Finance & Procurement Services will be closed from Tuesday 24th December 2019 and re-open in the new year on Thursday 2nd January 2020. Please note the following key processing dates leading up to the financial year end, and instructions for reassigning financial approvals / worklist items whilst on leave.
Users will be locked out of the Finance System (inc. eProcurement) from 5pm Tuesday 24th December 2019 until 8am Thursday 2nd January 2020. 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
2019 Billing requests must be submitted to Revenue Accounting by 5pm, Wednesday 18th December 2019 for processing prior to the end of year University close down period. Where a Billing request relates to both 2019 and 2020, please clearly identify the split of income on the Billing request. Any Billing requests relating to 2019 income received over the close down period must be submitted by Friday 3rd January 2020.
Processing of Billing requests relating to 2020 income will commence on Tuesday 7th January 2020.
The University 2019 General Ledger close is 5pm, Wednesday 15th January 2020. Please contact your Faculty / Divisional contact should you require a journal in 2019 after this date.
eProcurement – Purchasing & Receipting
Requisitions raised after Monday 2nd December 2019 may not be delivered prior to the close down period, with the delivery time being dependent on individual suppliers.
All goods delivered must be receipted in eProcurement by Tuesday 24th December 2019 or prior to going on leave.
2019 dated invoices processed by Accounts Payable prior to Friday 10th January 2020, for goods or services incurred in 2019, will be accrued i.e. come out of the 2019 budget.
What is an accrual?
For 2019 calendar year end, an accrual is where expenses are recorded in 2019 (i.e. comes out of 2019 budget) regardless if the payment is made in 2020. Accruals are based on invoices sent to Accounts Payable or Reimbursements and Other Payments submitted via Kofax. A final faculty/division accrual assessment will also occur to enable an accrual of material expenditure not identified through the above systems.
If you are unsure if your invoice will be accrued in 2019, please contact your local Faculty / Divisional finance team contact.
In relation to capital assets, the cost will not come out of the 2019 budget if the following two conditions have not been met by 31 December 2019:
- receipting of all payments against purchase orders in the e-Procurement system
- the capital asset(s) must be installed and ready for use (or already in use).
Approvals whilst on leave
Staff taking leave must reassign their approvals / worklist items to another staff member. Please follow the instructions below:
Financial Approvers (both options will update in the Finance System and Kofax)
- temporarily transfer your financial approvals to another staff member by completing the Temporary Delegation Transfer eform (you can also transfer HR / SSO delegations via this form) OR;
- set up an Alternate User directly in the Finance System, noting that the “alternate user” must have an equal or higher level of financial delegation.
Business Reviewers in Kofax
- to reassign your work queue 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.