Key Processing Deadlines Any changes to this schedule will be communicated via FS-bulletin. See the Detailed Year-end Schedule (page 3) for a complete list of year-end requirements. A condensed year-end schedule for research projects is provided on page 5. Senior financial officers must ensure the condensed schedule is communicated to all researchers. Unless otherwise stated below, refer to the Regular System Availability section of the Additional Year-end Information (page 2) for processing and system availability deadlines. the 1 Monthly payroll Mar 24 Thu March monthly payroll available in the General Ledger. 2 Wire Payment Requests Mar 24 Thu 4:30 PM Deadline for submission of invoices, payment requests and 3 Temporary budget journals Mar 29 Tue Deadline for submission to Resource Planning. 4 Travel & expense claims Mar 31 Thu Online Travel & expense claims must be approved by this date for processing in fiscal 2016. 5 Cashier Mar 31 Thu 4:00 PM Deadline for deposits to Cashier. 6 Timesheets Mar 31 Thu 4:30 PM Deadline for online timesheet entry or submission to HRS. 7 Interim report review Apr 1 Fri Units must review interim reports and process final entries and corrections by Apr 6. 8 Non-Employee Travel Expense Payments Apr 4 Mon 4:30 PM Deadline for submission of non-employee travel claims payable in CAD or USD to Payment 9 Semi-monthly payroll Apr 5 Tue Semi-monthly payroll available in the General Ledger in the morning. A production notice will advise that semi-monthly payroll has been posted. 10 Accounts Payable Invoices 11 General ledger journal entry Apr 6 Wed 2:00 PM Deadline for submission of approved invoices and payment request forms to Payment Invoices must be dated March 31 or prior for goods or services delivered on March 31 or prior. Apr 6 Wed 2:00 PM Deadline for submission to Financial Services and Research Services Office for processing. 12 Online processing by units Apr 6 Wed Deadline for online processing by units (includes HCM GL Distributions (Payroll)). 13 Transactions in Error status Apr 7 Thu 11:00 AM Deadline for correction of transactions in Error status. Note: Errors remaining in GLJE user interfaces (dropbox) after this time will be deleted from the GL by Financial 14 Final report review Apr 8 Fri FS-bulletin will advise that final reports can be generated. 15 SFO confirmation Apr 15 Fri Submission of confirmation by senior financial officers indicating readiness for year-end financial statement preparation and audit. Click here to obtain the form. April 2016 (New Fiscal Year) Processing: April 2016 is open for transaction processing on Friday, April 1, 2016. Because the April 2016 month is available for processing the system will assign an April 2016 accounting date to the transaction. If you are processing a March 2016 (old fiscal year) interface file you must ensure that the accounting date on the file is March 31, 2016 and the Budget Period is 2016 to ensure processing to the correct year. For GLJE requests submitted to Financial Services and Research Services Office for processing, the form or request must clearly indicate whether the entry is to be processed with a date of March 31 OLD YEAR (to the old fiscal year) or April NEW YEAR (to the new fiscal year). Page 1 of 5 Last updated: 30 March 2016
Additional Year-end Information The University s fiscal year end is March 31; all business transacted up to and including March 31, 2016 must be included in the financial records for the 2016 fiscal year. Unit Accountability Who to Contact All units are responsible for ensuring financial records are up-to-date and ready for the annual year-end audit. It is strongly recommended that processing, or submissions for processing, be completed in advance of the deadlines. Processing units should have the majority of March processing complete by March 31 in order for interim reports to be as complete as possible. Questions about year-end planning and the year-end schedule should be directed to the senior financial officer. Regular System Availability Financials Production: Sun-Fri 7:30am to 7:30pm (including statutory holidays) Sat 7:30am to 7:00 pm GLJE user interface (dropbox) - final processing: Mon-Fri 7:00PM; Sat 5:00PM Payroll Deadlines Fiscal 2016 Transaction Dates Reporting discrepancies Annual Audit HCM Production: Sun-Sat 7:30am to 7:00pm (including statutory holidays) Note: No batch runs for Finance and HCM (payroll redistributions) are scheduled for Friday, March 25 (Good Friday) or Sunday, March 27 (Easter). Data entered on these days will be reflected in reports on Monday, March 28. Refer to Pay Administration for all payroll deadlines. To be included in fiscal 2016, transactions must represent products and services received and delivered to customers on or before March 31, 2016 and must be supported by source documents dated on or before March 31, 2016. When processing fiscal 2016 transactions after March 31, users must ensure that the accounting date is entered as March 31, 2016 for all transactions being processed. Discrepancies between nvision reports and nvision drills may occur between the interim (March 31) and final processing deadlines as a result of year-end transactions posted after March 31 which are not reflected on interim nvision reports. To avoid discrepancies, nvision reports and drills should be generated on the same day. If running fiscal 2017 reports in the month of April, opening balances will not reflect the 2016 closing balances until April 15. The annual audit by the Auditor General of Alberta will be conducted by the Auditor General s agent, PricewaterhouseCoopers (PwC). 1 st interim audit: November 9-13 Focus on University processes and testing of April September transactions. 2 nd interim audit: February 16-26 Focus on University processes and testing of October December transactions. Year-end audit: April 18 - May 13 Audit of the consolidated financial statements. Auditors may contact units to review processes, source documents, or other information. IT IS IMPORTANT THAT ALL REQUESTS BE TREATED AS A HIGH PRIORITY AND RESPONDED TO WITHIN TWO DAYS OF BEING REQUESTED. Auditors will direct requests to the senior financial officer who can contact Financial Services should they have any questions regarding audit requests. Page 2 of 5 Last updated: 30 March 2016
Detailed Year-end Schedule 1 Unit year-end planning Feb Senior financial officer reviews the year-end schedule and updates internal year-end plans. 2 Purchase requisitions goods & services $75,000 3 Financial controls selfassessment 4 Travel Authorization Payment (TAP) 5 Corporate purchasing card (P- Card) reconciliation Feb 5 Fri Deadline for submission of requisitions for goods and services $75,000 (legislated threshold for competitive bid process), if the purchase order is to be committed against current fiscal year funding. Feb 15 Mon Deadline for submission by senior financial officers. Feb 22 Fri Airfare bookings made with the University travel agent using a TAP on or before Feb 22 will be expensed in fiscal 2016. Fees for new tickets or changes to existing tickets made after Feb 22 will appear in fiscal 2017. Mar 17 Thu Expenses for Feb 17 to Mar 16 are available for reconciliation. Expenses for Mar 17 to 31 will appear on units April reports. Payment Services submits an estimated expense accrual to Financial Services at the institutional level. Senior financial officers wishing to accrue at a detailed level may provide accrual entries to Financial Services for processing by Apr 6. 6 Monthly payroll Mar 24 Thu March monthly payroll available in the General Ledger. 7 Wire Payment Requests Mar 24 Thu 4:30 PM Deadline for submission of invoices, payment requests and 8 Temporary budget journals Mar 29 Tue Deadline for submission to Resource Planning. 9 P-Card expense reallocations Mar 30 Wed 12:00 PM deadline for units to make changes to P-Card expenses. 10 Travel advance clearing Mar 31 Thu 12:00 PM deadline for email submission to Travel Management of proof of claimant repayment. 11 Travel & expense claims Mar 31 Thu Online Travel & expense claims must be approved by this date for processing in fiscal 2016. 12 Cashier Mar 31 Thu 4:00 PM Deadline for deposits to Cashier. 13 Timesheets Mar 31 Thu 4:30 PM Deadline for online timesheet entry or submission to HRS. 14 Fiscal 2017 processing Apr 1 Fri The system is available for processing Apr 2016 (fiscal 2017) transactions. When processing fiscal 2016 transactions after Mar 31, users must ensure that the accounting date is entered as March 31, 2016. 15 Interim report review Apr 1 Fri Units must review interim reports and process final entries and corrections by Apr 6. 16 Inventory Apr 4 Mon 4:30 PM Deadline for submission of inventory counts to Financial 17 Non-Employee Travel Expense Payments 18 Accounts Payable Vendor interfaces (invoices) Apr 4 Mon 4:30 PM Deadline for submission of non-employee travel claims payable in CAD or USD to Payment Apr 4 Mon SMS will work with vendors to process transactions to March 31. Where vendors are unable to make this deadline: Units will be advised via FS-bulletin. Financial Services will process an institutional accrual. Senior financial officers wishing to accrue at a detailed level may submit accrual entries to Financial Services for processing. 19 Semi-monthly payroll Apr 5 Tue Semi-monthly payroll available in the General Ledger in the morning. A production notice will advise that semi-monthly payroll has been posted. Page 3 of 5 Last updated: 30 March 2016
Detailed Year-end Schedule cont d 20 Accounts Payable Invoices 21 General ledger journal entry Apr 6 Wed 2:00 PM Deadline for submission of approved invoices and payment request forms to Payment Invoices must be dated March 31 or prior for goods or services delivered on March 31 or prior. Apr 6 Wed 2:00 PM Deadline for submission to Financial Services and Research Services Office for processing. 22 Online processing by units Apr 6 Wed Deadline for online processing by units (includes HCM GL Distributions (Payroll)). 23 Transactions in Error status Apr 7 Thu 11:00 AM Deadline for correction of transactions in Error status. Note: Errors remaining in GLJE user interfaces (dropbox) after this time will be deleted from the GL by Financial 24 Final report review Apr 8 Fri FS-bulletin will advise that final reports can be generated. 25 SFO Confirmation Apr 15 Fri Submission of confirmation by senior financial officers indicating readiness for year-end financial statement preparation and audit. Click here to obtain the form. 26 Errors and omissions Apr 7 to May 31 Financial Services will monitor for any significant errors or omissions impacting the university s audited consolidated financial statements. 27 External audit requirement Apr 17 Sun Submission of unaudited consolidated financial statements and working papers to the agent of the Auditor General of Alberta. 28 Annual external audit Apr 18 May 13 Annual external audit of the consolidated financial statements by the agent of the Auditor General of Alberta. 29 Reporting to Advanced Education 30 Board of Governors (BOG) financial statement approval 31 Reporting to Advanced Education 32 Consolidated financial statements published Apr 18 Mon Submission of unaudited consolidated financial statements for ministry consolidation purposes. May 30 Mon Presentation of draft audited consolidated financial statements to the BOG for approval. May 31 Tue Submission of BOG approved audited consolidated financial statements. Jun 16 Thu Publication of audited consolidated financial statements to the Financial Services website will be communicated via FS-bulletin. Page 4 of 5 Last updated: 30 March 2016
Senior financial officers must ensure the following condensed year-end schedule is communicated to all researchers. Key Processing Deadlines for Research Projects All research projects are subject to the University s fiscal year-end requirements regardless of the award period for the individual grants. Please note the following key processing deadlines for the fiscal year ending March 31, 2016. IMPORTANT TO NOTE: If you have missed any of the following deadlines and the transaction (e.g. equipment purchase) is $50,000 or more, please notify your Senior Financial Officer immediately. Goods or services not received by March 31, 2016 will not be charged to a research project until they have been received, and therefore will not be reported to external agencies as expenditures for the 2016 fiscal year. If your funding expires on March 31, 2016 you will need to obtain an extension in writing from your funding agency in order to access any unspent funds in fiscal 2017. 1 Purchase requisitions goods & services $75,000 DATE Fri Feb 5 TIME Deadline for submission of requisitions for goods and services $75,000 (legislated threshold for competitive bid process), if the purchase order is to be committed against current fiscal year funding. 2 Wire Payment Requests Thu Mar 24 4:30 PM Deadline for submission of invoices, payment requests and 3 Travel & expense claims Thu Mar 31 Online Travel & expense claims must be approved by this date for processing in fiscal 2016. 4 Timesheets Thu Mar 31 4:30 PM Deadline for submission to your Time Entry representative. 5 Non-employee travel expense payments 6 Accounts Payable Invoices 7 General ledger journal entry 8 External Research Billing Request Forms Mon Apr 4 4:30 PM Deadline for submission of non-employee travel claims payable in CAD or USD to Payment Wed Apr 6 2:00 PM Deadline for submission of approved invoices and payment request forms to Payment Invoices must be dated March 31 or prior for goods or services delivered on March 31 or prior. Wed Apr 6 2:00 PM Deadline for submission to Research Services Office for processing. Wed Apr 6 2:00 PM Deadline for submission of external research billing request forms to Research Services Office for processing. Page 5 of 5 Last updated: 30 March 2016