Significant Dates for Fiscal Year End by abstraks

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									Date:          February 27, 2009

TO:            Ryerson Administration, Staff and Principal Investigators

FROM:          Peter Gee
               Assistant Director, Financial Services

RE:            Critical Information & Dates for the April 30, 2009 Fiscal Year End

The document attached outlines the critical dates with respect to processing PO’s,
requisitions, invoices and expense transactions for Ryerson's 2008-09 fiscal year-end on
April 30, 2009.

Why is this memo important to you?
This memo is important because requisitions, purchases, invoices & expense
transactions received after the dates specified in the attached appendix of this
memo will be processed and charged to the 2009-10 budget year.

Please review the dates shown under each area of activity listed in the attachments. We
ask that you make every effort to carry out all of your transaction processing needs in
advance of these deadline dates.

If there is an activity that is not covered under any of the sub-sections listed, please
contact Timothy Chiu, Manager, Accounting & Treasury, Financial Services, at Ext.
5019. If you have any questions or concerns regarding the actual date(s) listed, please
contact your Financial Advisor.

**Important Reminders**
1. Please be advised that as per university endowment policy, as at April 30, 2009 any
   unspent balance in an expendable trust cost center that is related to an endowment
   cost centre will be transferred to the endowment’s related stabilization account.
   Please ensure that all of your 2008-09 disbursements are processed prior to April 30.

   Generally endowment income distributions are done in May. As soon as the 2009-10
   distribution details are available, we will communicate that information to all
   departments.

2. Commencing May 1, 2009 only online electronic Purchase Requisitions will be
   accepted by Financial Services; paper requisitions will no longer be accepted.

   If you have a question, need assistance or require training on the financial
   accounting system, please contact Financial Services’ Systems and Training HELP
   DESK. You can contact us by e-mail at RUFISHelp@gwemail.ryerson.ca or by
   phone at Ext. 2688

Your co-operation in meeting the deadline dates is sincerely appreciated.

Peter Gee
Financial Services

CC:     President
        Vice President
        Deans, Directors
     Critical Dates: April 30, 2009 Fiscal Year End

Please review the information and dates shown under each area of activity listed
below. Please ensure that all transaction processing needs are carried out in
advance of the deadline dates identified in each sub-section listed below.
 Purchase Requisitions
    Purchase Orders (PO)
    Invoices in your Markview INBOX
    Invoices, Cheque Requisitions and Travel Advances
    Travel Expense Statements
    Purchasing Card
    Amex Travel Card
    Receivable Billings
    Petty Cash Reimbursements
    Journal Entries and Budget Transfers
    Internal Chargeback
    Payroll

Please contact Tim Chiu, Manager, Accounting & Treasury at Ext. 5019 if an activity
is not covered in this document or your department’s Financial Advisor for questions
or concerns regarding the dates listed.

 1. PURCHASE REQUISITIONS:

      Paper Requisitions - FRIDAY, APRIL 17, 2009, 12:00 Noon: Last day to submit
      paper purchase requisitions for encumbrance inclusion into the 2008-09 fiscal
      year. All paper requisitions received after this day will be processed as an
      encumbrance to 2009-10. Please note that as of May 1, 2009 paper requisitions
      will no longer be accepted.

      Electronic Requisitions - THURSDAY, APRIL 30, 2009, 12:00 Noon: Last day
      to submit electronic purchase requisitions for the encumbrance to be included in
      the 2008- 09 budget year. All outstanding purchase requisition encumbrances are
      carried forward to 2009-10.

      With electronic requisitions you can determine in which fiscal year encumbrances
      are setup – Setting the "GL Date" in the requisition’s distribution zone to the date
      goods are expected to arrive. Regardless of the year used on a requisition, goods
      or services that arrive on, or before April 30, will be charged into the 2008-09
      budget year. The 2009-10 budget year is available for entry starting April 1.

     2. PURCHASE ORDERS (PO):

      Closing a PO - FRIDAY, APRIL 17, 2009, 12:00 Noon: Last date to submit a
      request to “close” a PO that has no outstanding invoices. Please contact Wade
      Pitman, Manager Purchasing & Payment Services via E-mail or FAX (5155) with
      all relevant PO information. POs not closed will be carried forward along with the
      related encumbrances into 2009-10. As part of our year-end review activity,
      Purchasing & Payment will close all POs that are determined to be complete. Any
      invoice received against a closed PO will be processed as a Non-PO invoice.

3.    INVOICES in Your MARKVIEW INBOX

      Invoices in Markview Inbox - FRIDAY, APRIL 24, 2009, 12:00 Noon: All
      invoices entered into the financial system and approved by this date will be
      charged to the 2008-09 budget year. After this date, please review and approve
     invoices in your Markview Inbox daily. Invoices not approved and/or having a
     distribution by April 30, 2009, cannot be charged to the 2008-09 budget year.

     Non-PO invoices must have both an INVOICE DISTRIBUTION and APPROVED
     mark-up applied before the above mentioned deadline to be charged to 2008-09.
     PO Invoices will have already been charged to a department’s budget but may
     still require a RECEIPT CONFIRMED markup to be applied before the invoice
     can be released for payment.

     If there are invoices in your Inbox that are in dispute or should not be charged to
     the 2008-09 fiscal year, please notify Ginette Solomon, Supervisor, Payment
     Services, Ext. 7053

4.   INVOICES, CHEQUE REQUISITIONS AND ADVANCES

     FRIDAY, APRIL 24, 2009, 12:00 Noon: Last day to submit invoices, cheque
     requisitions and travel advances for expenses to be charged to 2008-09.

5.   TRAVEL & EXPENSE STATEMENTS

     Paper Statements - FRIDAY, APRIL 24, 2009, 12:00 Noon: Last day to submit
     paper statements for completed trips to be charged to the 2008-09 fiscal year.

     Online Travel & Expense Statements - WEDNESDAY, APRIL 29, 2009, 12:00
     Noon: Last day to submit approved online statements to be charged to the 2008-
     09 fiscal year. Statements not approved by this date will be charged to 2009-10.

6.   PURCHASING CARD (P-Card)

     WEDNESDAY, APRIL 29, 2009, 12:00 Noon: All transactions made by this date
     will be uploaded to the 2008-09 budget year. Transactions reviewed & approved
     through Details Online will be charged to the account identified on the transaction
     while transactions not approved are charged to the cardholder’s default account.

7.   RECEIVABLE BILLINGS

     External Billing Requests - WEDNESDAY, APRIL 29, 2009, 12:00 Noon: Last
     day to submit billing request to Accounting & Treasury to be recorded in 2008-09.

8.   PETTY CASH REIMBURSEMENTS

     Petty Cash Requests - THURSDAY, APRIL 30, 2009, 2:00 PM: Last day to
     submit Petty Cash reimbursement requests to the Faculty and Staff Cash Office
     to be recorded in 2008-09.

9.   JOURNAL ENTRIES AND BUDGET TRANSFERS

     Journal Requests – THURSDAY, APRIL 30, 2009, 5:00 PM: Last day to submit
     request for a budget transfer or expense adjustment to Financial Advisors for
     entries to be recorded in 2008-09.

10. INTERNAL CHARGEBACKS

     Internal Chargeback - THURSDAY, APRIL 30, 2009 5:00 PM: Last day to
     submit chargeback requests to Financial Advisor for entry into 2008-09.

11. PAYROLL DEADLINES - For detail, please refer to HR Website:
    http://www.ryerson.ca/hr/working/etoolkit/calendar/payschedules.html

								
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