Important Deadlines for the Winter Break Closure
As we wind down the calendar year, it is important to start planning for Thanksgiving and Winter Break Closure (WBC) payments. Please keep in mind the following deadlines:
Payments
If you have invoices that need to be paid before Thanksgiving Break and/or WBC, please ensure when you submit invoices to Accounts Payable that you include the following verbiage in the subject line: “For Payment Processing Before XX” where XX is either Thanksgiving Break or Winter Break Closure. If there are Form Requests that need payments processed before these closures, please submit a ticket to Finance Customer Care with the Form Request number.
|
Department Submission to AP for Processing |
Scheduled Check Run |
Payment Processing Dates |
|
Wednesday, 11/17/2021 by 5pm |
Tuesday, 11/23/2021 at 8am |
Payments scheduled through 11/29/2021 will be paid on this check run |
|
Wednesday, 12/15/2021 by 5pm |
Thursday, 12/23/2021 at 8am |
Payments scheduled through 1/3/2021 will be paid on this check run |
|
Next regular check run after Thanksgiving break |
Tuesday, 11/30/2021 at 8am |
|
|
Next regular check run after WBC |
Tuesday, 1/4/2021 at 8am |
|
Purchasing and Contracts
The Purchasing and Contracts departments have key processing dates for Requisitions and Request for Bids in preparation of the Thanksgiving and WBC periods.
|
Department Submission to Purchasing and Contracts |
Deadline |
Notes |
|
Requests for Bid or Proposal needed before WBC |
Friday November 19, 2021 |
Complex proposals may take longer to process, please plan accordingly. RFP requests received after this date are not guaranteed for processing before WBC |
|
Service Agreement Requisitions in BCB |
Friday, December 3, 2021 |
Service Agreements after this date are not guaranteed processing before WBC |
|
Non-Catalog Requisitions in BCB |
Friday, December 3, 2021 |
Non-Catalog requisitions after this date are not guaranteed processing before WBC |
Grants
All completed award packages for all awards are due in Grants Accounting for set up prior to Winter Break Closure must be received in Grants Accounting no later than 12:00PM on Friday, December 10, 2021.
Office of the Bursar
The Office of the Bursar will continue to process deposits over Winter Break Closure (December 24 through January 2). Place deposits in the drop box located inside the south entrance doors on the ground floor of Chubb Hall (Court Street side of the building). Seal the deposit or payment in an envelope or bag with appropriate identifying information (e.g. deposit form, Cashnet deposit report, account number, PCard refund form, etc.). A receipt will be emailed if an email address is provided.
Purchasing Cards
If you anticipate any purchasing card issues or adjustments to limits you must have this request into Finance Customer Care no later than 12:00PM on Friday, December 17, 2021. No exceptions or limit increases will be made over WBC so please plan accordingly to avoid last minute requests/rushes.
Purchasing Card pickups are by appointment only. Appointments will be scheduled through Thursday, December 23, 2021. If you need to schedule an appointment for pickup, please email financecustomercare@ohio.edu.
Finance Customer Care
During Thanksgiving holiday break and Winter Break Closure, the Finance Customer Care email will be monitored for emergency only issues (financecustomercare@ohio.edu). The mailbox will be checked once a day around noon, each business day during the break periods, to address emergency only issues. All other issues will be addressed when the University officially opens for business after the break periods.