Year-end Schedule of Processing Deadlines, April 2011 – University of Toronto Scarborough
IMPORTANT:
*SAP closes April 26th 8 pm to April 28th 1 pm
(In addition, this year the University will be closed Friday, April 22nd & Monday, April 25th )
After the system closure, SAP will reopen April 28th with limited posting up to May 1st (All transactions will be dated May 1st – new fiscal year)
Transaction
Document type
Submit by date
System Dates
Please submit all documentation to be posted onto FIS, to Financial Services, University of Toronto Scarborough by the following dates:
Ushop purchase
Orders, goods receipts (packing slip)
April 15
Apr 26 – May 1
Purchasing
Purchase orders:
Over $100,000 (public tender)
Contact Susan Dyson
Above *
Over $25,000 (3 quotes)
April 11
Above *
Petty Cash/Imprest
Bank Account
Over $5,000 (2 quotes)
Purchase order cancellation/adjustments
Certified (with packing slip, signed off, coded)
Purchase order (with packing slip, signed off,
coded)
Purchase Requisition authorized
Bank Draft (overseas CAD or USD)
Wire transfer - Bank to Bank transfer- various
currencies
Request for reimbursement (signed, full backup)
Change request (close, open, increase, decrease)
Accountable Advances
Settlement (due on or before April 30,2011)
Expense
Reimbursements
External Billings
New request for activity to take place after April
30th
ERDD (signed, full back-up)
Payment by cheque (signed, full back-up)
Accounts Receivable invoices
Invoice payment (for
payments due before
April 30th)
Internal Recoveries
Corrections
Accruals – to Record
significant expenses for
year not yet invoiced
Journal Entry/Debit Memo
Journal Entry/Debit Memo
Journal Entry/Debit Memo
Contact
Telephone
Francesca Andrade
7019
Susan Dyson
Francesca Andrade
Susan Dyson
Francesca Andrade
Francesca Andrade
Francesca Andrade
Francesca Andrade
7015
7019
7015
7019
7019
7019
7019
April 15
April 8
April 15
April 15
Above *
Above *
Above * (final check run April 20st)
Above * (final check run April 20st)
April 15
April 15
April 15 to meet St. George
deadline of April 21st
April 15
April 15 to meet St. George
deadline of April 20st.
April 8 to meet St. George
deadline of April 20st.
– held until May 1st
Above * (final check run April 20st)
Above * (final check run April 20st)
Received St.George Financial Services after
April 21th will be processed as fiscal 2012.
Above * (final check run April 20st)
Above *
Francesca Andrade
Francesca Andrade
Francesca Andrade
7019
7019
7019
Sandra Nugara
Sandra Nugara
7021
7021
Above *
Sandra Nugara
7021
Sandra Nugara
7021
April 18
April 15
April 14 (to meet St. George
deadline of April 19th)
April 18
April 18
April 8 (to allow for
verification & amendments)
Above * (final deposit run April 26st)
Above * (final check run April 20st)
Above *
Sandra Nugara
Sandra Nugara
Sandra Nugara
7021
7021
7021
Above *
Above *
Above *
Andrew Wong
Andrew Wong
Howard Gillis
Karen Jang-Leung
Carmela Mazin
Susan Shi
Ada Wong
Helen Yeung
2790
2790
5664
2789
7018
7121
4882
7017
Transaction
Cash Deposits
Request for Budget
Transfers/Supplements
Document type
Banking Reports
Budget transfer/Budget supplement
Submit by date
April 15 (to allow for
matching to bank online
deposit record & posting by
April 26th)
April 8 (to allow for
approvals)
System Down
Last cash pick-up to include in fiscal
2011: Wednesday, April 13th, 5 pm.
Please continue to make deposits after April
13th for deposits to be recorded in new year.
Above *
Please submit all documentation to be posted onto DIS, to UTSC Advancement Office by the following date:
Donations
Submit to UTSC Advancement Office
April 8
Please submit all documentation to be posted onto HRIS, to Human Resource Services, University of Toronto Scarborough by the following dates:
Payroll
Monthly & overtime for monthly employees requests April 11
April 28 pay date
Casual & Bi-weekly set-up & timesheets
April 11
April 21 pay date
FINAL STEP:
Please submit your Carryforward Spending Plan ( from all departments except ancillaries) to your Financial Services Financial Officer for May 2nd.
Carryforward Spending plan
Deadline: May 2nd
Contacts:
Spending on carryforward funds/deficit elimination plan in case of a deficit
Howard Gillis
Karen Jang-Leung
Susan Shi
Ada Wong
Helen Yeung
Contact
Sandra Nugara
7021
Howard Gillis
Karen Jang-Leung
Susan Shi
Ada Wong
5664
2789
7121
4882
Regan Tigno
7115
Terry DeGeer
Celia Lai
Terry DeGeer
Celia Lai
7074
4704
7074
4704
Telephone:
5664
2789
7121
4882
7017
Telephone