Procurement Transactions

For goods and services intended to be paid in September, requisitions must be received by Procurement Services; Strand Hall SH3000.

C-Card Statement Transactions
Scotia Bank C-Card Statement Charges for September

Sept 15

The September C-Card transaction period will close on September 15^th.

Transactions made after the 15^th will appear on the October report.

C-Card Statement Reconciliation

Sept 23  

September report (15Sep2016): The reconciliation period will close on September 24^th.

October report (15Oct2016): Transactions made between September 16^th to October 2^nd should not be reconciled until after October 3.

Purchases processed by Requisition

Sept 26

Goods or services purchases processed by Requisition must be received by Procurement no later than September 26^th.

Requisitions received after September 26^th will be processed on or after October 3^rd.  For Urgent requests, please contact Procurement.

Staples system

Sept 30

While Staples converts their system to our new Chart of Accounts, no online orders can be placed until October 3.

HR Activities

New Forms

Sept 19 

A new PAR forms that reflect the new Chart of Account structure to be posted to the HR websites on September 23, 2016. The new forms must be used for the October 14 pay.    

PAR’s

Sept 19

Forms received by HR after September 19, must be coded using the new PAR form revised to show the new Chart of Accounts structure.  

GT Temp pool and GT Status forms

Oct  3

New GT forms will be available online on October 3, 2016.

Payroll Activities

New forms

Sept 23

The new PAF forms that reflect the new Chart of Account structure to be posted to the Finance website on September 23, 2016. The new forms must be used for the October 14 pay.   

PAF’s;
Funds 25 & 30’s

Sept 20

To be received by Research Accounting; Discovery 2, Room 210.   Forms received by Research Accounting after September 20, must be coded using the new Chart of Accounts PAF form.  

PAF’s; Funds 13, 21, 23,24, & 29

Sept 20

Forms to be received by Special Purpose after September 20 must be coded using the new PAF form revised to show the Chart of Accounts structure.  

PAF’s; Funds 11 & TSSU staff

Sept 23

Forms to be received after September 23, must be coded using the new PAF form revised to show the Chart of Accounts structure.  

Timesheets –
September 30^th Pay date

Sept 23

Hourly timesheets for September 30^th pay to have hours entered and approved by September 23^rd.

Salary Timesheets with all exception reporting due by September 23^rd.   

Timesheets –
 October 14th Pay date

Oct 3

Due to system upgrade timesheets will not be available on September 29/30. Please ensure you are up to date on your time entry or please set aside time the following week to meet the usual biweekly timesheet deadlines.

Pay statement review for September 30^th pay

Sept 27/28

Pay statements for September 30^th pay will be available for viewing by 2pm on September 27^th and until 5pm September 28^th. After this time employees can contact Payroll to verify direct deposits. Pay statements will be made available again on October 3^rd.

Payment Services; Travel Expenses/
Advances & Accounts Payable Invoice Processing

Travel and Expense/Advance Claims and AP Invoices for Non-Operating funds to be paid in September

Sept 21

Transaction documents received by Research Accounting or the applicable fund manager before September 21 will be processed before Go Live.

Any transaction documents received after September 21 will be held until October 3^rd for processing. Research Accounting or the Fund Manager may need to contact you to receive the new Chart of Accounts values before processing payment.

Travel  and Expense/Advance  Claims and AP Invoices for Operating funds to be paid in September

Sept 28

Submit all expense claims and vendor invoices to be processed by September 28 to Financial Services Strand Hall Annex. Any claims submitted after September 22 may not be processed prior to Go Live. If possible, hold the entry of the transactions until October 3 and code the transaction using the new Chart of Accounts values.

Travel and Expense/Cash Advance Claims that miss the Sept 22 deadline

Sept 28

Cash advance and expense report transactions that have been submitted electronically and have not been completed before end of day Tuesday, September 27th will be electronically sent back to you. The physical paper copy of the form will not be sent back to you. You will be notified by a FINS system generated email on Wednesday, September 28th. 

After Go Live on October 3^rd, you will be notified again by email that you can sign into the FINS PeopleSoft application; locate the transaction and click re-submit to process the Travel and Expense/Cash Advance.

Student Services

SIMS unavailable

Oct 2  4:30 pm – Oct 3 8:00am

During this period, SIMS will be updated to use the new Chart of Accounts structure.

SIMS Cashiering Offices (incl. Residences & Housing)

Cashiering GL interface

Sept 27

Last day to run all cashiering GL interfaces to FINS before resuming on October. 3. Cashiering offices should continue with normal cashiering operations.

Note: Cashiering offices are to ensure GL interfaces are run or re-run for transactions processed in prior business days, at minimum back to start of fiscal year.

Oct. 3

Run cashiering GL for business days from September 28 to October 2. These transactions will go to FINS with new chartfield values.

Purchases from/and or Inter Departmental transactions (all funds)

Purchases and/or interdepartmental transactions after the deadlines noted will be processed in October 2016.

Sept 21

Campus Bookstores, Science Stores, Meetings and Events (MEC), Athletics, Security and Parking

Sept 21

Facilities including TMA work-orders and encumbrances.

Note: Many systems that pass information to FINS will be revised to align with the new Chart of Accounts. The final file transfer or upload to FINS using the legacy (old) Chart of Accounts will occur the evening of September 27. All other file transfers or uploads will be held until the evening of October 3.

Journal Vouchers and Budget Transfers

All Funds

Sept 21

Completed journal vouchers and budget transfers including subsystems, to be received in Financial Services; Strand Hall SH3000.

Journal vouchers and budget transfers received by Research Accounting or the applicable fund manager after this date will not be processed until after October 3.

New spreadsheet journal upload file format

Oct 3

Any journal vouchers or budget transfers that do not meet the cutoff dates above must be entered using the revised spreadsheet journal upload file format that will be available on the Finance website on September 28^th. This new format is designed to use the new Chart of Accounts structure. Journal voucher uploads files will be held from Sept 28^th until the evening of October 3 and then processed.

Bank Deposits

Deposits should appear on the bank statement

Sept 27

All bank deposits made on or before this date should appear on the September bank statements.

Final deadline; deposits may not appear on the September bank statement

Sept 27

Deadline to deposit all money received for September at the Burnaby campus Bookstore. Bag ready deposits received through the morning of September 27 may be outstanding deposits to reconcile but will appear on FAST as of September.

Use new Deposit Summary Form

Sept 28

A new Deposit Summary form that uses the new Chart of Accounts structure will be available on the Finance website. Any deposit summary forms to be completed after September 28 must use the revised form.

FAST Updates

FAST unavailable for viewing financials

Sept 28

The final update to FAST using the legacy (old) Chart of Accounts will be the evening of September 28^th. The newest version of FAST using the new Chart of Accounts will be open October 4^th with the October 3^rd transactions.

Notes:

· Access to Beta FAST will be removed on September 22 so the update to FAST can begin.

· A link to the legacy (old) FAST will be available on the Finance website as of October 3 for historical reference only.