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Purchase orders (PO) related to grants require special treatment at year-end and must be rolled forward to the new fiscal year with a budget date that falls within the Period of Performance of the grant. 

Fiscal Year-End 2025 Actions

UVA Finance Actions

To facilitate the year-end roll-forward of grant POs, please see the following UVA Finance actions taken in collaboration with OSP:

  1. POs related to grants with end dates within fiscal year (FY) 2024—prior to July 1, 2024—will be closed by UVA Finance. No exceptions. 
  2. POs related to grants with end dates prior to June 1, 2025 will be closed by UVA Finance unless you specifically request them to be rolled forward by June 20, 2025.

Your Actions

We ask you to run the Workday report, Open Purchase Orders - Grants Year-end Rollover report for outstanding grant POs and complete the following:

  1. Review the report for your grants and Cost Centers.
  2. Close any POs that have been completed and are no longer needed.
  3. Filter for POs in "issued" status with a remaining balance of zero (0) and grant end dates before 6/1/2025. Identify any POs that should be rolled to the new fiscal year because of expected grant extensions. 
  4. Email UVA Financeand with the subject: Procurement Rollforward of [POs identified in step #3]. Enter a grant extension request through ResearchUVA to enable OSP Pre-Award to take appropriate action. 

After July 1, 2025...

Supplier invoices needing to be processed on a closed PO will require that you enter a new requisition if the grant was extended. 

Invoices on POs for grants were not rolled forward and expired will require use of departmental funds for payment. You can then use an Accounting Adjustment or Accounting Journal to move expenses back to the grant.

Final Notes

  • Rolling forward a PO creates an Obligation in the new fiscal year.
  • You can only roll forward POs in "issued" status with a remaining balance. 
    • POs in "draft", "approved", or "in progress" or POs without remaining balance cannot be rolled forward. Instead, an Obligation is created in the new fiscal year once issued. 
  • You cannot roll POs in "change order in progress" status forward.
    • UVA Finance will cancel all change orders still in progress. They will need to be re-entered in the new fiscal year.  
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