Important Payment Reminders for Thankgiving Break and Winter Break Closure
As we wind down the calendar year, it is important to start planning for Thanksgiving and Winter Break Closure (WBC) payments. Since the University will have a modified operating schedule during this period of time, as a result of the mandatory furlough days, please keep in mind the following information:
- If you have invoices that need paid before Thanksgiving Break and / or WBC, please ensure when you are submitting 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 |
| Friday, 11/20/2020 by 10am | Tuesday, 11/24/2020 at 10am | Payments scheduled through 11/30/2020 will be paid on this check run |
| Tuesday, 12/15/2020 by 10am | Thursday, 12/17/2020 at 10am | Payments scheduled through 1/6/2021 will be paid on this check run |
| Next regular check run after Thanksgiving | Tuesday, 12/1/2020 at 10am | |
| Next regular check run after WBC | Thursday, 1/7/2020 |
Accounts Payable has made special arrangements to address necessary payments (ex., utilities, benefits, and payroll taxes) during the break periods so that there is no interruption to operations.
Questions? Contact Finance Customer Care at financecustomercare@ohio.edu
Purchasing and Contracts
The Purchasing and Contracts departments are also sharing the key dates for Requisition and Request for Bids in preparation of the Thanksgiving and WBC periods:
| Departmental Submission to Purchasing and Contracts | Deadline | Notes |
| Requests for Bid or Proposal needed before Thanksgiving Break | Monday, 10/19/2020 | Complex proposals may take longer to process, please plan accordingly |
| Service Agreement requisitions in BobcatBUY to be processed before Thanksgiving Break | Friday, 11/6/2020 | |
| Non-Catalog requisitions for approval in BobcatBUY to be processed before Thanksgiving Break | Friday, 11/6/2020 | |
| Requests for Bid or Proposal needed before WBC | Friday, 11/20/2020 | Complex proposals may take longer to process, please plan accordingly |
| Service Agreement requisitions in BobcatBUY before WBC | Friday, 12/4/2020 | |
| Non-Catalog requisitions for approval in BobcatBUY before WBC | Friday, 12/4/2020 |
Adhering to these dates is especially important regarding any software purchases, as the negotiation of terms and conditions related to licensing issues can often take several business days to resolve with the supplier. Our ability to contact you to discuss any underlying issues could be important in expediting the approvals for contracts. If you are planning time off prior to or after the break periods, please let us know who we can work with in your absence or how to contact you during this time. Otherwise, if issues come up and we cannot reach you (or your designee), the contract will have to wait for your return to the office. Please be aware that complex contracts may require additional time to finalize so please plan ahead.
Catalog requisitions will be processed automatically on day of submission; however, it is recommended that you have those orders submitted by December 11, 2020 to allow for processing time by the supplier and delivery time. Many suppliers are extra busy during this time of year so plan accordingly to allow sufficient time to receive items before closure periods.
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 twice a day, 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.
Questions? Contact Finance Customer Care at financecustomercare@ohio.edu