Year End Deadlines

*Call 3-4813 or email invoice@odu.edu with questions.

It is mandatory that goods and services be received on or before June 14, 2024, to be charged to FY24. eReceivers must be completed by June 14, 2024.

Goods and services received after June 14, 2024, will be charged to FY25 budgets regardless of when the requisition was received in Procurement Services or when a Purchase Order was issued.

Purchasing Card (PCard)

Monthly Cardholder and Approver budget allocation and electronic signoff for each transaction posted in the Works system is due no later than the 30th of each month, except for year-end closing. The charges for the mid-May to mid-June cycle of FY24 have the deadline of June 14, 2024, for complete allocation and signoff.

All PCard activity after June 14, 2024, will be posted in FY25. Departments should be mindful of this change and ensure FY25 resources are available to cover PCard expenses incurred after June 14th.

Additional PCard Guidance may be accessed here.

*Call 3-5889 or email procurement@odu.edu with questions.

It is mandatory that goods and services be received and invoiced on or before June 14, 2024, to be charged to FY24. Regardless of when the requisition was received in Procurement Services, goods and services received after June 14, 2024, will be charged to FY25 budgets. Open encumbrances will roll to FY25.

Please remember that as year-end approaches, product availability and commercial delivery schedules become less dependable. The best way to ensure delivery by June 14 is to submit your requisitions early.

Additional Procurement Guidance may be accessed here.

*Email invoice@odu.edu or call 3-4813, 3-5020, 3-4762, or 3-4528 with questions.

• Vendors are required to mail or email (invoice@odu.edu) invoices directly to Accounts Payable. Invoices received by departments must be forwarded immediately to Accounts Payable at invoice@odu.edu. Invoices sent to departments could result in payment delays to vendors and violate Commonwealth Prompt Pay requirements.

• Departments must not hold invoices or eReceivers due to lack of funds. The University is obligated to pay, and departments are required to manage budgets accordingly. (Reminder: Inspection of the items or services received by departmental staff and the completed eReceiver should be completed in Banner as soon as possible, but in no case more than three working days after delivery).

• Prepayment of expenditures may be authorized if required by an annual contract or for recurring expenditures paid annually each June (such as memberships and subscriptions). Requests for prepayments must be submitted no later than June 2, 2024. Prepayment invoices and supporting documentation (Purchase Order and eReceiver) that are authorized according to the CAPP Manual and that are PAID prior to June 14, 2024, will be recorded in FY24. Prepayments made after June 14, 2024, will be posted to FY25.

Petty Cash Funds

• Must be reconciled monthly. If there are no expenditures for a month, submit a PC-4 Form indicating “no expenditures for the month.”
• Petty Cash reconciliations must be completed and reported to Accounts Payable by July 3, 2024.

*Call 3-4795 or 3-3058 (General Accounting) or 3-3257 (Data Control) with questions.

*Email budget@odu.edu or call 3-3131 or 3-3089 with questions.

Budgets are established to ensure funds are expended in accordance with approved resources. Sufficient budget balances must be available to cover all disbursements. Budget Unit Directors are responsible for monthly reconciliations as well as ensuring all budget deficits are cleared by the deadline below.

Call 3-6879 with questions.

• The last hourly payday for FY24 (pay period June 1-15, 2024) is July 1, 2024.

• The last payday for salaried (full-time and Graduate Assistants, pay period May 25-June 9) employees for FY24 is June 14, 2024.

• The July 1, 2024, salaried payroll is charged to the new fiscal year budget (FY25).
  REMEMBER: Faculty overload and summer pay on July 1, 2024, will be charged to the new fiscal year – FY25.

• Timesheets, E-1S Forms, EPAFS, & part-time faculty and summer payroll requests submitted to Payroll after the published deadlines for FY24 will be processed on the first payroll for FY25.

• Web Time Entry for leave taken and/or hours worked by hourly, student hourly, and classified staff should be submitted by the published Web Time Entry “submit by” deadlines, found here.

• Classified leave accounting records must be current as of June 24, 2024, for the Leave Liability Report to be accurately reported. Please monitor your Web Time Entry leave taken to ensure that all leave taken in FY24 is properly submitted by the deadlines.

• Faculty leave accounting records must be current as of June 9, 2024, for the Leave Liability Report to be accurately reported. Please monitor your Web Leave Reports to ensure that all leave taken in FY24 (contract year) is properly submitted by the deadlines.

• Questions concerning student E-1S Forms/EPAFS should be addressed to Payroll Student Employment at extension 3-3193.

• Refer to the Payroll Schedule and Web Time Entry Submission Schedule for additional deadlines and details. ***

To ensure that payroll forms can be processed timely for all hourly wage employees, we have established the following deadlines for submission of E-1 Forms/EPAFS for hourly wage employees.

Questions about employment forms for wage employees, classified, non-instructional part-time faculty (non-academic), or faculty administrators should be addressed to Human Resources at 3- 3042.

Questions about adjuncts, non-instructional part-time faculty (academic), and teaching & research faculty should be addressed to Academic Affairs at 3-5421.

Questions about student E-1S Forms/EPAFS should be addressed to E-1S Processing staff members at 3-5399 or 3-5271.