2018/19 year-end finance instructions

With the March 31, 2019 fiscal year-end fast approaching, please be aware of the following deadlines and procedures.  Please submit all documents as early as possible in order to prevent delays in processing which may result in amounts being charged to the following fiscal year.

1. Expense Reports, Cheque Requisitions and Vendor Invoices
   Expense claims and cheque requisitions must be received by Accounts Payable as soon as possible and no later than Friday, March 22, 2019.  Anything submitted after March 22, 2019 is not guaranteed to be entered in fiscal 2019 and may be reflected in your 2019/20 budget.Please be advised that payments will not be issued from Monday April 1, 2019 to Friday, April 5, 2019 inclusive.

2. Accounts Receivable and Billings
   Please forward any billing requests to Cathy Nishikawa in Accounts Receivable by Tuesday, March 26, 2019.
3. Transfer Requests / Journal Entries
   Any requests for transfers or journal entries should be sent to Curtis McAndrew in Accounting by Friday, March 29, 2019.
4. Petty Cash
   Receipts pertaining to 2018-19 for reimbursement from petty cash must be submitted to the petty cash custodian by Thursday March 21, 2019.  Petty cash custodians should complete a Year-End Petty Cash Report – Confirmation of Petty Cash and cheque requisition and submit to Ann O’Melinn in Financial Services by Friday, March 22, 2019. A Year-End Petty Cash Report – Confirmation of Petty Cash form will be sent to petty cash custodians in early March.
5. Requisitions for Payroll Remittances
   All payroll requisitions pertaining to fiscal 2018-19 must be received in Accounts Payable by Thursday March 21, 2019.
6. Budget Index Confirmations
   Budget Officers, please review the year to date activity in your index(es).  If there is anything unusual or requiring correction please inform the appropriate contact in Financial Services (you can find contact information here).  Your responsibilities as a Budget Officer are outlined in the Financial Signing Authority Policy. As of April 1, 2019, all transactions in your index are presumed to be correct.

The above deadlines are for 2018-19 transactions only. Purchase Requisitions and Cheque Requests for 2019-20 can be forwarded at any time.  Your assistance in ensuring that all transactions are recorded in the correct fiscal year is very much appreciated. If you have any further questions, please contact Financial Services.

Ann O’Melinn,
Manager, Financial Services