Summary of Year-end Deadlines and Contact Information

Accounts Payable

Supplier’s Invoices

Departmental Business Officers will process invoices received in the current year by April 27, 2023.

For queries pertaining to supplier’s invoices, email

 

Cheque and EFT Payments

The final cheque run for the 2023 fiscal year is scheduled for Wednesday, April 26, 2023. The final EFT payment run is scheduled for Tuesday, April 25, 2023.

 

Wire Payments

Request for wire payments pertaining to current fiscal year expenses should be submitted to the Financial Services Department (FSD) no later than April 21, 2023. If this deadline cannot be met, please ensure an accrual is made (refer to fiscal year-end closing procedures).

All wire payment requests received between April 24, 2023 and April 28, 2023 will be processed starting May 1, 2023, and expensed in the next fiscal year.

For queries pertaining to wire payments, email 

Accountable Advances

  • Settlement of all accountable advances due on or before April 30 should be settled with FSD no later than April 19, 2023
  • New accountable advance requests will be processed by FSD as follows:
    • For recording prior to the current year-end close, must be received by FSD no later than April 19, 2023
    • Requests not received prior this deadline will be processed once AMS is available for the next fiscal year processing.

For queries pertaining to accountable advances, email 

Petty Cash & Imprest Bank Accounts

  • Reimbursements must be processed by Departmental Business Officers no later than April 21, 2023
  • Requests for changes to accounts for the current fiscal year (i.e. closing, opening, increasing) must be submitted to FSD no later than April 12, 2023

For queries pertaining to petty cash and imprest bank accounts, email 

Year-end Accruals/Deferrals

Accrual journal entries should be submitted to Judy Wu, 215 Huron Street, 2nd floor, no later than April 21, 2023.

For queries pertaining to year-end accruals, call 416-946-8720.

 

Procurement Services

FIS Vendor Setup and Change Requests

Requests for FIS vendor setup or changes can take more than the standard five (5) business days to process during this busy time of year. Please submit these requests to no later than end of day Monday, April 17, 2023.

For more information, please call Katrina Koo at 416-978-1403.

Purchase Orders up to $49,999.99

Purchase Orders up to $49,999.99 can be processed directly into FIS as usual. Please note that the final cheque run is scheduled for Wednesday, April 26, 2023.

Purchase Orders over $50,000

Supporting documentation related to Purchases Orders over $50,000 can take more than the standard five (5) business days to process during this busy time of year. This includes adjustments to current Purchase Orders. Purchase Orders must be submitted for review no later than end of day Monday, April 17, 2023.

For more information, please call Shauna Schwartz at 416-978-7025.

Procurement Policy Exemptions Justification Form

Procurement Policy Exemptions Justification (PPEJ) requests submitted after April 17, 2023 may not be reviewed by April 27, 2023.

For more information, please call Shauna Schwartz at 416-978-7025.

uSOURCE

uSOURCE will not be available for order placement from 5:00 pm on April 27, 2023 until 9:00 am on May 1, 2023.

For more information, please call Phil Larprom at 416-946-5514.

 

Other Processing Activity

Accounts Receivable Invoices

Invoices should be submitted to Accounts Receivable, 215 Huron Street, 2nd floor no later than Friday, April 21, 2023.

For queries pertaining to accounts receivable, email .

 

Journal Entries

Journal entries can be processed by Departmental Business Officers right up to the close of the AMS system (April 27, 2023 at 7:00 pm). Please review and post any outstanding PARKED documents.

 

Cashier/Bank Deposits

For current fiscal year recording:

  • Deposits made with the Cashier must be received by the Cashiers office no later than Monday, April 24, 2023 at 5:00 pm (This requires departments NOT to process cash receipts in FIS which will not reach the Cashiers office by the above submission deadline)
  • Deposits made directly with the bank must be recorded in FIS no later than Wednesday, April 26, 2023 at 12:00 pm, and the banking reports and backup documentation received by the Cashier no later than Wednesday, April 26, 2023 at 5:00 pm.

For the next fiscal year recording:

  • Deposits and processing can resume on Monday, May 1, 2023.

For queries pertaining to cashier/bank deposits, email .

 

Donations

All donations requiring processing for the current fiscal year must be received by Donations Management, 21 King’s College Circle, no later than Friday, April 21, 2023 at 5:00 pm.

For queries pertaining to donations, call 416-978-0811.

 

Facilities & Services Billing

The billing cycle for service orders will be on Tuesday, April 18, 2023. Departments should review their accounts to ensure that charges billed through Facilities and Services are properly reflected in their accounts. Any inquiries and/or corrections should be directed to .

 

Data Management / Central Processing Activities

GR/IR Clean Up

Requests to maintain impacted goods receipt documents as “active” to be submitted to Linda Wong, 215 Huron Street, 2nd floor no later than March 22, 2023.

The program to reverse impacted goods receipt documents is to be run on March 24, 2023.

For queries pertaining to GR/IR clean up, email .

New Master Record Requests for Funds Centers

All requests to set up and activate new FCs for the current fiscal year must be received by April 20, 2023. All requests received after this date will be activated for the next fiscal year.

For queries pertaining to new master record requests for funds centers, please call your FAST Team Representative.

AMS System Availability

In order to accommodate fiscal year-end closing, the following summarizes the AMS system availability during the week prior to year-end closing up to year-end closing:

  • Monday, April 17, 2023 – system open until 1:00 am (next day)
  • Tuesday, April 18, 2023 – system closed at 6:00 pm (for bi-weekly payroll)
  • Wednesday, April 19, 2023 – system open until 1:00 am (next day)
  • Thursday, April 20, 2023 – system open until 1:00 am (next day)
  • Friday, April 21, 2023 – system closed at 6:00 pm (for monthly payroll phase 1). “Copy Plan to Budget” will occur at 7:00 pm. System will be available April 22, 2023 at 7:00 am)
  • Saturday, April 22 and Sunday, April 23, 2023 – system open regular hours on the weekend
  • Monday, April 24, 2023 – system closed at 5:00 pm (for monthly payroll phase 2)
  • Tuesday, April 25, 2023 – system open until 1:00 am (next day)
  • Wednesday, April 26, 2023 – system open until 1:00 am (next day)
  • Thursday, April 27, 2023 – system is open until 7:00 pm

Closed for current fiscal year processing at 7:00 pm on Thursday, April 27, 2023

  • No processing will be possible in any of the AMS supported systems (i.e. uSOURCE, HRIS, etc.) during the shut down period.
  • A range of key reports will be available through the new web-based SAP Fiori Launchpad.

System will re-open for next fiscal year processing at 7:00 am on Monday, May 1, 2023 (except uSOURCE and the Capital Projects Portal which open at 9:00 am)

For more information on the impact of the year-end closing dates on reporting and processing, please refer to the Year End System Availability between system close and May 1.

For queries pertaining to AMS system availability, call 416-946-3153.

Year-end Reporting Deadlines and Training Support

Divisional Operating Reserve Reporting

Divisional operating reserve report should be submitted to Judy Wu at  no later than May 4, 2023.

For queries pertaining to divisional operating reserve reporting, call 416-946-8720 or contact your FAST team representative.

Training Support

A year-end training sessions will be held as follows:

Year-end Operating Reserves Workshop:
Tuesday, April 11, 2023 (10:00 am to 12:00 pm)
 To register go to: Year-end Operating Reserves Workshop

Year-end Operating Reserves Workshop:
Thursday, April 13, 2023 (1:30 pm to 3:30 pm)
 To register go to: Year-end Operating Reserves Workshop

For those interested in learning more about Negative FM Balances, see the following Training Slides for Negative Balances.

 

For queries pertaining to training support, call 416-978-4675

Quicklinks