Appendix 1 - Deadlines details
April 3, 2020 - Procurement Services deadline
Procurement Services will make every effort to have goods delivered by April 16, 2020 for all purchase requisitions sent to the on-line system (Millennium Web Requisition) by April 3, 2020. There is no guarantee that Purchase Requisitions received after this date will be charged to the 2019-2020 fiscal year and will depend on the receiving date. Please refer to the dates below as they also apply to release requisitions.
April 16, 2020 (3:00 pm)- Receiving deadline
Last day to receive deliveries on University premises in order to charge the 2019-2020 fiscal year. Deliveries received after this date will be charged to the 2020-2021 fiscal year.
Up until April 27, 2020 – Web requisition deadline
Access to Millennium’s Web Requisition will be available up until April 27, 2020. However starting April 17, web requisitions will be recorded but not transferred to the Procurement Services department before May 4 due to year-end process.
April 30, 2020 - Miscellaneous revenue deposits
Only the miscellaneous revenue deposit forms received by General Accounting (GM-700) by 5:00 p.m., April 30, 2020 will be posted to the 2019-2020 fiscal year. Miscellaneous revenue deposit forms related to the 2019-2020 fiscal year but received after April 30, 2020 will be posted in the 2020-2021 fiscal year but should be included in the Account Receivable as of April 30, 2020.
April 24, 2020 – Petty cash deadline
Review and replenishment of petty cash expenses related to the 2019-2020 fiscal year.
(Only petty cash float replenishment & expense summary forms received by the University Cashier (S-H-541) by 4:00 p.m., April 24 will be charged to the 2019-2020 fiscal year.)
Accounts Payable deadlines
April 3, 2020
All types of payment requests (invoices and check requisitions), received by Accounts Payable by April 3, 2020 will be paid before year-end provided that the correctly approved accounts have sufficient funds and where applicable, merchandise has been received by the University with supporting documentation.
Approved expense reimbursement requests received by Accounts Payable by April 3, 2020 will be paid before year-end if the expense reimbursement forms are complete; sufficient and appropriate supporting documentation is provided; expenses incurred are compliant with University policy and accounts have sufficient funds to cover expenses being claimed.
April 4, 2020 to May 8, 2020
Other payment requests related to the 2019-2020 fiscal year and received between April 4 and May 8, 2020 will be recorded as 2019-2020 expenses although they will be paid in May 2020. Expenses will be accrued depending on the date the documentation is received in Financial Services as well as the amount (see Appendix 2, item #4).
May 15, 2020
Approved March and April corporate card (US bank visa) expense reports received by Accounts Payable by May 15, 2020 will be accounted for and charged to the current year (2019-2020), if sufficient and appropriate supporting documentation is provided and if expenses incurred are compliant with University policy and the accounts have sufficient funds to cover expenses being claimed.
April 29, 2020 at 5:00 pm. to May 4, 2020 at 9:00 am – Banner CLOSED
Due to the year-end processes Banner, Millennium FAST Finance Reporting, Purchasing Card, Web Requisitioning and Banner Web Reports will not be available. Purchase requisitioning and accounts payable functions will be suspended. Systems are expected to once again be operational as of May 4, 2020 at 9:00 am.
May 4, 2020 to May 8, 2020 - Corrections deadline
Final deadline to advise Financial Services in writing (journal / memo / e-mail) of any errors and omissions appearing on the April 2020 financial reports.