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Accounts Payable Yearend – March 31, 2020

Posted on: Mar 30, 2020

Final reminder that our Yearend is tomorrow, Tuesday March 31, 2020.

In order for an expense to be posted to the 2019-2020 fiscal year the goods or services must received by March 31, 2020.

As Accounts Payable is working remotely all payable paperwork must be submitted electronically.   Please submit as per the schedule below:

Payment Type                                 Submission Deadline                    Requirements
EXPENSE CLAIMS Deadline Past  
VENDOR INVOICE  31-Mar-20 Accounts Payable will email all invoices received to the Budget Control Officer for approval. 
INVOICES SENT DIRECTLY TO CUE EMPLOYEE BY VENDOR 31-Mar-20 Departments are responsible for forwarding every invoice personally received to accountspayable@concordia.ab.ca .   AP will then follow the approval routing as noted above.    
PURCHASE ORDERS 31-Mar-20 Email Purchase Orders where goods or services have been received by March 31, 2020 to accountspayable@concordia.ab.ca.   Clearly indicate on the PO those items not received or on BackOrder.  PO must be signed off by department acknowledging receipt of goods.
ORDER CONFIRMATIONS AND PACKING SLIPS 31-Mar-20 For any items purchased without the use of a PO and where the invoice has not been received, email order confirmation and packing slip to support items received by March 31, 2020 to accountspayable@concordia.ab.ca.
TRAVEL EXPENSE CLAIMS 01-Apr-20 Email Travel Expense Claims and receipts for travel completed by March 31, 2020 to accountspayable@concordia.ab.ca.  Accounts Payable will still require that the original claims with original receipts be forwarded to Accounts Payable office S208 when employees are next on campus.   The original paperwork will be matched to the electronic claims previously paid. 
MASTERCARD EXPENSE FORM (MEF)* 01-Apr-20 Concordia Corporate Mastercard cardholders will receive an email with detailed yearend instructions. 
     
If you have any questions regarding these procedures please do not hesitate to contact Darlene at extension #209 or email accountspayable@concordia.ab.ca.