As we approach the end of financial year, this is a 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 by
29/11/2024 |
Invoices require necessary approvals, account details and ledger code and necessary documentation (ICAs, POs, receipts, gift card Service One approval) |
| Staff reimbursements submitted and approved | Via Service One | 29/11/2024 | |
| University Purchase Cards (Flexipurchase) | Credit card reconciliations to be coded and approved in Flexipurchase with receipt.
Note: If transactions are not coded and approved, expenses will not be recognised in 2024. |
20/12/2024 | |
| Requests for Invoices Non-Research (Accounts Receivable) | Via Service One Request a Customer Invoice | 6/12/2024 | |
| Journal Transfers | Via Service One Request Expense Transfer | 29/11/2024 |
Important information:
Raising a Purchase Order is not expenditure. If expenditure needs to occur in 2024 due to funding or budget restrictions, POs need to be receipted for expenditure to be recognised.
Even if invoices are submitted by the above deadlines, if a new vendor needs to be set-up, there is no guarantee that invoices will be processed in 2024. Suppliers need to return required information in a timely manner. If you have any concerns regarding a vendor, you can contact us in advance to ensure the vendor is set-up cmph.finance@flinders.edu.au
Some projects, mainly USF (University Strategic Fund) or URB (University Research Budget) may have funding that is only available to the end of 2024. Funding for these projects is in the most part in arrears based on expenditure. Expenditure means that goods or services have been received and Purchase Orders receipted and/or invoices have been processed. Processed means coded and approved in Basware. Invoices may still be paid according to standard University payment terms (30 days) in January 2025.
If you are ordering items for projects where the funding is only to the end of 2024 (including most Untied funds, including facilities, internal College funding) 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 2025 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 2024. You must notify Finance by COB 13th December 2024.
Costing Allocation changes:
It is important for salaries to be reflected accurately in the period to which they belong in the correct project.
Changes to salaries for 2024 need to be processed via a P&C Service One Change costing allocation rather than journals
It is recommended that Costing Allocation changes are entered and approved by 15th November to give you the opportunity to review project financials in early December.
Payroll Deadlines:
Please ensure casual timesheets are submitted and approved according to the P&C deadlines to ensure costs go into 2024 (6th and 17th December) for payment in December 2024 Payroll deadlines