The following information relates to the University’s April 30, 2020 year-end procedures. These procedures apply to operating and ancillary departments, OMAFRA projects, grants (regardless of the Grant’s individual year-end date) and capital and renovation projects. By complying with the following deadlines and procedures, you will be ensuring the completeness and accuracy of the 2019/20 University Financial Statements.
To transition to the new online workflows, Financial Services has published guidelines on the financial services website (https://www.uoguelph.ca/finance/covid-19-update [1]). These guidelines apply to all year end procedures.
A) Accounting Deadlines
Please note the following accounting deadlines for fiscal year 2019/20. These deadlines were established in line with prior years’ practice and external audit requirements. Considering recent changes resulting from the COVID-19 pandemic, we are working closely with the University’s external auditors, Ernst & Young, to determine where annual audit procedures can be done as in the past and where modifications will be needed this year. At this point, we have agreed to try to maintain a schedule similar to prior years.
Document |
Due To |
Deadline Date |
Time |
Budget changes for 2019/20 fiscal year |
Budget Office |
April 10, 2020 |
4:30 pm |
Purchase Order De-commitment Request for 2019/20 fiscal year |
Purchasing Services |
April 24, 2020 |
4:30 pm |
Revenue Remittance Vouchers |
Treasury Operations |
May 1, 2020 |
10:00 am |
Treasury Operations Invoices |
Treasury Operations |
May 1, 2020 |
10:00 am |
Travel Expense Claim (approved claim with receipts) |
Payment Services |
May 1, 2020 |
4:30 pm |
Requisitions for After-Fact HVPOs (for goods/services received by April 30, 2020) |
Purchasing Services |
May 7, 2020
|
10:00 am |
WebNow Electronic Routing for Approval |
Payment Services |
May 7, 2020 |
10:00 am |
Coded Invoices |
Payment Services |
May 7, 2020 |
10:00 am |
Cheque Requisitions |
Payment Services |
May 7, 2020 |
10:00 am |
ADI - Journal Entries |
Controller’s Office |
May 12, 2020 |
1:00 pm |
B) Year-End Accounting Procedures
The following information provides additional details regarding year-end accounting procedures:
Please let someone in the Controller’s Office know as soon as possible if you are concerned about meeting the deadlines indicated above, or about providing deliverables requested for financial statement preparation or audit testing for the 2019/20 fiscal year-end.
Thank you for your co-operation. Please do not hesitate to contact one of the following managers, if you should have any questions:
Contact |
Name |
|
Controller’s Office |
Min Chen |
|
Payment Services |
Yolanda Yu |
|
Purchasing Services |
Lisa Li-Shack |
|
Treasury Operations |
Dave Hargreaves |
|
Institutional Research & Planning (Budget Office) |
Christine Philbert |