Important Deadlines for the Winter Break Closure (2023)
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
The Accounts Payable deadlines below are for invoices submitted to accounts.payable@ohio.edu and payment request forms submitted in BobcatBUY with a due date prior to Wednesday, January 3rd.
Department Submission to AP for Processing | Scheduled Check Run | Payment Processing Dates |
Friday, December 15th by 5:00pm | Friday, December 22nd at 1:00pm | Payments scheduled through Wednesday, January 3rd will pay in this check run. |
Submission to AP after Friday, December 15th | Tuesday, January 2nd at 8:00am |
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If you have an urgent invoice/direct payment that comes in after this deadline, please submit a ticket to financecustomercare@ohio.edu and we will do our best to process prior to WBC.
Purchasing and Contracts
The Purchasing and Contracts departments have key processing dates for requisitions and contract review 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 BobcatBUY | Monday, December 18th at 5:00pm | Service Agreements after this date are not guaranteed processing before WBC. |
Non-catalog requisitions in BobcatBUY | Monday, December 18th at 5:00pm | Non-Catalog requisitions after this date are not guaranteed processing before WBC. |
Payment Cards
If you anticipate any payment card issues or adjustments to limits, you must make this request to Finance Customer Care no later than 12:00PM on Friday, December 22, 2023. No exceptions or limit increases will be made over WBC so please plan accordingly to avoid last-minute requests/rushes.
Payment Card pickups are by appointment only. Appointments will be scheduled through Friday, December 22, 2023. 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.