Important information is outlined below for year end Accounts Payable and Payroll timesheet deadlines.
Accounts Payable
Tips for a successful year end:
- Process or submit financial activities well in advance of the final deadlines.
- All final deadlines are subject to volume constraints. If document submission is delayed there is risk that even with the deadlines stated high volume could jeopardize successful completion of year-end processing.
- Clearly write 19/20 on the top of your documents.
- Ensure proper backup is included with your financial submissions. This will cut down on items needing to be returned and creating further delays.
- Wire transfers are only processed on Vancouver campus. Send information directly to them.
Specific deadlines and detailed information can be found in the 2020 Year End Timelines and Procedures.
Payroll Timesheet Submission Deadline
- Timesheets are due by 12 noon on Monday, March 30th.
Black-out Periods for FMS Chartfields
As usual, there will also be a necessary black-out period for some activities in FMS to accommodate the workload in Financial Reporting during year-end. Please note that this year we are collaborating with the Integrated Renewal Program project team on this black-out period, to ensure that time is available to support critical work on that initiative.
As such, from March 9 until April 30, 2020, no changes will be allowed to all PGs (Excluding creation of new search grant PGs), departments IDS and All_Dept structures (including FMS tree change requests). This includes adding, removing, or editing these chartfields. This suspension will aid both the IRP in their work, as well as the Financial Reporting team in the production of their year end financial statements. Those requests mad during the black-out period will be processed during the month of June.
If you have questions about the Year End Timelines and Procedures document, please contact financial.reposting@ubc.ca. If you have questions about the scheduled black-out period in FMS, please contact Naureen Ali from the Integrated Renewal Program at naureen.ali@ubc.ca.