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. If a specific time is associated with the deadline it is noted in the description.

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

Upcoming Deadlines - Summary Table

Date Day Deadline Type
20-Dec-2018 Thur. December PCard Reconciliation Deadline (3:30 pm) PCard
21-Dec-2018 Fri. Final Payment Run of 2018 (CYE) Accounts Payable
16-Jan-2019 Wed. FYE International Purchases that do not Require Tendering (<$75,000 CAD) Procurement
13-Feb-2019 Wed. FYE Domestic Purchases that do not Require Tendering (<$75,000 CAD) Procurement

You can also view all dates relating to specific activities by using the tables below.

Procurement Deadlines

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.

Accounts Payable Deadlines

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.

PCard Program Deadlines

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.