University Closure is from Friday, December 22, 2023, through Monday, January 1, 2024. Please review these important deadlines, dates, reminders, and procedures to help ensure a successful closure.
For general calendar year-end assistance, please contact FNSV-Outreach@arizona.edu and they will direct you to the correct department.
Calendar Year-End Dates and Deadlines
| Task | Deadline | Notes |
|---|---|---|
| Deadline for Operational Advance settlements. | Monday, December 4 | Units should partially or fully settle Operational Advances to ensure appropriate 1099 tax reporting. Please submit Distribution of Income & Expense documents by 5 p.m. |
| Deadline to submit Disbursement Vouchers | Wednesday, December 13 | Vouchers must be fully approved by fiscal officer(s) accompanied by a valid business purpose and supporting documentation for payment prior to University Closure. |
| Deadline to submit Purchase Order invoices | Wednesday, December 13 | Please ensure funding is available on the Purchase Order to avoid processing delays. |
| Final day for Accounts Payable to approve Disbursement Vouchers for payment prior to University Closure. | Wednesday, December 20 | |
| Final day for departments to approve Payment Requests in UAccess Financials to disburse prior to University Closure. | Wednesday, December 20 | |
| Final day for issuance of international wire transfers with a value date of 12/21/2023. | Wednesday, December 20 | |
| Final check and Automated Clearing House (ACH) disbursements for 2023 to include all payments in final status prior to University closure. | Thursday, December 21 | |
| Auto-Approval Dates for PCard Transactions | Friday, December 22 - Tuesday, January 2 | If the reconciliation/approval timeline occurs within the closure, the approval dates will be extended to allow for the standard 10 business days before auto-approving. For transaction documents that are created during the closure, the timeline for reconciliation/approval will be 14 calendar days beginning Tuesday, January 2, 2024. |
| UAccess Financials System Availability | Friday, December 22 - Monday, January 1. | The system will be unavailable every day from 12 a.m. to 5:30 a.m. with the following exceptions below. |
| KFS Batch Processing for Payroll Processing | Wednesday, December 27 | System will be unavailable starting at 7 p.m. All approved documents and collector files will post. |
| Payroll Expenditure Listings | Thursday, December 28 | Payroll Expenditure Listings will be available by 12 p.m. May be delayed due to large payroll files. |
| UAccess Financials unavailable | Friday, December 29 | System will be unavailable starting at 12 p.m. All approved documents and collector files must be submitted before to be posted to the current period. |
| December Period 06 Closing Date | Friday, December 29 | |
| Final Payday of 2023 | Friday, December 29 | Payday for the period ending on Sunday, December 24, 2023. |
Postal Services Closure
During University Closure, there will be no mail delivery, including inter-campus and outbound mail processing, to main campus. University Postal Services will continue to sort incoming mail during this period and will deliver all mail received on Tuesday, January 2, 2024.
Departments that wish to pick up mail during this period may do so and must notify University Postal Services no later than 12 p.m. on Friday, December 15, 2023. Please contact Victor Flores at vflores34@arizona.edu to notify. If your department chooses to pick up their mail during this time:
- Mail must be picked up no later than 1:30 p.m. each day from University Postal Services at 3740 E. 34 Street, Tucson, AZ 85713.
- Personnel picking up mail will be required to show University ID and must take all mail for the department that day.