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Accounts Payable Year-end Requirements

Posted on: Feb 21, 2020

Just a reminder that our fiscal year-end of March 31, 2020 is approaching.

We request your assistance in finalizing all Accounts Payable transactions for the 2019-2020 fiscal year-end.  In order for an expense to be posted to the current fiscal year the services must be rendered, goods received or travel completed by the cut-off dates below. 

2019-2020 Fiscal year-end requirements and deadlines as outlined below:

SUPPLIER INVOICES

Please place all required orders so that goods are received well before March 31, 2020.  Suggested date to finalize all orders is March 13, 2020 but if more lead time is required by your vendor then please ensure their deadlines are met.  Any delays in shipping or backorders could result in goods not being received by March 31st and expenses having to be paid from the 2020-2021 fiscal year. 

All approved invoices must be received by Accounts Payable, S208, by Tuesday, March 31, 2020. 

  • If invoices are not available please submit the completed PO, with your signature and notation of the date goods were received, to Accounts Payable, S208, by Tuesday, March 31, 2020. 
  • If any items are on backorder please ensure that this is clearly indicated on the Purchase Order.
  • If purchase was made without a PO then please email accountspayable@concordia.ab.ca with purchase details and attach your order and shipping confirmations.

SERVICE PROVIDERS

Please remind all independent contractors (not employees) engaged by your department of our year-end.  If allowed by their contract, contractors should be invoicing for work completed up to March 31, 2020. 

Approved invoices must be received by Accounts Payable, S208, by Wednesday, April 1, 2020.  Please ensure that the invoice clearly states the dates and details for work being billed.

CHEQUE REQUISITIONS

All payments being requested by Cheque Requisition must have backing to support date and terms of payment.  If payment is for 2020-2021 deposits or bookings and required prior to March 31, 2020, these will be processed however these will be treated as a prepaid expense at yearend. 

Approved Cheque Requisitions with complete backing must be received by Accounts Payable, S208, by Tuesday, March 31, 2020. 

EXPENSE CLAIMS

The last day to submit receipts for reimbursement is Friday, March 13, 2020.  Expense claims received after March 13th and out of pocket expenses incurred March 14 to 31st will be considered 2020-2021 expenses.

Approved Expense Claims for the 2019-20 fiscal year must be received by Accounts Payable, S208, by Friday, March 13, 2020.

TRAVEL EXPENSE CLAIMS

The last day to submit a Travel Expense Claim for travel that was completed by March 31, 2020 will be Wednesday, April 1, 2020.   If travel is not completed by March 31, 2020 then this will be a 2020-2021 expense.

Approved Travel Expense Claims for the 2019-20 fiscal year must be received by Accounts Payable, S208, by Wednesday, April 1, 2020.

If you should have any difficulties meeting any of these deadlines, or have any questions regarding these procedures please do not hesitate to contact Darlene at extension #209 or email darlene.czernick@concordia.ab.ca.