Financial Services

Year End Deadlines 2017

March 14, 2017

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The University's year end is Sunday, April 30, 2017. All transactions occurring before year end must be dated April 30, 2017 or earlier to be included in the 2016/2017 budget year. It is the responsibility of each department to submit its accounting records before the deadlines listed below. The transactions received before these deadlines will be included in the 2016/2017 budget year.

CASH RECEIPTS

All cheques and cash must be deposited by the central cashier on or before Friday, April 28, 2017 in order to be processed with an April date.  All deposits made after April 28 will be May dated.  In order to accommodate year end processing, the cashier hours will be extended as follows:  April 26 & 28 9:00 a.m. – 12:00 and 12:30 – 3:30 p.m. 

PETTY CASH

Expenses incurred prior to April 30, 2017 must be submitted through the central cashier no later than Monday May 1, 2017 to be processed with an April date. It is strongly encouraged that petty cash claims be submitted prior to April 28 where possible to ensure your claim will be processed in the 2016/2017 budget year.  The cashier will be accepting petty cash reimbursements up to and including May 1, 2017.

ACCOUNTS RECEIVABLE INVOICES

All April-dated invoices for external customers must be finalized and printed by 3:00 p.m. on April 28, 2017.

INVENTORIES

The last day for submission of the physical inventory sheets is Tuesday, May 2, 2017.

INTERDEPARTMENTAL CHARGES

Interdepartmental charges for goods received or services rendered before April 30, 2017 must be dated (and approved if Mustang Market forms/journals) April 30, 2017 or prior and journaled no later than Monday, May 1, 2017.  Ensure the Accounting Date on the Journal Entry Header Panel is changed to April 30, 2017.

TRAVEL EXPENSES/TRAVEL ADVANCES

Paper travel claims for expenses incurred prior to April 30, 2017 must be submitted no later than Friday, April 21, 2017 for processing. Online expense reports must be approved by the final approver no later than April 30, 2017 to be included in the 2016/2017 budget year. All outstanding travel advances should also be cleared April 30, 2017 (meaning the associated expense claim must be fully approved by April 30th, 2017 for the advance to clear). Hard copies of online expense reports with original receipts attached must be forwarded to the Travel desk, SSB 6100 by Monday, May 8, 2017.

PAYROLL INSTRUCTIONS

Regular and vacation pay for part-time employees and any overtime owed to employees should be paid in April.  Financial Services will accrue payroll from April 16 to 22, 2017.

PROCUREMENT INSTRUCTIONS

Purchase orders for goods and services received in the 2016/2017 budget year and invoiced before May 1, 2017 must be approved and released in Mustang Market by April 30, 2017 to be processed in the 2016/2017 budget year.

Purchase orders for goods and services shipped, received and invoiced after April 30, 2017 will be committed against the 2017/2018 budget year.

Suppliers' invoices must be in Accounts Payable, apinvoice@uwo.ca or SSB 6100, no later than May 1, 2017.  Invoices received after this date will be processed in the 2017/2018 budget year.