Financial Services
User Group Meeting
April 3, 2014
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Agenda
• Year end schedule – what you need to know
• New – Staples Advantage
• Open Forum – a chance to ask you questions.
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2013/2014
Fiscal Year-End
Closing
May 1, 2013 to April 30, 2014
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INTRODUCTION
Nadia Ferrari
Senior Accountant
This presentation will provide an
overview of this fiscal year-end closing
procedures, cut-off dates and contact
persons at Financial Services and Human
Resources
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GOAL
To close the books on time
and accurately.
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THE PURPOSE
To get all financial activities
into the correct fiscal year
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THE REASON
To be confident in the Financial Data
• Able to assist Management to make
sound decisions based on the financial
records
• Able to compare historical data for
forecasting purposes
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Audit
• Auditor – KPMG
• Field audit – Mid May to Mid June
• Control tests – Evaluate design and
operating effectiveness of the controls
• Substantive approach – Direct
confirmations, review reconciliations,
vouch samples, trend analysis etc.
Audit -your help and co-operation is
greatly appreciated.
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Each year, it’s a challenge to
complete the year-end on time.
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So how are we going to
achieve our goal?
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1. By staying current
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2. Meet or beat the deadline
dates
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3. Ask for clarification
and help
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Procurement Deadlines
John Sedlar
Manager,
Purchasing Services
 John Sedlar ext. 6981
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Procurement Deadlines
All Purchase Requisitions - Electronic
 April 11, 2014 by 4pm
Last day to submit an approved online
purchase requisition to Purchasing Services
to be converted into a PO for the fiscal
year 2013-14 budget year
 Contact your purchasing agent
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Procurement Deadlines Cont’d
 April 11, 2014 by 4pm
Last date to request Purchase Orders to be
closed (no outstanding invoices)
Purchasing and Payment will continue to review
and close all Pos that are determined to be
completed.
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Procurement Deadlines
Questions?
Please feel free to call or email
YOUR PURCHASING AGENTS:
 John Sedlar
 Manager, Purchasing Services at
ext. 6981
AT YEAR-END,
EMAIL IS PREFERRED.
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Payroll Deadlines
Beverley Wemp
Manager, Payroll
 Beverley Wemp, HR, ext. 7225
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Pay
Bi-weekly deferred
April 25 pay - includes Mar 30- Apr 12
Apr 13-30 will be accrued to department cost centres
Weekly deferred
May 2 pay - includes Apr 20 – Apr 26 will be backdated by HR
to Apr 30
Apr 27- 30 will be accrued to department cost centres
Monthly
Apr 1-30 pay on April 15
 Beverley Wemp, HR, ext. 7225
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Questions?
Visit HR Website
Call Payroll Department, HR
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Client Services Deadlines
Diane Winiarz
Director, Client Services
Diane Winiarz ext. 6556
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Client Services Deadlines
April 28, 2014 by 4pm
Last day for departmental budget
transfers
Last date to submit journal entries
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Questions?
Please feel free to call or email
your Financial Advisors at
Financial Services
 Visit our website
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Accounting Deadlines
Timothy Chiu
Controller
Liisa Harte
Supervisor, Faculty & Staff Cash Office
Nadia Ferrari
Senior Accountant
Maher Louis
Treasury Officer
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Department Deposits
 April 30, 2014 by 3pm
Department deposits (cash, cheques, credit
cards) must be brought in to the Faculty and
Staff Cash Office
 Liisa Harte ext. 5023
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Petty Cash
 April 29, 2014 by 2pm
Last day to submit petty cash reimbursement
requests to the Faculty and Staff Cash Office to be
recorded in 2013-14 budget
Liisa Harte ext. 5023
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Accounts Payable Deadlines
Mary Jane Pacheco
Manager, Payment Services
 Mary Jane Pacheco
ext. 4748
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Invoices, Cheque Requisitions &
Advances
 April 17, 2014 by 4pm
Last day to submit payment request
for expenses related to 2013-14 fiscal year
Check your office to make sure everything on
hand are sent to FS today
 Mary Jane Pacheco
ext. 4748
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Markview Inbox Invoices
Please review daily after April 1st up to
and including April 30
Invoices not approved with distribution
code(s) can not be charged to this fiscal
year
 Mary Jane Pacheco
ext. 4748
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TRAVEL
Travel & Expense Statements
 April 17, 2014 by 4pm
Last day to submit paper claims for
expenses related to fiscal year 2013-14
 April 25, 2014 by 4pm
Last day to submit iExpense claims for
expenses related to fiscal year 2013-14
 Mary Jane Pacheco
ext. 4748
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Purchasing Card
 April 30, 2014 by 12pm
All transactions processed by the bank
to your P-Card will be charged to the
2013-14 budget year
Transactions reviewed & approved
through “detail online” will be charged
to the account identified on the
transaction
Transactions not approved will be
charged to the cardholder’s default
account(s)
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Internal Chargebacks
Bookstore, Postage, Security, Phones, Photocopy, Computing,
Merchant Fees & Facilities Services
 April 28, 2014 by 4pm
Last day to submit chargeback requests
to Client Services for entry for FY13-14
 Contact Client Services
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Bookstore Inventory Count
 April 30 to May 2
Bookstore (Campus Store)
will be closed for physical
inventory count
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Billing Invoices
 April 28, 2014 by 4pm
All requests for goods and services
sold up to and including April 30, 2014
Backup documentation must be
submitted together with the requests
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Billing Invoices Continued
What should be processed through
University Accounts Receivable for
billing?
Departments that want to charge
outside third parties for expenses that
they need to be re-captured.
 Contact Henry Tsoi ext. 6992
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Endowment
 April 30, 2014
Any unspent balance in an endowment
related expendable trust cost centre will
be transferred to the endowment’s related
stabilization account
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REMEMBER
it is never too early to
prepare for year-end.
Begin NOW!
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YEAR END MEMO
and
SUMMARY MATRIX
Financial Services Home Page
http://www.ryerson.ca/financialservices
Listing of deadline dates are under “NEWS and EVENTS”
2014 YEAR-END MEMO
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Questions?
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Office Supplies “NEW”
• Staples Advantage new on-line catalog ordering
“eWay” available March 3rd
• Name, Department Name, General Ledger
Account Code and Purchasing Card number
required
• Deliveries to Ryerson Receiving
• Pricing for core contract items deeply discounted
• Ryerson collaborating with OECM
• Staples Representative: Steve Watson, email Steve.Watson@staples.com
• Payment Services Purchasing Card Administrator:
Sui Jun (Douglas) Huang, email suijun.huang@ryerson.ca
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