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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.