Finance & Procurement Services will be closed from Friday 21st December 2018 and re-open in the new year on Wednesday 2nd January 2019. Please note the following key processing dates leading up to the financial year end, and instructions for assigning financial approvals / worklist items whilst on leave over the Christmas break.
Users will be locked out of the Finance System (inc. eProcurement) from 5pm Friday 21st December 2018 until 8am Wednesday 2nd January 2019. ORBIT and Cognos can still be accessed during this time and will reflect finance data up to, and including the 24th December, until the Finance System is available in the New Year.
Key Processing Dates
|Final date for invoices to be submitted to Accounts Payable to be included in pre-Christmas payment run||Friday 7th December 2018|
|Final date for Reimbursements to be submitted (to firstname.lastname@example.org)||Friday 7th December 2018|
|Pre-Christmas payment run for 2018 (domestic and international payments)||Thursday 13th December 2018|
|2018 Billing requests to be submitted to Revenue Accounting for processing prior to Christmas shutdown||Tuesday 18th December 2018|
|Final payment run for 2018||Thursday 20th December 2018|
|Corporate Credit Card transactions & expense claims acquitted and approved||Friday 21st December 2018|
|Final date for 2018 Billing requests to be submitted to Revenue Accounting||Thursday 3rd January 2019|
|First payment run for 2019||Thursday 10th January 2019|
|2018 General Ledger close – all journals to be entered in PS impacting Faculty and Divisional results||Monday 14th January 2019|
2018 Billing requests must be submitted to Revenue Accounting by 5pm, Tuesday 18th December 2018 for processing prior to the Christmas shutdown. Where a Billing request relates to both 2018 and 2019, please clearly identify the split of income on the Billing request. Any Billing requests relating to 2018 income received over the Christmas shutdown must be submitted by Thursday 3rd January 2019.
Processing of Billing requests relating to 2019 income will commence on Tuesday 8th January 2019.
The University 2018 General Ledger close is 5pm, Monday 14th January 2019. Please contact your Faculty / Divisional contact should you require a journal in 2018 after this date.
eProcurement – purchasing & receipting
Requisitions raised after Monday 3rd December 2018 may not be delivered prior to Christmas, with the delivery time being dependent on individual suppliers.
All goods delivered must be receipted in eProcurement by Friday 21st December 2018 or prior to going on leave.
2018 dated invoices processed by Accounts Payable prior to 11th January 2019, for goods or services incurred in 2018, will be accrued i.e. come out of the 2018 budget.
Approvals whilst on leave
Staff taking leave over the Christmas break must assign their approvals / worklist items to another staff member. Please follow the instructions below:
Financial Approvers in the Finance system
- to assign your approvals to another staff member with an equal or higher level of financial delegation – view procedure here
- to assign your approvals to another staff member with a lower level of delegation or no financial delegation – complete the Temporary Delegation Transfer eform (you can also transfer HR delegations via this form).
Validators in the Finance system
- to assign your worklist items to another staff member – view procedure here
Travel & Acquittal Approvers in the Expense Management System
- to initiate a temporary transfer of approvals, please email the Expense Management Team specifying your requirements.