2024-2025 Year-End Deadlines

The University’s year end is April 30, 2025. All transactions occurring before year end must be dated April 30, 2025, or earlier to be included in the 2024-2025 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 2024-2025 budget year.

Please note: We ask that you please maintain any original receipts or forms.

These deadlines must be adhered to for the timely preparation of the financial statements and their subsequent presentation to the Board of Governors.

ACCOUNTS RECEIVABLE INVOICES

All April-dated invoices for external customers must be received by Friday, May 9, 2025. Please e-mail all requests to Jennifer Caren (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 9, 2025, to be processed in the 2024-2025 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 9, 2025, to be processed with an April date. All such deposits made on/after May 10 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 2024-2025 fiscal year (inclusive of all supporting documentation and approvals) must be submitted by Thursday, May 8, 2025, per the usual electronic process of emailing the documentation to the pcard.statements@lakeheadu.ca. A reminder that all goods paid for on or before April 30, 2025, must be received on campus on or before April 30, 2025. Please contact Dianne Cataldo (creditcard@lakeheadu.ca) with any questions.

N.B.: purchases with a transaction date in April 2025 that appear on the May 2025 p-card statement will still be posted to the 2024-2025 fiscal year. You are not required to do anything additional. These receipts should be submitted with the May 2025statement, when the statement comes due.

INVENTORIES (RETAIL)

The last day to submit physical retail inventory sheets is Thursday, May 1, 2025. 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 11, 2025, since all goods must be received on campus by April 30, 2025, if they’re to be expensed against the current budget year.

SUPPLIER INVOICES

For supplier shipments/invoices, received directly by departments which are required to be included in fiscal year 2025 (rendered prior to April 30, 2025), invoices or cheque requisitions must be submitted to Accounts Payable no later than Friday, May 9, 2025. 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, 2025. Please email invoices to acctspayable@lakeheadu.ca.

ATTENDANCE AND STAFF INFORMATION FORMS

Attendance forms up to and including April 30, 2025, should be submitted to Human Resources, through the Google Forms platform, by Thursday, May 15, 2025.

Please read carefully and follow the instructions below to submit your 2025 attendance after April 30. To ensure accurate record-keeping, only attendance records that meet the specified criteria will be accepted. Files that are not in the correct format, or lack supervisor approval, will not be accepted, and will be returned to the respective supervisors for correction.

Submissions will be made through the Google Forms accessible after May 1,2025 via the link here: https://forms.gle/AwpHv2DJ3B1cVQZa7

Submission Format and Requirements

  • Attendance sheets must be submitted as a single-page PDF file.
    • The file name must follow this format: lastname.firstname.department.employeegroup.YTD2025.pdf
      • Example: Smith.John.HumanResources.Sched.tech.YTD2025.pdf
    • Use employee group ".sched.tech" for schedule II and technical staff
    • Use employee group ".COPE." for COPE employees
    • Use employee group ".Contract." for contract employees
    • Use employee group ".Other." for full-time hourly staff
  • Supervisor approval is required.
    • Please ensure your supervisor has reviewed and approved your attendance sheet before submission.

This information is required to calculate the University’s vacation liability for the 2024-2025 fiscal year.  We appreciate your cooperation in adhering to these guidelines. If you have any questions, please contact Tiffany Moore trmoore@lakeheadu.ca

Staff Information Forms

Additionally, any staff information forms for work performed prior to April 30 should be in Human Resources as soon as possible and no later than Thursday, April 3, 2025, to ensure costs are recorded in the correct fiscal year.

year-end deadlines