Dates & Deadlines

FIS

Please submit all documentation to be posted into FIS, to Financial Services, University of Toronto Scarborough by the following dates:

Transaction  Document type  UTSC Submit by date  System Down  UTSC FS Contact 
uSOURCE purchase  Orders, recommend completing no later than Goods receipts (packing slip)  Enter order by April 26, 2016  Apr 26 7:00 p.m. – May 2 7:00 a.m.  Sheila Baker Sheila Baker 
Purchasing Purchase orders:       
Over $100,000 (public tender)  April 21, 2016 if public tender process completed.  Above *  Susan Dyson 
Over $25,000 (3 quotes)  Thursday, April 21, 2016  Above *  Sheila Baker Susan Dyson 
Over $5,000 (2 quotes)  Thursday, April 21, 2016 Wednesday April 13, 2016 Thursday, April 21, 2016  Above *  Sheila Baker 
FIS Vendor Set up and Change Requests  Above *  Sheila Baker 
Purchase order cancellation/adjustments  Above *  Sheila Baker 
Invoice payment (for payments due before April 30th)  Certified (with packing slip, signed off, coded)  Monday April 18 2016  Above * (final check run April 25)  Anjalie Rampersad 
Annie Kostadinova 
Purchase order invoice (with packing slip, signed off)  Monday April 18 2016  Above * (final check run April 25)  Anjalie Rampersad 
Purchase Requisition authorized  Monday April 18 2016  Above * (final check run April 25)  Anjalie Rampersad Annie Kostadinova 
Bank Draft (Foreign currency)  Monday April 18 2016  Above * (final check run April 25)  Annie Kostadinova Anjalie Rampersad 
Wire payment - Bank to Bank transfer- various currencies  Friday April 15 2016  If Received by St.George Financial Services after April 22 will be processed as fiscal 2017.  Annie Kostadinova Anjalie Rampersad 
Petty Cash/Imprest Bank Account  Request for reimbursement (signed, full backup)  Monday April 18 2016  Above * (final check run April 25)  Sandra Nugara 
Change request (close, open, increase, decrease)  Friday April 08 2016  Above *  Sandra Nugara 
Accountable Advances  Settlement (due on or before April 30, 2013)  Monday Apr 11 2016  Above *  Sandra Nugara 
New request for activity to take place before April 30th  Thursday April 14 2016  Above *  Sandra Nugara 
New request for activity to take place after April 30th  – held until May 1st  Above *  Sandra Nugara 
Expense Reimbursements  ERDD (signed, full back-up)  Friday April 15 2016  Above * (final deposit run April 26)  Sandra Nugara 
Payment by cheque (signed, full back-up)  Friday April 15 2016  Above * (final check run April 25)  Sandra Nugara 
External Billings  Accounts Receivable invoices  Wednesday April 20 2016  Above *  Sandra Nugara 
New Accounts  e-mail request for new CC/FC/IO or hierarchy changes  Friday Apr 08 2016  Above *  Katrina Hacquoil-Trakosas 
Internal Recoveries  Journal Entry/Debit Memo  Wednesday April 20 2016  Above *  Anjalie Rampersad Annie Kostadinova 
Corrections  Journal Entry/Debit Memo  Wednesday April 20 2016  Above *  Anjalie Rampersad Annie Kostadinova 
Accruals – to Record significant expenses for year not yet invoiced  Accrual Journal Entry  Friday April 8 (to allow for verification & amendments)  Above *  Joyce Hahn
Geoffrey Chow
Olya Beaupre
Thubasini Rameshkumar Tharsini Sivathasan 
 
Cash Deposits  Banking Reports  Wednesday April 13 2016  Last cash pick-up to include in fiscal 2016: Wednesday, April 13, 5 pm. Deposits to safe made after the pick-up on April 14 should be recorded in the new year. Please contact Sandra for deposits that arrive after the April 14 deadline but should be recorded in the current fiscal year.  Annie Kostadinova Sandra Nugara 
Request for Budget Transfers/Supplements  Budget transfer/Budget supplement  Friday April 08 2016  Above *  Olya Beaupre
Geoffrey Chow
Thubasini Rameshkumar Tharsini Sivathasan 
 

IMPORTANT: *AMS-SAP closes Tuesday, April 26th at 7:00 pm to reopen on Friday, April 29th at 7:30 am. After the system closure, SAP will reopen April 29th with limited posting (related to new fiscal) up to May 1st (All transactions will be dated May 1st ).

DIS

Please submit all documentation to be posted onto DIS, to UTSC Advancement Office by the following date:

Transaction 

Document type 

UTSC Submit by date 

System Down 

UTSC FS Contact 

Donations 

Submit to UTSC Advancement Office 

Thursday April 14 2016 

 

Nive Thambithurai 

HRIS

Please submit all documentation to be posted onto HRIS, to Human Resource Services, University of Toronto Scarborough by the following dates: 

Transaction  Document type  UTSC Submit by date  System Down  UTSC FS Contact   
Payroll  Monthly & overtime for monthly employees requests  Tuesday April 12 2016  Thursday April 28 pay date  Linda Brown, Sunny Sun, Celia Lai 
  Casual & Bi-weekly set-up & timesheets  Tuesday April 19 2016  Friday April 29 pay date  Linda Brown, Sunny Sun, Celia Lai 
 

Carryforward Spending Plan

Please submit your Carryforward Spending Plan (from all departments except ancillaries) to your Financial Services Financial Officer for April 28 2016 Note: The RPT instance will be available at 7:00 am on April 27 2016 reflecting business as of closing on April 26 2016.

 
Transaction  Document type  UTSC Submit by date  System Down  UTSC FS Contact 
Carryforward (now called Operating Reserves) Spending plan. Spending on carryforward funds/deficit elimination plan in case of a deficit    Thursday April 28 2016    Geoffrey Chow
Olya Beaupre
Thubasini Rameshkumar
Tharsini Sivathasan