Year End – Procurement and PCard Deadlines

Friday, November 30, 2018

UBC’s fiscal year end is March 31, but the deadlines for some financial activities are as early as December.

If your work involves acquiring and/or paying for goods and services, or using a PCard, please familiarize yourself with the following dates for the 2018/2019 fiscal year. Note that staff are always encouraged to submit materials as early as possible before each deadline, and that all information relating to upcoming deadlines is available on the Important Dates page. 

CYE = Calendar Year End (December 24, 2018)
FYE = Fiscal Year End (March 31, 2019)

Procurement

Date Day Deadline Meaning
5-Dec-2018 Wed. CYE Specials/Sales that do not Require Tendering (<$75,000 CAD) Last day to submit Purchase/Service Requisitions that do not require tendering, that need a PO to be issued by Monday, Dec 24, 2018.
12-Dec-2018 Wed. FYE Purchases that Require Tendering (>$75,000 CAD) Last day to submit Purchase/Service Requisitions requiring tendering that need to be delivered and invoiced by Mar 31, 2019.
16-Jan-2019 Wed. FYE International Purchases that do not Require Tendering (<$75,000 CAD) Last day to submit Purchase/Service Requisitions for international suppliers (including US) that do not require tendering, that need to be delivered and invoiced by Mar 31, 2019.
13-Feb-2019 Wed. FYE Domestic Purchases that do not Require Tendering (<$75,000 CAD) Last day to submit Purchase/Service Requisitions that do not require tendering, that need to be delivered and invoiced by Mar 31, 2019.

PCard Program

Date Time Deadline Meaning
The 25th of each month, except December 3:30 p.m. Monthly PCard Reconciliation Deadline Financial Operations uses the 25th as the monthly reconciliation deadline for the PCard program.
20-Dec-2018 3:30 p.m. December PCard Reconciliation Deadline In December we use the reconciliation deadline of Dec 20 to accommodate the holiday campus closure.
TDB (March) 3:30 p.m. March PCard Reconciliation Deadline In March we run a second reconciliation deadline (after the 25th) to capture the end of the month for Year End purposes.