Important Dates

Like many institutions, UBC operates on a financial calendar that runs from April 1 to March 31.

There are a variety of important dates related to procurement, accounts payable, credit card programs, financial reporting, and other activities that it is important to be aware of — especially with regards to the end of the financial year (Fiscal Year End). The full 2020 Year End Timelines and Procedures memo is available here.

The dates below relate to the 2019/2020 financial year.
CYE = Calendar Year End (December 24, 2019)
FYE = Fiscal Year End (March 31, 2020)

Date Day Time Deadline Meaning Type
Apr. 1, 2020
Wed 3:30 pm
FYE - Second March PCard Reconciliation
For March we run a second reconciliation deadline to capture the end of the month for year-end purposes (March 16 to 31).
Year End
Credit Cards
Apr. 2, 2020
Thu 12:00 pm
FYE - First March Ledgers Available and Distributed
Financial Systems will run the first ledgers for 19/20 overnight on Apr 1. Online users will have their ledgers available on the morning of Apr 2, and paper recipients will receive their ledgers by 12:00pm. This ledger will capture final payroll entries.
Year End
Apr. 3, 2020
Fri 4:00 pm
FYE - Manual JV Submissions (non-FMS-Certified Groups)
All manual journal vouchers not using Excel spreadsheets (including inter, intra, accruals, etc.) must be supplied to Accounts Payable by 4:00pm in order to be captured in the 19/20 fiscal year.
Year End
Procurement and Accounts Payable
Apr. 3, 2020
Fri 4:00 pm
FYE - Final Cut-off for Excel and Interface Files
This is the final cut-off for all groups to submit Excel JV spreadsheets and Interface materials for the second ledger run.
Year End
Apr. 6, 2020
Mon 4:00 pm
FYE - FMS-Certified Group Entering
Last day for all FMS-certified groups to enter any transaction into FMS (includes journal vouchers and AP transactions) for the final ledger run. Accruals, prepaid, and deferred revenue can be entered until April 8.
Year End
FMS-Certified
Apr. 6, 2020
Mon 4:00 pm
FYE - Inter-Departmental JV Cut-off (FMS-Certified Groups)
Cut-off for FMS-certified groups to enter Journal Vouchers charging other departments/faculties (interdepartment).
Year End
FMS-Certified
Apr. 8, 2020
Wed 12:00 pm
FYE - Accruals, prepaid, and deferred revenue (FMS-certified groups)
This is the final cut-off to have all accruals, prepaid, and deferred revenue booked in FMS. All requests/related documents to be received in Financial Operations no later than 12pm. FMS-certified groups are responsible for keying in their own entries.
Year End
FMS-Certified
Apr. 8, 2020
Wed 12:00 pm
FYE - Intra-Departmental JV Cut-Off (FMS-Certified Groups)
Cut-off for FMS-certified groups to enter Journal Vouchers within the same department/faculty (intra-department) by 12:00pm noon.
Year End
FMS-Certified
Apr. 8, 2020
Wed 4:00 pm
Payment Date for Hourly Employees
If you are paid hourly, paydays are the 8th and 23rd of the month. Paydays falling on holidays or weekends are moved to the preceding non-holiday day.
Payroll
Apr. 14, 2020
Tue 12:00 pm
FYE - Second March Ledgers Available
The second ledgers for the 19/20 fiscal year will be available for UBC's departments.
Year End

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