Note: These dates are intended to be used as guidelines to help with planning for future fiscal year ends. The official processing deadlines can be found in Fiscal Year-End Voucher Processing Deadlines.
PURCHASING
CSUs can typically start new fiscal-year encumbrances around the second Monday of August.
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New FY Encumbrances for Goods and Services |
CSUs are authorized to begin encumbering the next fiscal year’s 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 current fiscal-year budgets. |
ACCOUNTS PAYABLE, IC TAX, AND TRAVEL
Payment Vouchers and Petty Cash will typically fall in the third week of August. Accounts Payable needs at least five business days before the last business day in August to complete the processing of vouchers.
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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. Note: This deadline is the last day a VP document can be created and final approved for the current fiscal year and be included in your August Statement of Account. |
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Petty Cash |
Reimbursement for petty cash funds— processed on VP2s and including supporting documentation— must be received by OA Document Processing by 5 p.m. |
ProCard transactions during the first half of August will process within the month of August. ProCard transactions for the second half of the month will process in the new fiscal year.
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ProCards |
Example from FY21-22:
“ProCard transactions for the period of Aug. 4-15 will be created on approximately Aug. 16 and must be approved by Aug. 26. The remainder of August ProCard transactions will be posted in the new fiscal year.” |
STUDENT ACCOUNTS RECEIVABLE
This deadline is typically set the second-to-last Friday in August of the fiscal year. This will allow departments to issue all their current funds before the end of the year.
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Scholarship Vouchers |
All SS1 documents must be approved by the department by 5 p.m.
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PAYROLL
Payroll dates depend on Year-End Close, which is based on the date of Labor Day.
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Workday – Monthly Employees – Business Process Routing Deadline |
All business processes for monthly employees that require HR or APS approval must be routed by 5:00 p.m. for the August monthly pay period. |
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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 5:00 p.m. for the August monthly pay period. |
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Workday – Hourly Employees – Business Process Routing Deadline |
All business processes for hourly employees that require HR or APS approval must be routed by 5:00 p.m. for the August 16 - 31 pay period. |
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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 August 16 - 31 pay period. |
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Costing Allocation Changes |
Any costing allocation changes for the fiscal year need to be completed in Workday by noon. |
CASH MANAGEMENT
The Outgoing Wires and Foreign Drafts deadline is usually set in the third week of August.
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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. |
The Cash Receipts deadline is the last business day in August, typically August 31 except when that date falls on a weekend.
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Cash Receipts |
All cash receipts, e.g., VC documents, must be received by the Bursar (Cashier's Office) by 4:30 p.m. |
OFFICE OF SPONSORED PROJECTS
The Clearing Accounts deadline will typically be the day of or the day after Year-End Close.
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Clearing Accounts |
Salary clearing accounts must be fully allocated by departments and returned to SPAA by noon so they can be final approved. |
ACCOUNTING AND FINANCIAL MANAGEMENT
The date of Year-End Close is determined by Labor Day. Balance forwards begin processing after Close and typically take three days to complete. Please see Table 1 for examples.
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August Close |
August will close after 5 p.m. Balance-forward documents will begin processing after Close and typically take 3 days to complete. Reminder: A roll-back entry is no longer generated. |
Table 1
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Labor Day |
Year-End Close |
Business days in September before August Close |
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September 1 |
Thursday, September 4 |
3 |
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September 2 |
Thursday, September 5 |
3 |
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September 3 |
Thursday, September 6 |
3 |
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September 4 |
Wednesday, September 6 |
3 |
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September 5 |
Tuesday, September 6 |
3 |
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September 6 |
Friday, September 3 |
3 |
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September 7 |
Friday, September 4 |
4 |
Roll forwards will process the morning of Year-End Close.
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Roll Forward |
Departmental service dates and codes must be added to current fiscal year transactions by 5 p.m. on the day before year end close 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.
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VT Documents
The deadline for Interdepartmental Transfers (IDTS), such as VT5s, VT7s, has typically been on the day of Year-End Close. However, it was requested that this date move one day earlier to accommodate budget adjustments needed when these vouchers are processed.
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Interdepartmental Transfers (IDTs) |
All IDT vouchers— VT5 and VT7— with an August voucher date applicable to the current fiscal year must be routed to and the necessary supporting documentation received by the Office of Accounting and Financial Management by noon to be included in your August Statement of Account. Note: IDTs will be final approved in the Office of Accounting and Financial Management by 5 p.m. |
The deadline for Correction vouchers, VT6s, will be on the day of Year-End Close.
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Correction Vouchers |
All Correction vouchers - VT6— with an August voucher date applicable to the current fiscal year must be routed to and the necessary supporting documentation received by the Office of Accounting and Financial Management by noon to be included in your August Statement of Account. |
Requests for Transfer of Funds— VTC, and VTA vouchers— will be set the same day as Year-End Close.
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Requests for Transfer of Funds (VTA, VTC) |
All VTAs and VTCs with a current-year August voucher date applicable to the current fiscal year must be routed to the Office of Accounting and Financial Management by 2 p.m. to be included in your August Statement of Account. |
Departmental Entries will typically be the first Friday or Monday after Close in September.
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Departmental Entries |
Support for all Departmental Entries— inventories, accounts receivable, and lapsing entries— must be submitted to the Office of 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).
Your efforts in meeting these deadlines are greatly appreciated. We encourage you to process documents as early as possible to avoid the year-end rush.
Questions?
If you have questions, please contact the following:
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Questions about… |
Contact: |
Info |
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Payroll deadlines |
512-471-5271, |
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Purchasing deadlines |
512-471-4266, |
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Contracts and grants deadlines |
512-471-6424, |
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Accounting questions |
512-471-2808, |
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Help finding other information |