Month End Period Close Process

Workday business processes are closed at month end according to the schedule below.  The business process must be fully completed (i.e. approved) in Workday before the end of the business day to be recorded in that month, as long as it is dated in that month of earlier.

3rd business day:

• Pcard Verifications - last day to verify.  If a transaction is not verified, Accounts Payable will verify on your behalf and charge the transaction to the PCard holder's default cost center.  This will route to the Cost Center Manager for approval.  Transactions must be approved by the 5th business day to be recorded to the previous  month.

4th business day:

• Payroll / Payroll Accounting Adjustments

5th business day:

• Supplier Invoices
• Expense Reports
• Journal Entries
• Purchasing Card

FY25 Workday Month End Closing Dates:

Month	3rd business day Pcard verifications	Workday Areas Closed by the EOD, 4th Business day Payroll / Payroll Accounting Adjustments	Workday Areas Closed by the EOD, 5th Business day Supplier invoices Expense Reports Journal Entries Purchasing Cards (Operational Activity Complete)	7th Business day Run departmental reports All activity (including centrally posted allocations) has been posted
July 2024	Monday, August 5, 2024	Tuesday, August 6, 2024	Wednesday, August 7, 2024	Monday, August 12, 2024
August 2024	Thursday, September 5, 2024	Friday, September 6, 2024	Monday, September 9, 2024	Wednesday, September 11, 2024
September 2024	Thursday, October 3, 2024	Friday, October, 4, 2024	Monday, October 7, 2024	Wednesday, October 9, 2024
October 2024	Wednesday, November 6, 2024	Thursday, November 7, 2024	Friday, November 8, 2024	Tuesday, November 12, 2024
November 2024	Wednesday, December 4, 2024	Thursday, December 5, 2024	Friday, December 6, 2024	Tuesday, December 10, 2024
December 2024	Wednesday, January 8, 2025	Thursday, January 9, 2025	Friday January 10, 2025	Tuesday, January 14, 2025
January 2025	Wednesday, February 5, 2025	Thursday, February 6, 2025	Friday, February 7, 2025	Tuesday, February 11, 2025
February 2025	Wednesday, March 5, 2025	Thursday, March 6, 2025	Friday, March 7, 2025	Tuesday, March 11, 2025
March 2025	Thursday, April 3, 2025	Friday, April 4, 2025	Monday, April 7, 2025	Wednesday, April 9, 2025
April 2025	Monday, May 5, 2025	Tuesday, May 6, 2025	Wednesday, May 7, 2025	Friday, May 9, 2025
May 2025	Wednesday, June 4, 2025	Thursday, June 5, 2025	Friday, June 6, 2025	Tuesday June 10, 2025
June 2025	Refer to Year End Schedule for June close dates

Best Practices:

• Cost Center Managers and Grant Managers should frequently review their Workday inboxes.
• Reconcile accounts on a monthly basis to capture errors in a timely fashion.
• Prior fiscal year expenses may not be reallocated (except for sponsored awards)

Recommended reports for Cost Center Managers for montly reconciling, reports and report descriptions are available through the Supplemental Report App in Workday. *This is not an all-inclusive list of workday reports:

• Manager Activity Report – Actuals
• Manager Activity (Excl. Sponsored Activities)
• Select Balance Sheet for Managers
• Agency Account Report (if applicable)
• Spendable Gift Report
• Endowment Income Report
• Sponsored Award Budget to Actuals
• Sponsored Award(s) Activity – Actuals
• Payroll Actuals by Cost Center (With Worktags)
• In Progress Payroll Actuals by Cost Center (All Organizations)

FAQs:

When is the last day journal entries may be submitted in Salesforce by the Brown community for the previous month?

• Journal entries may be submitted in the Salesforce journal entry app for the previous month through the end of the fifth business day of the following month. For example, for the month ended Saturday, October 31, 20XX, Salesforce journal entries may be submitted through the end of the fifth business day, Friday, November 6, 20XX. Any entries submitted in Salesforce after the end of the fifth business day will result in errors and will not transmit to Workday.

Will I have more time to submit journal entries before year end?

• Yes, the deadline is extended further into July for June 30 entries.  The exact date will be accounced on the Controller's Year End webpage and during the Controller's Office year end presentations.