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 dates below relate to the 2018/2019 financial year, and are subject to change. If a specific time is associated with the deadline it is noted in the description. If a deadline has changed it will be flagged in the charts below. You can also download the fulsome 2019 Year End Timelines and Procedures Document

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

Procurement 

Date Time Deadline Meaning
5-Dec-2018 n/a 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 n/a 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 n/a 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 n/a 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.
21-Mar-2019 n/a FYE Vendor Setup Submission Deadline Last day to submit a request to set up a new vendor (vendor details, banking information, etc.) with UBC. Includes FMS-certified groups.

Accounts Payable 

Date Time Deadline Meaning
17-Dec-2018 2:00 p.m. CYE Deadline for Documents to be Delivered to Accounts Payable for Dec 21 payment For vendors, employees, contractors, etc. to be paid by CYE 2018, all related paperwork must be received by Accounts Payable by Dec 17, and it must be clearly marked that payment needs to be issued before the end of 2018.
21-Dec-2018 n/a Final Payment Run of 2018 (CYE) Final payments issued by Accounts Payable for 2018.
21-Mar-2019 n/a FYE Vendor Setup Submission Deadline Last day to submit a request to set up a new vendor (vendor details, banking information, etc.) with UBC. Includes FMS-certified groups.
22-Mar-2019 12:00 p.m. FYE Cutoff for Submissions Requiring Wire Payment Last day to submit materials (banking information, invoices, etc.) to Accounts Payable for payments that require a wire transfer.
25-Mar-2019 12:00 p.m. FYE Accounts Payable Cutoff for Receiving Submissions All submissions (invoices, Smartforms etc.) for the 2018/2019 fiscal year MUST be received by Accounts Payable by 12:00 pm noon.
28-Mar-2019 4:00 p.m. FYE Excel and Interface Cutoff This is the first cutoff for all groups to submit Excel JV spreadsheets and Interface materials (includes GL, etc.) for the first ledger run.
29-Mar-2019 12:00 p.m. FYE OPT Transaction Cutoff This is the hard cutoff for final approval of OPT transactions, including Visa. Any OPT entries made after this point will not be included in the 2018/2019 fiscal year.
29-Mar-2019 2:00 p.m. FYE Pre-Final Online Entry Cutoff All submissions for the 2018/2019 fiscal year – including journal vouchers, accounts payable vouchers, etc. – must be submitted by FMS-certified groups by this time for the first ledger run.
29-Mar-2019 4:00 p.m. FYE Hard Cutoff for AP Processing Central Accounts Payable will stop processing materials for the 2018/2019 fiscal year (for all groups) to allow for UBC's year end financial processes to run.
5-Apr-2019 4:00 p.m. FYE Deadline for Manual JV submissions (not supplied via Excel) All submissions of manual journal vouchers not using spreadsheets must be supplied to Accounts Payable by this time in order to be included in the 2018/2019 fiscal year (for all non-FMS-certified groups).
5-Apr-2019 4:00 p.m. FYE Excel and Interface Cutoff This is the final cutoff for all groups to submit Excel JV spreadsheets and Interface materials for the second ledger run.

Financial Reporting

Date Time Deadline Meaning
2/3-Apr-2019 N/A First March Ledgers Online users will have their ledgers available for review on April 2nd at 8:00 a.m., and paper recipients will receive their ledgers for review by 12:00 p.m. on April 3rd.
7-Apr-2019 12:00 p.m. Inter-Departmental JV Cutoff Internal journal vouchers between departments for 2018/2019 will not be accepted after this point.
8-Apr-2019 12:00 p.m Intra-Departmental JV Cutoff Internal journal vouchers within departments for 2018/2019 will not be accepted after this point.
8-Apr-2019 12:00 p.m. Accrual Cutoff This is the final cut-off to have all accruals, prepaid, and deferred revenue booked in FMS. All requests and related documents need to be received in Financial Operations no later than 12:00pm noon. FMS-certified groups are responsible for keying in their own entries by this cut-off.
9-Apr-2019 12:00 p.m. Accounts Payable and Accounts Receivable Audit Program Submissions Every year information is collected from UBC's faculties and administrative units to conduct an audit process. If you have questions regarding the audit programs, please contact yearend.liabilities@ubc.ca (relating to the AP program) and yearend.receivables@ubc.ca (relating to the AR program).
10-Apr-2019 a.m. Second March Ledgers The second ledgers for the 2018/2019 fiscal year are available for review by UBC's departments.
30-April-2019 12:00 p.m. Over/Under Reports Final over/under reports are distributed.

FMS-Certified Groups

Date Time Deadline Meaning
28-Mar-2019 4:00 p.m. FYE Excel and Interface Cutoff This is the first cutoff for all groups to submit Excel JV spreadsheets and Interface materials for the first ledger run.
29-Mar-2019 2:00 p.m. FYE Pre-Final Online Entry Cutoff Last day for all FMS-certified groups to enter any transaction into FMS (includes journal vouchers and requisitions for payment, etc.) for the first ledger run.
5-Apr-2019 4:00 p.m FYE Excel and Interface Cutoff This is the final cutoff for FMS-certified groups to submit Excel JV spreadsheets and Interface materials for the second ledger run.
7-Apr-2019 12:00 p.m. FYE Final Online Entry Cutoff Last day for all FMS-certified groups to enter any transaction into FMS (includes journal vouchers and requisitions for payment, etc.) for the final ledger run.
7-Apr-2019 12:00 p.m. Inter-Departmental JV Cutoff Internal journal vouchers between departments for 2018/2019 will not be accepted after this point.
8-Apr-2019 12:00 p.m. Intra-Departmental JV Cutoff Internal journal vouchers within departments for 2018/2019 will not be accepted after this point.

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.
1-Apr-2019 3:30 p.m. Second March PCard Reconciliation Deadline For March we run a second reconciliation deadline (after the 25th) to capture the end of the month for Year End purposes.