2023-2024 Year-End Deadlines
The University’s year end is April 30, 2024. All transactions occurring before year end must be dated April 30, 2024, or earlier to be included in the 2023-2024 budget year. It is the responsibility of each department to submit its accounting documents before the deadlines listed below. The transactions received before these deadlines will be included in the 2023-2024 budget year.
Please note: We ask that you please maintain any original receipts or forms.
ACCOUNTS RECEIVABLE INVOICES
All April-dated invoices for external customers must be received by Friday, May 10, 2024. Please e-mail all requests to Jennifer (invoicing@lakeheadu.ca).
BUDGET AND DEPARTMENTAL TRANSFERS
All requests for transfers (either budget or actuals) in operating or ancillary accounts must be received by Financial Services prior to Friday, May 10, 2024, to be processed in the 2023-2024 fiscal year. Please email the approved forms with supporting documentation to Amanda Johnson (agjohnso@lakeheadu.ca). If you are transferring to a research (fund 50) or trust (fund 40) budget code, please send the form and documentation to Margot Ross (mross@lakeheadu.ca).
CASH RECEIPTS
All cheques and cash dated prior to April 30, 2024, must be deposited on or before Friday, May 10, 2024 to be processed with an April date. All such deposits made on/after May 11 will be May-dated. Please contact Jessica Gerlach (jgerlach@lakeheadu.ca) to arrange for your deposit.
CREDIT CARDS
All US Bank Visa purchasing card statements for the 2023-2024 fiscal year (inclusive of all supporting documentation and approvals) must be submitted by Tuesday, May 7, 2024, per the usual electronic process of emailing the documentation to the pcard.statements@lakeheadu.ca. All goods paid for on or before April 30, 2024, must be received on campus on or before April 30, 2024. Please contact Dianne (creditcard@lakeheadu.ca) with any questions.
N.B.: purchases with a transaction date in April 2024 that appear on the May 2024 p-card statement will still be posted to the 2023-2024 fiscal year. You are not required to do anything additional. These receipts should be submitted with the May 2024 statement, when the statement comes due.
INVENTORIES (RETAIL)
The last day to submit physical retail inventory sheets is Wednesday, May 1, 2024. Please send to Ralph Kiessig (rkiessig@lakeheadu.ca).
PURCHASE REQUISITION ORDERS
The final date to submit purchase order requisitions in Ellucian Colleague is Friday, April 12, 2024.
SUPPLIER INVOICES
For supplier shipments/invoices, received directly by departments which are required to be included in fiscal year 2024 (rendered prior to April 30, 2024), invoices or cheque requisitions must be submitted to Accounts Payable no later than Friday, May 10, 2024. As a reminder, all goods ordered by invoice or through requisitions and purchase orders in Colleague must be received on campus on or before April 30, 2024. Please email invoices to acctspayable@lakeheadu.ca.
ATTENDANCE AND STAFF INFORMATION FORMS
Attendance forms up to and including April 30, 2024, should be in Human Resources by Wednesday, May 1, 2024. This information is required to calculate the University vacation liability for the 2023-2024 fiscal year. Additionally, any staff information forms for work performed prior to April 30, 2024, should be in Human Resources as soon as possible and no later than Thursday, April 4, 2024, to ensure costs are recorded in the correct fiscal year.
All correspondence and meetings with members of Financial Services regarding 2023-2024 budget transfers or corrections to actuals must be arranged prior to May 10, 2024, excluding the yearly June budget meetings with Deans/Associate Vice-Provosts and Administrative Directors/Associate Vice-Presidents. These will be arranged by Dianne (admin.finance@lakeheadu.ca), who will reach out directly to the various administrative or executive assistants for scheduling.
These deadlines must be adhered to for the timely preparation of the financial statements and their subsequent presentation to the Board of Governors.