourly employees that require Payroll approval must be routed by 10 a.m. All timesheets and other HCM transactions for hourly employees must be final approved by noon for the Sept. 6 payday.
Wednesday, September 4
Roll Forward
Departmental service dates and codes must be placed on FY 23-24 transactions by 5 p.m. to be reflected on the roll-forward document, e.g., prepaid expenditures or deferred revenue. These roll-forward transactions will be included in your August Statement of Account.
Note: The Roll Forward will run on the morning of August Close; however, changes must be completed by 5 p.m., Sept. 4 to be reflected properly on the voucher.
Interdepartment Transfers (IDTs)
All IDT vouchers — VT5, and VT7 — with an August 2024 voucher date applicable to FY 23-24 must be routed to and the necessary supporting documentation received by Accounting and Financial Management by noon to be included in your August Statement of Account.
Note: IDTs will be final approved in Accounting and Financial Management by 5 p.m.
Thursday, September 5
August Close
August will close after 5 p.m. Balance forward documents will be processed Sept. 6-9
Correction Vouchers
All correction vouchers – VT6 – with an August 2024 voucher date applicable to FY 23-24 must be routed to and the necessary supporting documentation received Accounting and Financial Management by noon to be included in your August Statement of Account.
Request for Transfer of Funds (VTA, VTC)
All VTAs and VTCs with an August 2024 voucher date applicable to FY 23-24 must be routed to Accounting and Financial Management by 2 p.m. to be included in your August Statement of Account.
Saturday, September 7
Clearing Accounts
Salary clearing accounts must be fully allocated by departments and returned to SPAA by noon so they can be final approved.
Wednesday, September 11
Departmental Entries
Support for all Departmental Entries— inventories, accounts receivable, and lapsing entries— must be submitted to Accounting and Financial Management – Financial Accounting and Reporting by 2 p.m. Each transaction must meet the minimum threshold of $25,000 or greater to be considered.
Please check the Accounting and Financial Management website for deadline reminders and year-end processing tips. Reminders are also posted on the Good Morning screen in *DEFINE (HH7).
We appreciate your efforts in meeting these deadlines. We encourage you to process documents as early as possible to avoid the year-end rush.
Questions?
| Questions about... | Contact: | Info |
| Payroll deadlines | Payroll Services | 512-471-5271, payroll@austin.utexas.edu |
| Purchasing deadlines | Purchasing Office | 512-471-4266, purchasing@austin.utexas.edu |
| Contracts and grant deadlines | Office of Sponsored Projects | 512-471-6424, spaa@austin.utexas.edu |
| Accounting questions | Financial Accounting and Reporting | 512-471-3723, oa.far@austin.utexas.edu |
| Help finding other information | askUS Support | 512-471-8802, askUS@austin.utexas.edu |