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Accounts Payable 2018-19 Yearend

Posted on: Mar 18, 2019

Just a reminder that our fiscal yearend is just two weeks away.

At yearend, the first priority of the Accounts Payable Department is to pay invoices dated prior to March 31st.  Invoices to be charged against the 2019-20 budget may be held for processing in the new fiscal year.

The Accounts Payable system will be closed for the period April 1-4, 2019 for 2018-19 yearend processing. We will not be able to print any cheques during this time.

In order to have your current year expenses posted to the 2018-19 fiscal year it is extremely important that purchasing is finalized well before yearend so that paperwork can be received by Accounts Payable, S208, by the deadlines noted below.  Any late submissions could result in the expense being paid from your 2019-20 budget.

Payment Type Submission Deadline Requirements
SUPPLIER INVOICES 29-Mar-19 Finalize all orders in early March to ensure that goods and invoices are received by March 29, 2019.  Allow extra time as directed by your vendor.
PURCHASE ORDERS 29-Mar-19 Submit all Purchase Orders where goods or services have been received. Clearly indicate if any items on the PO were not received by March 29, 2019.
ORDER CONFIRMATIONS AND PACKING SLIPS 29-Mar-19 For any items purchased without the use of a PO please submit order confirmation and packing slip to support items being received by March 29, 2019.
CHEQUE REQUISITION 29-Mar-19 Submit Cheque Requisition form and supporting paperwork for 2018-19 payments.
SERVICE PROVIDER/CONTRACTOR INVOICES 01-Apr-19 Remind contractors engaged by your department, if allowed by contract, to invoice for work completed up to March 31, 2019.
EXPENSE CLAIMS  15-Mar-19 Deadline has passed.  Expense Claims received after March 15th and out of pocket expenses incurred from March 16 – 31st will be 2019-20 expense.
TRAVEL EXPENSE CLAIMS 01-Apr-19 Submit Travel Expense Claims for travel completed by March 31, 2019.   If travel is not completed by March 31st then this will be 2019-20 expense.
If you have any questions regarding these procedures please do not hesitate to contact Darlene at extension #209 or email accountspayable@concordia.ab.ca.