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 2016/2017 fiscal year.
2. Non-Capital Purchasing:
Non-Capital expenditure purchase requisition is closed for the 2016/2017 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, 2017 if they are to be included in the 2016/2017 budget. Goods and services received after March 31, 2017 will be posted to the 2017/2018 budget.
3. Invoices, Expense Claims and Petty Cash Vouchers:
Cut-Off Date: Monday, April 3, 2017 (4:30 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 3, 2017 for processing. Petty cash vouchers for the year ending March 31, 2017 must be presented for reimbursement to Financial Services at the Trafalgar Road Campus (B244) by Monday, April 3, 2017.
4. Payroll:
Cut-Off Date: Friday, March 17, 2017 (4:30 pm)
Time sheet, overtime, etc. submitted to Payroll by Friday, March 17, 2017, will be included in the 2016/2017 budget year. Any time sheet, overtime, etc. received after this date will be posted to your 2017/2018 budget.
5. Cost Transfers:
Cut-Off Date: Monday, March 6, 2017 & Monday, April 3, 2017
All internal cost transfers for transactions occurring up to Tuesday, February 28, 2017 must be received by the Financial Services Department at the Trafalgar Campus by Monday, March 6, 2017.
Cost transfers for March 2017 transactions must be received by Financial Services by Monday, April 3, 2017. 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 Monday, January 30, 2017. The cut-off date does not apply to the budget set-up of newly funded projects.
7. Invoice Request (Billings):
Cut-Off Date: Friday, March 24, 2017
All invoice requests to bill external organizations should be received by Financial Services no later than Friday, March 24, 2017 in order for invoices to be issued by the March 31, 2017 year end date and for revenue to be included in the 2016/2017 budget.
Thank you in advance for your cooperation.
Simpson Siu
Associate Vice President, Financial Services