Year End Deadlines 2023
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The University's year-end is Sunday, April 30, 2023. All transactions occurring before year end must be dated April 30, 2023 or earlier to be included in the 2022/2023 budget year. It is the responsibility of each department to submit its accounting records before the deadlines listed below. The transactions received before these deadlines will be included in the 2022/2023 budget year.
CASH RECEIPTS
Cheques should be sent to the Cashier’s Office and must be received by Thursday April 27th in order to guarantee April processing. Cash deposits will be accepted by appointment only. Please contact cashier@uwo.ca to book an appointment.
The cut off will be Friday April 28, 2023 at noon.
PETTY CASH
The Central Cashier will continue to operate by appointment only for petty cash reimbursements prior to year-end. Please contact cashier@uwo.ca to book an appointment. The cut off will be April 28, 2023 at noon.
ACCOUNTS RECEIVABLE INVOICES
All April dated invoices for external customers must be finalized and printed by noon on April 30, 2023.
INVENTORIES
The last day for submission of the physical inventory sheets is Tuesday, May 2, 2023.
INTERDEPARTMENTAL CHARGES
Interdepartmental charges for goods received or services rendered on or before April 30, 2023 must be dated (and approved if Mustang Market forms/journals) April 30, 2023 or prior and journaled no later than Monday, May 1, 2023. Ensure the Accounting Date on the Journal Entry Header Panel is changed to April 30, 2023.
EXPENSE REIMBURSEMENT & ADVANCES
Paper/PDF Guest/Undergrad claims for expenses incurred prior to April 21, 2023 must be in reimburse@uwo.ca or SSB 6100 no later than Friday, April 21, 2023 for processing. Guest/Undergrad Expense claim forms in Peoplesoft Financials must be submitted and approved by Friday, April 28, 2023 for expenses incurred up until that date.
Online Faculty/Staff/Grad expense reports must be approved by the final approver no later than Friday, April 28, 2023 to be included in the 2022/2023 budget year. Expense claims related to outstanding advances must be submitted and approved no later than Friday, April 28, 2023.
PAYROLL INSTRUCTIONS
Regular and vacation pay for part-time employees and any overtime owed to employees should be paid in April. The payroll from April 9 to 15, 2023 will be processed April 24, 2023. Financial Services will NOT be processing a payroll accrual.
PROCUREMENT & PCARD INSTRUCTIONS
Purchase orders for goods and services received in the 2022/2023 budget year and invoiced before May 1, 2023 must be approved and released in Mustang Market by April 30, 2023 to be processed in the 2022/2023 budget year.
Purchase orders for goods and services shipped, received and invoiced after April 30, 2023 will be committed against the 2023/2024 budget year.
PCard transactions from April 16 to 30, 2023 will be available for reconciliation on May 1, 2023 and must be submitted and approved by May 2, 2023 at 5:00 p.m. to be included in the 2022/2023 budget year.
Suppliers' invoices must be in Accounts Payable, apinvoice@uwo.ca or SSB 6100, no later than May 1, 2023. Invoices received after this date will be processed in the 2023/2024 budget year.
