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Department of Finance
Ohio University
79 S Court St
Lindley Hall N162
Athens, OH 45701
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Finance

Important Deadlines for the Winter Break Closure (2025)

December 3, 2025

As we approach the end of the calendar year, please review the following deadlines and preparation requirements related to the Winter Break Closure (WBC). Your attention to these timelines will help ensure that financial transactions are processed without delay before the University officially closes at the end of the day on Wednesday, December 24.

Accounts Payable

The deadlines below apply to invoices submitted to accounts.payable@ohio.edu and payment request forms submitted in BobcatBUY with a due date prior to Wednesday, January 7.

Department Submission to APScheduled Check RunPayment Processing Notes
Wednesday, December 17 by 5:00 PMTuesday, December 23 at 8:00 AMPayments scheduled through Wednesday, January 7 will be included in this run
Submission to AP after December 17Tuesday, January 6 at 8:00 AM 

If you receive an urgent invoice or direct payment request after the above deadlines, please submit a ticket to financecustomercare@ohio.edu. We will make every effort to process urgent items prior to WBC.

Purchasing and Contracts

Purchasing and Contracts have established the following deadlines for requisitions and contract review in preparation for WBC.

Departments with purchasing needs during WBC must ensure appropriate department approval coverage in BobcatBUY (BCB). If there is no one available in the department to approve items in BobcatBUY, (i.e., requisitions, AP Requests) they will not be processed during WBC. Purchasing cannot override workflow in BCB to push something through.

We recognize that some people continue to work over WBC and may have purchasing needs. Therefore, Purchasing will process complete requisitions (e.g., an executed contract or active supplier profile with proper in-system approvals) mid-day on weekdays during WBC.

If your requisition is a non-catalog PO or involves a service agreement, please follow the deadlines below to ensure processing before the University closes.

Department SubmissionDeadlineNotes
Service agreement requisitionsMonday, December 8 at 5:00 PMSubmissions after this date are not guaranteed to be processed before WBC
Non-catalog requisitionsMonday, December 8 at 5:00 PMSubmissions after this date are not guaranteed to be processed before WBC

Payment Cards

If you anticipate any issues with payment cards or need to request temporary limit adjustments, these requests must be submitted to Finance Customer Care no later than 12:00 PM on Tuesday, December 23, 2025.

  • No limit increases or adjustments will be made during WBC.
  • Payment cards may be picked up from the PCard Office through Tuesday, December 23, 2025.

Please plan ahead to avoid last-minute requests.

Finance Customer Care Availability During WBC

During Winter Break Closure, the Finance Customer Care team will monitor the email financecustomercare@ohio.edu for emergency-only issues.

  • The mailbox will be checked on weekdays (mid-day) throughout WBC.
  • All non-emergency inquiries will be addressed once the University reopens.

Student Payment Release Forms

The last to submit Student Payment Release Forms for reimbursement, prior to WBC, is December 18, 2025. Anything received after this date will not be processed until the University reopens in January 2026.

Questions? Please contact bursar@ohio.edu.

Summer Time & Effort Certification Due Date

Summer term time & effort reports, provided to departments in November, are due back to the Grants Office no later than December 19, 2025.

Questions? Please contact financecustomercare@ohio.edu