Year End Deadlines

2024 Calendar Year-End (CY24)

The university will be closed for winter break starting Saturday, December 21, 2024. Departments should be making appropriate arrangements for purchases and payments that must be completed before the end of the calendar Year (CY).To ensure these are completed timely (including order, delivery, and/or payment), please adhere to the following guidelines:  

Ordering Goods and Services: 

To order goods and/or services through eVA in CY24 (above $5k), requisitions must be submitted and fully approved through their departmental workflow no later than Friday, December 6, 2024*.  

Paying for Goods and Services: 

To pay for goods and/or services in CY24, the goods must have been delivered, all services must have been rendered, and the invoice(s) must be received by Accounts Payable (acctpay@gmu.edu) no later than Friday, December 6, 2024*. 

Fiscal Calendar Year-End Deadlines (CY24) 

The cut-off dates below have been established so that sufficient time is available to complete the purchase, delivery, invoice submission, and payment processes by Friday, December 20, 2024. Invoices cannot be paid before receipt of goods or services being rendered.  Every attempt will be made to process all requirements as they are submitted. 

*Dates are subject to change* 

Submit By Date – Description of Services

December 6 , 2024 – Wire Transfer requests. 

December 6, 2024 – All invoice payments (ordered, invoiced, and approved to pay) where payment is required before January 6, 2024. 

December 6, 2024 – Payment Requests, Honorarium Payments, and other AP Form submissions. 

December 6, 2024 – Requests for the Vendor Maintenance Team to add a new vendor in eVA or Banner. 

December 6, 2024 – All eVA purchase requests over $5,000 (Purchases under 5k may be issued by units without a deadline). 

December 9, 2024 – Mason Finance Gateway (MFG) – All reimbursement requests (Travel, Food/Bev, and other Business Expenses) fully approved in MFG by all parties. 

December 13, 2024 – P-Card Maintenance workflow lifts for purchases through January 6, 2025. 

Holiday Timesheet Guidance 

As a reminder, the university will be closed from December 23 through January 3, 2025 for Winter Break.  For holiday pay guidance, including information on alternative work schedules, refer to the holiday guidance on the Payroll website.   

In addition, please note the early submission and approval deadlines for timesheets for the following pay periods.  

Thank you in advance for meeting these early timesheet deadlines as it’s crucial for ensuring the overall efficiency and accuracy of payroll processing. 

2024 Fiscal Year-End (FY24)

Mason’s Fiscal Year ends on June 30, 2024. We encourage departments to begin planning purchases and/or payments to ensure that supplies, equipment, and services paid from Educational and General (E&G) funds are delivered and paid for by the university’s fiscal year-end. Further adhering to the deposit payment dates and Journal Voucher processing will ensure transactions are recorded in FY24.

Fiscal Year End Deadlines (FY24)

The cut-off dates below have been established so that sufficient time is available to complete relevant processes by June 30, 2024.

*Dates are subject to change*

Pay for Goods and Services:

*Dates are subject to change*

Purchasing and Accounts Payable

In order to pay for goods and/or services in FY24, the goods must have been delivered, all services must have been rendered, and the invoice(s) must be received in Accounts Payable (acctpay@gmu.edu) by June 10, 2024.

Invoices cannot be paid prior to receipt of goods or services being rendered. The Purchasing Office has no authority to circumvent the Commonwealth of Virginia payment regulations. Every attempt will be made to process all requirements as they are submitted. 

Deadlines for Processing Cost Transfers (FY24)

The deadlines for cost transfers between federal or non-federal sponsored funds and non-sponsored organizations (i.e. E&G, F&A, and Pools) must be followed as outlined.

Principal Investigators (PIs) have the primary responsibility for the fiscal stewardship of sponsored funds. PIs, designees, and departmental grant administrators with direct knowledge of the sponsored project must review the fund activity on a regular basis to ensure errors or adjustments are identified in a timely manner and corrective actions are completed. 

The federal government recognizes that there are instances when it is appropriate to transfer expenditures to a federally sponsored project if there is sufficient justification and the transfer is completed in a timely manner. University Policy 4005 – Cost Transfer Policy, provides additional guidance on cost transfers for federal awards and the expectation is that all PIs and responsible departmental staff charge the correct sponsored project initially.