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A final reminder that today is our fiscal yearend.   Our goal is to get all payable paperwork submitted by the deadlines noted below entered for this fiscal year.  

In order for an expense to be posted to the 2020-2021 fiscal year the goods must be received or services rendered by today, March 31, 2021.  

Purchase Orders and Goods Receipt:  the Goods Receipt in Chrome River advises Accounts Payable that goods or services have been received and the vendor invoice can be paid.   Departments must enter a Goods Receipt for all goods or services received by March 31, 2021 by the end of business today.  The Goods Receipt number should be the packing/shipping reference number and the packing/shipping receipt should be attached to the Goods Receipt.   Accounts Payable will book a yearend entry to post these expenses to the current fiscal year even if the invoice is not received today. 

Invoices: all invoices will be entered by Accounts Payable in Chrome River.  If you do not receive an expected Non-Purchase Order invoice for approval today please email accountspayable@concordia.ab.ca at the end of business today with the vendor name, amount and purchase details.  Accounts Payable will accrue any eligible expenses and post to the current fiscal year.  

Expense Claims:  Employee and Non-Employee expense claim deadline is today.  Only those expenses where goods have been received can be claimed.  Any expense claims received after this deadline will be paid from the 2021-2022 budget year. 

Mastercard Expense Claims:  the deadline for Corporate Mastercard claims is today.   You can only include those expenses where the goods have been received or services rendered by March 31, 2021.  Expenses for future dated conferences, memberships, software and travel bookings are all considered prepaid expenses and cannot be included on a claim until the event has occurred or the service start date has passed.

BCO/Approvers should be monitoring their Chrome River Inbox and ensuring that all invoices or claims received are approved by the end of business today.  Just a reminder that the BCO/Approver is responsible for only approving those expenses where the goods have been received or the services rendered. 

Failure to adhere to any of these deadlines will result in the expense being paid from the 2021-2022 budget year.  Please email accountspayable@concordia.ab.ca if you need any clarification or have any questions.