Please be reminded that the University’s 2012/13 fiscal year will come to a close on Tuesday, April 30, 2013.
It is essential that all financial activity relating to the 2012/13 fiscal year be recorded by April 30th, so that your budget accurately reflects all activity from the current year. Please review all accounts and notify the Business Office of any deficiencies or errors as early as possible.
To ensure posting to the correct fiscal year, please ensure that the following documents are received by the processing departments by the dates provided. Adjustments will not be made after these dates except in exceptional circumstances.
Accounts Payable Invoices
USD/foreign currency invoices Tuesday, April 23
Supplier Invoices (CDN) Friday, May 3
Employee Reimbursements Friday, May 3
Deliver to Accounts Payable, Business Office, room 301 Robertson Hall.
Invoices for goods received and services rendered, dated April 30th or earlier and received by the Business Office no later than Friday, May 3th will be charged to the 2012/13 fiscal year. Invoices dated after April 30th, or received after May 3rd, will be charged against the 2013/14 fiscal year unless the related amount is material and relates to the 2012/13 fiscal year. Please be advised that requisitioning a PO in the current fiscal year does not ensure the expense will be charged to the current budget; both the goods and invoice must be received prior to April 30th.
Travel Documents via the Travel and Expense system – NEW!!!
Advances and expense claims must be fully completed, including all required electronic approvals, prior to being posted in the 2012/13 fiscal year. Therefore, it is critical that you allow sufficient time for your claim to flow through all required approvers, which may take from 3 to 10 or more days, depending on the availability of any one approver.
Internal Chargebacks (ICB’s)
Deliver completed ICB’s to the Business Office, room 301 Robertson Hall by Friday, May 3th.
Procurement Cards
For departments using procurement cards, charges not showing on the statement as of April 29, 2013 will be charged to the 2013/14 fiscal year. Please note that reconciliations are to be completed using the FAST PCard application (www.carleton.ca/fast ). For further information, please contact Donna Pereira at donna_periera@carleton.ca.
Cash Receipts/Deposits
Deliver any deposits related to the 2012/13 fiscal year to Receipt Accounting, Business Office, room 301 Robertson Hall no later noon, Tuesday, April 30th.
For those handling cashiering sessions, please ensure your session has been closed by 4:30 p.m Tuesday, April 30th.
Requests for Issuing External Invoices
Please forward any request for invoices to external customers to the Business Office, room 301 Robertson Hall or via email to Kevin Murphy at Kevin_murphy@carleton.ca by noon on Tuesday, April 30th.
Budget Adjustment Requests
Submit budget adjustment requests electronically to the Finance Office via the FAST budget adjustment application (www.carleton.ca/fast ) by Wednesday, May 8th. For further information please contact Angela Marcotte at angela_marcotte@carleton.ca .
Salary Payments
All hourly payment submission forms (paper forms) for hours worked up to April 30th must be delivered to Payroll Services, located in room 507 Robertson Hall, by 4:30 p.m. Wednesday, May 1st.
For Department time entry users, hours of work up to April 30th that are submitted and approved by the deadline of Friday, May 3rd will be charged to the 2012/13 fiscal year.