Financial Services

Year End Deadlines 2016

March 21, 2016

Click here for printable version.

The University's year-end is Saturday, April 30, 2016. All transactions occurring before year end must be dated April 30, 2016 or earlier to be included in the 2015/2016 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 2015/2016 budget year.

CASH RECEIPTS

All cheques and cash must be deposited by the central cashier on or before Friday, April 29, 2016 in order to be processed with an April date. All deposits made after April 29 will be May dated. In order to accommodate year end processing, the cashier hours will be extended as follows: April 27 & 29 9:00 a.m. – 12:00 and 12:30 – 3:30 p.m.

PETTY CASH

Expenses incurred prior to April 30, 2016 must be submitted through the central cashier no later than Monday, May 2, 2016 to be processed with an April date. It is strongly encouraged that petty cash claims be submitted prior to April 29 where possible to ensure your claim will be processed in the 2015/2016 budget year. The cashier will be accepting petty cash reimbursements up to and including May 2, 2016.

ACCOUNTS RECEIVABLE INVOICES

All April-dated invoices for external customers must be finalized and printed by 3:00 p.m. on April 29, 2016.

INVENTORIES

The last day for submission of the physical inventory sheets is Tuesday, May 3, 2016.

INTERDEPARTMENTAL CHARGES

Interdepartmental charges for goods received or services rendered before April 30, 2016 must be dated April 30, 2016 or prior and journaled no later than Monday, May 2, 2016. Ensure the Accounting Date on the Journal Entry Header Panel is changed to April 30, 2016.

TRAVEL EXPENSES/TRAVEL ADVANCES

Travel costs for non-UWO employees incurred prior to April 30, 2016 must be submitted no later than Friday, April 22, 2016. Employees must use the on-line travel expense system. On-line expense reports must be approved by the final approver by April 30, 2016 to be included in the 2015/2016 budget year. All outstanding travel advances should be cleared by that date. Hard copies of on-line expense reports with original receipts attached must be forwarded to the Travel desk, SSB 6100 by Monday, May 9, 2016.

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 17 to 23, 2016.

PROCUREMENT INSTRUCTIONS

Purchase orders for goods and services received in the 2015/2016 budget year and invoiced before May 1, 2016 must be approved and released in Mustang Market by April 30, 2016 to be processed in the 2015/2016 budget year.

Purchase orders for goods and services shipped, received and invoiced after May 1, 2016 will be committed against the 2016/2017 budget year.

Suppliers' invoices must be in Accounts Payable, apinvoice@uwo.ca or SSB 6100, no later than May 2, 2016. Invoices received after this date will be processed in the 2016/2017 budget year.