Important Deadlines for the Winter Break Closure
As we wind down the calendar year, it is important to start planning for Winter Break Closure (WBC). Please keep in mind the following deadlines:
Payments
If you have invoices that need to be paid before WBC, please ensure when you submit invoices to Accounts Payable that you include the following verbiage in the subject line: “For Payment Processing Before WBC. If there are Form Requests that need payments processed before the closure, 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 |
|
Friday, 12/16/2022 by 5pm |
Friday, 12/23/2022 at 1pm |
Payments scheduled through Wednesday, 1/4/2023 will be paid in this check run |
|
Next regular check run after WBC |
Tuesday, 1/3/2023 at 8am |
|
Purchasing and Contracts
The Purchasing and Contracts departments have key processing dates for Requisitions and Request for Bids in preparation for the WBC period.
For departments that have buying needs over WBC, you will need to ensure you have appropriate coverage setup to approve BobcatBUY requisitions in the system. Purchasing will process requisitions on weekdays (mid-day) during WBC for any requisitions that are complete (ex., contract is in place and legally executed or supplier is setup). If your requisition is a non-catalog PO or a service agreement, please ensure you put through your request by the dates below to ensure it can be processed before the University is closed for WBC.
|
Department Submission to Purchasing and Contracts |
Deadline |
Notes |
|
Service Agreement Requisitions in BCB |
Monday, December 12, 2022 |
Service Agreements after this date are not guaranteed processing before WBC |
|
Non-Catalog Requisitions in BCB |
Monday, December 12, 2022 |
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 9, 2022.
Office of the Bursar
The Office of the Bursar will continue to process deposits on weekdays 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 Thursday, December 22, 2022. 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 Friday, December 23, 2022. If you need to schedule an appointment for pickup, please email financecustomercare@ohio.edu.
Finance Customer Care
During Winter Break Closure, the Finance Customer Care email will be monitored for emergency only issues (financecustomercare@ohio.edu). The mailbox will be checked on weekdays (mid-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 period.