Â鶹´«Ã½

Please find enclosed a list of important dates, guidelines, and contact persons to assist both you and us in completing our fiscal year-end reports and financial statements in a timely manner to meet the reporting guidelines established by the Board of Governors.

The schedule is similar to previous years with the key dates being Tuesday, April 2, 2013 (for journal entries, uploads, cheque requisitions, travel claims and Accounts Payable invoices, for the preliminary cut-off) and Thursday, April 11, 2013, by noon (deadline for final adjustments by journal entry).

This year the preliminary cut off will be processed by Thursday, April 4, 2013, and will be available to campus via Finance Self Serve and Eprint by late afternoon on Friday, April 5, 2013.

It is only through the cooperation of everyone involved in the year-end process that we have been able to meet our reporting deadlines. We look forward to your continued cooperation this year. Thank you.

PLEASE POST THE ATTACHED SCHEDULES IN YOUR DEPARTMENT.

DALHOUSIE UNIVERSITY GUIDELINES FOR YEAR-END TRANSACTIONS PROCESSING

FINANCE SELF SERVICE AND E-PRINT TRANSACTION REVIEW

All Finance Self Service and/or E-Print transactions should be reviewed for accuracy and completeness as soon as possible. This review should include confirmation that revenue and expenses submitted have been debited/credited appropriately and for correct use of account codes (e.g. travel is charged to travel account not general operating).

CASH DEPOSITS

All cash deposits received by Financial Services on or before Tuesday, April 2, 2013, will be posted to the designated account in the 12/13 fiscal year and will appear on your preliminary year-end reports.

Cash deposits received by Financial Services after Tuesday, April 2, 2013 will be posted in the 13/14 fiscal year. The deposit advice forms for any deposits, which should be reflected as revenue/recoveries in 12/13 should be clearly marked "12/13 Revenue". This will ensure that an accrual entry is done by Financial Services to move the revenue to the 12/13 year.

SUPPLIER INVOICES, RECEIVING COPIES OF PO'S, AND ACCOUNTS PAYABLE

All invoices dated up to and including March 31, 2013, received in Financial Services by Tuesday, April 2, 2013, will be posted to the 12/13 fiscal year and will be reflected in your preliminary March reports.

All invoices for goods and services received prior to April 1st and received by Financial Services between Wednesday, April 3, 2013, and Thursday, April 11, 2013, by noon should be clearly marked "12/13 Expense" to be considered for accrual to the 12/13 fiscal year. Invoices less than or equal to $250 will not be considered for accrual. Accrual entries will be reflected in your 12/13 final reports with transaction dates of March 31, 2013.

Invoice copies should be submitted to Laura Hills for accrual; but originals must be submitted to Accounts Payable. Indicate on the original that a copy has been sent to Laura Hills for accrual purposes. Requests for accruals for which no original invoice is available should be sent to Laura Hills with details of reason for accrual, account number, description, company name, amount, etc.

Receiving copy of the PO must be received in Financial Services by Tuesday, April 2, 2013. Purchase order invoices for significant amounts dated March 31st and prior, for which the related goods were not received prior to April 1st, will be posted to the 13/14 fiscal year. It is, therefore, critical to ensure that all receiving copies for goods received prior to April 1st be forwarded to Financial Services as soon as goods are received to ensure charges are not inappropriately posted to 13/14.

In order to ensure that all invoices relating to purchase orders are expensed in the year the goods were received, it is important that all receiving copies of PO's be dated with the date that the goods are received. This is a good practice generally but is critical for receiving copies submitted during April.

Throughout the month of March, please review your files of Purchase Orders (PO's) on a regular basis and ensure that all PO receiving copies for goods received to date and related invoices are forwarded to Financial Services as soon as possible. Keeping up to date will significantly reduce the chance of items not being processed properly for the preliminary cut-off.

Due to the timing of the P-card billing cycle transactions up to and including Wednesday, April 3rd will be processed after the first cut-off in Banner. Each cardholder will have the information available to them via BMO Details On-Line on Thursday, April 4, 2013, until Thursday April 11, 2013 at 4:00 p.m. It is imperative that cardholders have their P-card statement reconciled online and returned to Procurement Office by 4:00 p.m. Thursday, April 11, 2013. Any accounts not updated online by the cutoff date and time will be charged to the default account. The transactions will appear on the final reports for 12/13. For those using Finance Self Serve the transactions will be posted by Monday, April 15, 2013.

SERVICES RENDERED

Services Rendered invoices requiring Independent Contractor status approval must have the completed questionnaire returned to Financial Services by Friday, March 22, 2013, and receive approval of Independent Contractor status by Thursday, March 28, 2013, to ensure processing in the 12/13 fiscal year and to be reflected in your preliminary March reports.

Services rendered invoices received in Financial Services by Tuesday, April 2, 2013, where the vendor has previously been ruled with Independent Contractor status, will be posted to the 12/13 fiscal year and will be reflected in your preliminary March reports.

CHEQUE REQUISITIONS/TRAVEL CLAIMS

Cheque requisitions/travel claims for expenses incurred in the fiscal year 12/13 must be received in Financial Services by Tuesday, April 2, 2013, in order to be processed as 12/13 transactions. Cheque requisitions/travel claims submitted after April 2nd will be treated as 13/14 expenses unless clearly marked "12/13 Expense" in which case they will be considered for accrual only if they clearly relate to 12/13 fiscal year and exceed the $250 limit.

JOURNAL ENTRIES

Any requests for adjustments (journal entries) resulting from the FSS transaction review are to be submitted to Financial Services by Tuesday, April 2, 2013.

Uploads from services areas must be submitted to Financial Services by Tuesday, April 2, 2013, at 9:00 a.m. to ensure processing in the 12/13 fiscal year.

Journal entries for all other year-end adjustments are to be submitted to Financial Services by Thursday, April 11, 2013, by noon. This is the final cut-off for making 12/13 adjustments. For those units with accounts receivable, a listing of customers, balances owing and invoice dates as of Thursday, March 28, 2013, along with the related journal entry to adjust the receivable account to the year-end balance per the listing, is to be submitted to Dave Cormier by Thursday, April 11, 2013, by noon.

PAYROLL

Please review your February Hours & Fringe Benefit Reports carefully and notify Payroll of any errors or omissions. Year-end journal entries, bi-weekly and monthly pay requests should be submitted to Payroll by Friday March 8, 2013 for bi-weekly and Monday March 11, 2013 for monthly payroll to guarantee processing through the payroll system for March. Year-end journal entries that are submitted after this date will still be accepted by payroll and processed for March, time permitting. Any requests for Payroll cheque cancellations should also be made by this date.

DALHOUSIE UNIVERSITY 12/13 FISCAL YEAR-END
SCHEDULE OF IMPORTANT DATES

FRIDAY MARCH 8
12/13 Bi-Weekly Payroll adjustments to Payroll

MONDAY MARCH 11
12/13 Monthly Payroll adjustments to Payroll

FRIDAY, MARCH 22
12/13 Services Rendered invoices and questionnaires requiring ruling for Independent Contractor status

TUESDAY, APRIL 2 BY 9:00 a.m.
12/13 Service Area uploads and normal monthly journal entries submitted to Financial Services

TUESDAY, APRIL 2
12/13 Cheque requisitions/travel claims to Financial Services
12/13 Journal Entry requests to Financial Services (for preliminary cut-off)
12/13 Cash Deposits to Financial Services
12/13 Invoices to Financial Services for Accounts Payable cut-off
12/13 Receiving Copies of PO's to Financial Services for goods received before April 1

THURSDAY, APRIL 4 AT 1:00 p.m.
Finance Self Serve and Eprint will be unavailable from 1:00pm on April 4th until after the year-end roll is complete on Friday April 5th.
FRIDAY, APRIL 5 (late afternoon)
12/13 Preliminary year-end information available on FSS and in Eprint

THURSDAY, APRIL 11 BY NOON
12/13 Journal Entry requests to Financial Services (final cut-off)
12/13 Requests for Accruals (deposits & supplier invoices) to Financial Services
12/13 Accounts Receivable listings & related adjustments to Financial Services

LATE JUNE 2013
12/13 Final Year-end information available in Eprint

**PLEASE REFER TO YEAR-END GUIDELINES ABOVE FOR FURTHER DETAILS ON SPECIFIC TYPES OF TRANSACTIONS**


FINANCIAL SERVICES CONTACTS FOR YEAR-END PROCESS

INQUIRIES FOR OPERATING AND ANCILLARY ACCOUNTS:
(All Budget Units on the Â鶹´«Ã½ Agricultural Campus)
Cathy Parker
Phone: 893-4377     Email: cathy.parker@dal.ca

(Faculties, Libraries, Aquatron, CCE, Industry Liaison and Innovation, International Research & Development, Engineering and Computer Science Co-op Education, Trace Analysis Research Centre, Transition Year Program, University Veterinarian, Registrar's Office, Student Services, Dalplex, Residence Life and Varsity)
Christine Delodder
Phone: 494-1522     Email: christine.delodder@dal.ca

(Administrative Units, Art Gallery, Open House, ITS, Print Centre, Centre for Learning and Teaching, Energy, Facilities Management, Arts Center, Bookstore, DalCard, Food Services, PCPC and Housing)
Rochelle Foster
Phone: 494-1700     Email: rochelle.foster@dal.ca

INQUIRIES FOR NON-SPACE ACCOUNTS
Marlene Daye-Smith
Phone: 494-8356     Email: marlene.daye@dal.ca

INQUIRIES FOR ALL RESEARCH GRANTS AND CONTRACTS – AGRICULTURAL CAMPUS (including Special Purpose Accounts)
Becky Dillon
Phone: 893-4371     Email: becky.dillon@dal.ca

INQUIRIES FOR ANNUAL GIVING AND RESEARCH CONTRACT ACCOUNTS
Dawn Dean
Phone: 494-1704     Email: dawn.dean@dal.ca

INQUIRIES FOR RESEARCH GRANTS – Agency Funded
(Faculties of Medicine & Health Professions)
Jascinth Butterfield
Phone: 494-2513     Email: jbutterf@dal.ca
(Faculties of Architecture & Planning, Arts & Social Sciences, Computer Science, Dentistry, Engineering, Graduate Studies, Law, Management, and Science).
Jeanette Hurlburt
Phone: 494-8358     Email: jeanette.hurlburt@dal.ca

INQUIRIES FOR SPECIAL PURPOSE FUND ACCOUNTS and INTERNAL RESEARCH GRANTS
Lan Nguyen
Phone: 494-2293     Email: lan.nguyen@dal.ca

INQUIRIES FOR CFI RESEARCH ACCOUNTS
Shelagh Wolfe
Phone: 494-1501     Email: shelagh.wolfe@dal.ca

INQUIRIES FOR AIF RESEARCH CONTRACTS
Halifax Campus: Bobbi Ciz
Phone: 494-3043     Email: bobbi.ciz@dal.ca

Agricultural Campus: Leona Perry
Phone: 896-2412     Email: l.perry@dal.ca

INQUIRIES FOR ENDOWMENT ACCOUNTS
Wendy Chisholm
Phone: 494-1707     Email: wendy.chisholm@dal.ca

INQUIRIES ON DEPOSITS AND ACCOUNTS RECEIVABLE ENTRIES
Dave Cormier
Phone: 494-2725     Email: dave.cormier@dal.ca

PAYROLL INQUIRIES AND PAYROLL ADJUSTING ENTRIES
Martha Skerry
Phone: 494-1125     Email: martha.skerry@dal.ca

ROUTINE ACCOUNTS PAYABLE INQUIRIES
Lydia Somers
Phone: 494-1717     Email: lydia.somers@dal.ca

INQUIRIES ON SERVICES RENDERED
Cheryl Lord
Phone: 494-1705     Email: cheryl.lord@dal.ca

INQUIRIES ON UPLOADS
Kaishi Xu
Phone 494-1706     Email: kaishi.xu@dal.ca

Mary Levy
Phone: 494-1715     Email: mary.levy@dal.ca

ACCOUNTS PAYABLE ACCRUALS AND ALL OTHER YEAR-END INQUIRIES
Laura Hills
Phone: 494-1701     Email: laura.hills@dal.ca