2021 Year end processing deadlines

Finance & Procurement Services will be closed for business from 5pm, Friday 24th December 2021 and reopen in the new year on Tuesday 4th January 2022. 

During the close-down period, there will be no processing of financial transactions including requisitions, reimbursements or payments to suppliers.

Please note the following key processing dates leading up to the financial year end, and instructions for reassigning financial approvals / worklist items whilst on leave (outside the close-down period).

Financial systems

During the close-down period the following financial systems will be impacted:

• Finance System (inc. eProcurement) will be unavailable from 5pm Friday 24th December 2021 until 8am Tuesday 4th January 2022
• Cognos will be unavailable from 5pm Friday 24th December 2021 until Tuesday 4th January 2022
• ORBIT can still be accessed but will only reflect data up to and including Friday 24th December 2021
• Kofax and the Fraedom can still be accessed but resulting financial transactions in the Finance system will not be processed until the new year.

Key processing dates

Billings requests

2021 Billing requests must be submitted to Revenue Accounting by 5pm, Monday 13th December 2021 for processing.  Where a Billing request relates to both 2021 and 2022, please clearly identify the split of income on the Billing request.  Processing of Billing requests relating to 2022 income will commence on Thursday 6th January 2022.

Journals

The University 2021 General Ledger close is 5pm, Tuesday 11th January 2022.  Please contact your Faculty / Divisional contact should you require a journal in 2021 after this date.

Purchasing and receipting

Consideration should be given to the timing of raising requisitions and the expectation of delivery prior to the close-down period.  Delivery of goods are dependent on individual suppliers, freight and courier services that may be further impacted under the current circumstances.

The last day for external deliveries to the Badger Building (North Terrace) and WIC Building (Waite Campus) is Wednesday 22nd December 2021.  Staff expecting a delivery in other parts of the University should check directly with the relevant receiving area.

All goods delivered must be receipted in eProcurement by 4pm Friday 24th December 2021 or prior to going on leave.

2021 Invoices

2021 dated invoices processed by Accounts Payable by close of business Friday 10th January 2022, for goods or services incurred in 2021, will be accrued i.e. come out of the 2021 budget.

What is an accrual?

For 2021 calendar year end, an accrual is where expenses are recorded in 2021 (i.e. comes out of 2021 budget) regardless if the payment is made in 2022.

What is accrued?

Accruals are based on invoices sent to Accounts Payable, reimbursements and other payments submitted via Kofax.  In addition, 2021 Purchase Orders receipted, without an invoice, for goods or services incurred in 2021, will be accrued.  A final faculty/division accrual assessment will also occur to enable an accrual of material expenditure not identified through the above systems.

If you are unsure if your invoice will be accrued in 2021, please contact your local Faculty / Divisional finance team.

Capital Asset Invoices

In relation to capital assets, to ensure the costs are recorded against the capital expenditure budget for 2021, both of the following conditions must exist:

• receipting of all instalment payments against Purchase Orders in the eProcurement system – noting the receipting deadline is Friday 24th December
• the capital asset(s) must be installed and ready for use (or already in use) – noting delivery schedules may be impacted due to specific circumstances including delays in freight times.

If you are unsure if your invoice will be accrued in 2021, please contact your local Faculty / Divisional finance team.

Approvals whilst on leave

Financial Approvers and Business Reviewers, taking additional leave outside of the close-down period (i.e. in addition to the close-down period of Monday 27th December to Monday 3rd January inclusive) must reassign their approvals / worklist items to another staff member.  To do this, please follow the instructions below:

Financial Approvers (both options will update in the Finance System and Kofax)

1. temporarily transfer your financial approvals to another staff member by completing the Temporary Delegation Transfer eform (you can also transfer HR / SSO delegations via this form)  OR;
2. set up an Alternate User directly in the Finance System, noting that the “alternate user” must have an equal or higher level of financial delegation.

Business Reviewers in Kofax

• to reassign your work queue items to another staff member – view procedure here

Travel & Acquittal Approvers in the Expense Management System

• to initiate a temporary transfer of approvals, please email the Expense Management Team specifying your requirements.

Have further questions?

Please contact Finance & Procurement Services on (08) 8313 3414 or via email finprosupport@adelaide.edu.au