In order to meet reporting deadlines set by the Ontario government, I am requesting that you adhere to the following timelines.
1. Capital Expenditures:
Capital expenditure purchase requisition is closed for the 2015/2016 fiscal year.
2. Non-Capital Purchasing:
Non-Capital expenditure purchase requisition is closed for the 2015/2016 fiscal year.
It is College policy not to order goods and services without a purchase order being issued. In previous years, many departments were found to be in violation of this policy and attempted to process a purchase order because they had since received an invoice. Please comply with the College policy because if the College refuses to pay the invoice, you could be personally liable.
All goods and services must be received on or before March 31, 2016 if they are to be included in the 2015/2016 budget. Goods and services received after March 31, 2016 will be posted to the 2016/2017 budget.
3. Invoices, Expense Claims and Petty Cash Vouchers:
Cut-Off Date: Monday, April 4, 2016 (5:00 pm)
All invoices and employee expense claims pertaining to the current fiscal year must be received by Financial Services no later than the end of business day on Monday, April 4, 2016 for processing. Petty cash vouchers for the year ending March 31, 2016 must be submitted for reimbursement to Financial Services at the Trafalgar Road Campus by Monday, April 4, 2016.
4. Payroll:
Time sheet, overtime, etc. submitted to Payroll by Friday, March 5, 2016, will be included in the 2015/2016 budget year. Any time sheet, overtime, etc. received after this date will be posted to your 2016/2017 budget.
5. Cost Transfers:
Cut-Off Date: Monday, April 4, 2016
All internal cost transfers for transactions occurring up to Monday, February 29, 2016 must have been received by the Financial Services Department at the Trafalgar Campus by Monday, March 7, 2016.
Cost transfers for March 2016 transactions must be received by Financial Services by Monday, April 4, 2016. Any costs transfers received after this date may not be processed.
6. Budget Transfer:
Budget transfers should have been received by Financial Services no later than Friday, January 29, 2016. The cut-off date does not apply to the budget set-up of newly funded projects.
7. Invoice Request (Billings):
Cut-Off Date: Tuesday, March 22, 2016
All invoice requests to bill external organizations should be received by Financial Services no later than Tuesday, March 22, 2016 in order for invoices to be issued by the March 31, 2016 year end date and for revenue to be included in the 2015/2016 budget.
Thank you in advance for your cooperation.
Steven Parfeniuk
Senior Vice President, Finance & Administration