FINANCIAL SERVICES
MEMORANDUM
To: DEANS, DEPARTMENT HEADS & ADMINISTRATIVE OFFICERS
From: Joshua McFarlen, Institutional Reporting, Controller’s Office
Date: March 10, 2016
Subject: 2015-16 Fiscal Year-end Cutoff Dates
The following year-end cutoff dates, for transactions originating in your department, are being provided to assist the
account administrators in developing an orderly plan for processing of financial activity during the remaining weeks
of the current fiscal year. This information should be made available to all persons in your department who are
responsible for processing these transactions.
Please note that normal month end procedures apply to April, with exceptions as noted below.
Your assistance in helping us complete the year end cycle is greatly appreciated.
All University Funds:
a)
Service Department Requisitions – April 8
Any requisitions for materials, supplies, printing, etc. from other University units should be processed before
4:30 p.m. April 8, in order to give these units an opportunity to fill the order before the year-end physical
inventory is taken.
b)
Approvals of Sick and Vacation Reporting – April 15
All sick and vacation usage up to March 31, 2016 needs to be submitted and approved by April 15.
b)
Approved Exception Standing Orders (SO) – April 15
Current approved exception SOs that are valid up to April 30, 2016 will automatically be re-created as
purchase requisitions for the new fiscal year, and will be available to departments in UniFi on April 6. These
requisitions need to be reviewed and completed in UniFi prior to 4:30 p.m. April 15.
Departments will be notified via email with detailed instructions. For reference purposes, the current year SO
number will appear as the requisition number with the alpha “X” as a prefix. Each requisition will reflect the
ending position of the 2015-16 SO including any changes that were made to CFOAPALs, encumbrances, and
goods and/or services purchased. Exception – any SO that had a CFOAPAL change will only reflect the
balance of the encumbrance from the time of the change. This is your opportunity to review the information
and ensure that the new fiscal year SO:
 Shows the order date and transaction date as May 1, 2016 and the delivery date as April 30, 2017.
 Reflects the appropriate CFOAPAL, requestor name, organization code, ship to code, attention to name,
and currency.
 Includes an estimated annual encumbrance. Note 1: The SO encumbrance is intended to represent
reasonable total annual usage in order to avoid invoice payment holdups and multiple requests for
encumbrance increases throughout the year.
 Indicates goods and/or services that are related to a contract or a quotation, or a list of specified items or
types of items that are intended to be purchased. Note 2: Line item detail must be included in item text if
known, or a detailed description of the goods and/or services can be added in document text.
New SO numbers for the new fiscal year will be assigned to these purchase requisitions. To enable
departments to place orders on May 1, the new SOs will be distributed to suppliers prior to May 1, 2016.
Contact Purchasing Services at 966-6704 with any questions.
c)
Outstanding Purchase Orders – April 19
Please review the outstanding purchase orders and report any discrepancies, including any amounts that need
to be liquidated, to Purchasing Services by 4:30 p.m. April 19. Please ensure that the amount recorded for
each purchase order is equal to the estimated value of the goods and/or services not received to date.
University of Saskatchewan
Financial Services
http://www.usask.ca/fsd
d)
On-Line Purchase Requisitions – April 19
Purchase requisitions will be accepted by Purchasing Services until 4:30 p.m. on April 19. Unless otherwise
directed, all requisitions received from April 20 to April 30 will be processed as 2016-17 transactions.
Should an emergency situation arise between April 20 and April 30, please contact Purchasing Services.
e)
Petty Cash Transactions – April 29
Petty Cash fund administrators are requested to claim reimbursement for current year transactions by 4:30
p.m. April 29.
f)
Travel Expense Claims – April 29
Travel expense claims pertaining to the 2015-16 fiscal year should be prepared promptly upon your return and
have approved expense report submitted by 4:30 p.m. April 29.
g)
Cheque Requisitions – April 29
Cheque requisitions pertaining to the 2015-16 fiscal year should be submitted to Payment Services along with
appropriate supporting documentation by 4:30 p.m. April 29.
h)
Payroll – April
For monthly new hires and changes Electronic Job Submission deadline is 4:30pm April 11
For hourly new hires and changes Electronic Job Submission deadline is 4:30pm April 29
i)
Receiving – May 2
Receiving is the basis for the approval of the invoices for payment and must be entered in UniFi immediately
upon receipt of the shipment but not later than 4:30 p.m. May 2. If the supplier forwarded the original copy of
the invoice directly to you, it should be forwarded immediately to Payment Services for payment.
j)
Cash Receipts – May 2
Cash reports pertaining to the 2015-16 fiscal year should be submitted to Student Accounts & Treasury by
12:00 noon, May 2.
k)
Feeds to Unifi from Departments and Units – May 2
Feeds must be submitted to the Controller’s Office by May 2. Please ensure that all feeds for the 2016 fiscal
year, submitted on May 1 or 2 are backdated to April 30.
l)
Journal Entries – May 2 regular journal entries; May 4 journal entries correcting April transactions
Regular journal entries, including interdepartmental charges, should be entered in UniFi by 3:00 p.m. May 2.
May 3 (Tuesday) and 4 (Wednesday) are available to review April data and process any journal entries
needed for corrections and outstanding year-end adjustments. Correcting/adjusting journal entries should be
entered in UniFi by 3:00 p.m. May 4. Entries pertaining to the 2015-16 fiscal year must be dated April 30,
2016 or earlier. Any journal entries entered after May 4 will be processed in the new fiscal year.
m)
Year-end Inventory – May 4
If your department is required to take a physical inventory, the year-end inventory summary reports should be
forwarded to Financial Reporting and the related journal vouchers must be dated April 30, 2016 or prior and
entered in UniFi by 3:00 p.m. May 4. Please ensure that the receiving reports covering items included in your
inventory are entered in UniFi by 4:30 p.m. May 2.
n)
Procurement Card (PCard) Purchases Account Distributions – May 5
Any expense reallocations that are required must be posted to your PCard Statements (through UniFi SelfService in PAWS) by 4:30 p.m. May 5. Unless otherwise notified, all transactions will be posted to the
default account numbers provided with each card. THEREFORE PLEASE MAKE EVERY EFFORT
THROUGHOUT THE MONTH OF APRIL TO REALLOCATE EXPENDITURES FROM THE DEFAULT
ACCOUNT CODE TO THE APPROPRIATE EXPENDITURE CATEGORY SO THAT ADJUSTMENTS
AT YEAR-END ARE MINIMAL.
University of Saskatchewan
Financial Services
http://www.usask.ca/fsd