As we approach the end of the financial year, this is an early reminder of items that you may need to action before year-end. Our dates may differ slightly to comms from Central Finance, this is because we want to provide you with additional notice and to allow for the significant volumes related to our College.
| ITEM | TO WHOM | BY WHEN | Additional info |
| Invoices (includes over-seas payments, payment requisitions and student reimbursements) |
|
Submitted by1/12/2023 |
Invoices require necessary approvals, account details and ledger code and necessary documentation (ICAs, POs, receipts, gift card Service One approval) |
| Final date to raise Purchase Orders * See comment | Cmph.finance@flinders.edu.au | Submitted by 24/11/2023 | Raising a PO is not expenditure.
If expenditure must occur in 2023 due to funding/budget restrictions, POs need to have been receipted for expenditure to be recognised. |
| Staff reimbursements submitted and approved | Via Service One | 24/11/2023 | |
| University Purchase Cards (Fraedom) |
Credit card reconciliations to be coded and approved in Fraedom with receipt. Note: If transactions are not coded and approved, expenses will not be recognised in 2023. |
21/12/2023 | |
| Requests for Invoices Non-Research (Accounts Receivable) | Via Service One Request a Customer Invoice | 24/11/2023 | |
| Journal Transfers (expenses) | To either Cmph.finance@flinders.edu.au or via Service One. | 1/12/2023 |
* Raising a PO is not expenditure. If expenditure needs to occur in 2023 due to funding or budget restrictions, POs need to be receipted for expenditure to be recognised.
Other important information:
Some projects, mainly USF (University Strategic Fund) or URB (University Research Budget) may have funding that is only available to the end of 2023. Funding for these projects is for the most part in arrears based on expenditure.
Expenditure means that goods or services have been received and the invoices have been processed. It is not sufficient for purchase orders to have been raised or for goods to be in transit.
If you are ordering items for projects where the funding is only to the end of 2023 you must ensure the goods will be on campus by early December. Please factor in processing and delivery lead times when ordering and it may be advisable to request confirmation from the supplier that deadlines can be met. If costs go into 2024 and the College does not receive the USF/URB funding you may be asked to provide an alternative source of funds which could include Consulting or Consolidation Funds.
For all USF, URB, Teaching and Research Facilities, if goods are received in December you need to:
- Notify College Finance of goods received via email cmph.finance@flinders.edu.au subject title “PO number Good Received project number”. Eg. MPH000XXX Good Received 43217.
- Please include Evidence of delivery – ie delivery docket
- This will allow us to follow up on the processing of invoices during December and ensure costs are reflected in 2023. You must notify Finance by COB 15th December 2023.
This isn’t necessary for Tied Projects.
Salaries:
It is important for salaries to be reflected accurately in the period to which they belong in the correct project.
Changes to salaries for 2023 need to be processed via a P&C Service One Change costing allocation rather than journals
It is recommended that you enter changes by the end of October to give you the opportunity to review project financials and if required, make further adjustments.