As year-end is nearly upon us, we would like to ensure that your purchases are processed against 2014 budgets – please comply with the processes and deadlines noted below.

Purchasing:

Purchase Requisitions/Orders: All requisitions for 2014 should be approved and released by no later than COB, Friday 12th December 2014.  However, the following exceptions apply.

• Dell – deadline has passed
• Mac1 – deadline has passed
• Any orders with a lead time known to be longer than 2 weeks should be ordered with due consideration for delivery and receipting as per dates below

This should allow time for processing by the supplier and delivery to (and within) UNE and subsequent receipting into the Finance 1 system.

Only purchases of goods and services that are supplied / received AND receipted in Finance 1 by 22 December 2014 will be charged to 2014 budgets.   Invoices with approval to pay need to be received by Accounts Payable or Strategic Procurement before 22 December 2014 in order to be receipted in the system to avoid being charged to 2015 budgets.

Open (and Incomplete) Orders:

Strategic Procurement will contact schools, directorates and business units that have open or incomplete purchase orders to identify those orders that can be closed or need to be carried into 2015.  If you are aware of any such items, please advise the Strategic Procurement team as soon as possible.

Blanket Orders:

Strategic Procurement will contact schools, directorates and business units that currently have open balances on blanket orders to establish whether:

• ‘Contract-based’ blanket orders will be rolled-over or continued through until their expiry date.
•  ‘Non-contract’ blanket orders will be finalised in 2014 and new requirements for 2015 will need to be confirmed before being established for 2015.

University Corporate Card

The final date for acquittal AND approval of 2014 credit card transactions intended to be charged to 2014 budgets will be 6th January 2015.  ProMaster will remain available on-line (world-wide) during this time.

If you do not have access to scan (or photograph) documents in order to acquit transactions and/or your supervisor is absent during this period please contact the Corporate Card Administrator, Mr. James Urquhart.

Staff Reimbursement’s and Allowances

To be included in 2014, expenses need to be processed and approved through ProMaster on or before 12th December.

Invoices (Payments to Suppliers)

The last payment run for 2014 will be 13th December 2014.  To be included in this payment run, approved invoices must be forwarded to Accounts Payable (AP) (preferably by email to finap@une.edu.au) by 10th December for booking-in and processing for payment.

Miscellaneous Reimbursement /Sundry Claims

Only students’ claims and Adjunct payments should come through on a sundry payment form and must be received in Financial Services Directorate by 10th December for payment in 2014 and inclusion in 2014 budgets.

University Travel

The final date to have any Official University Travel approved prior to the Christmas Holiday break is 22nd December 2014. Any questions or concerns contact the UNE Travel Coordinator.

 

Enquiries and assistance:

Please see the points of contact noted below should you require any assistance to complete your year-end planning.   A summary of key dates has also been included in a table at the end of this document for your information/use.

• Accounts Payable (Invoices) – Anthony Bible ext. 3428; Email; abible@une.edu.au
• Strategic Procurement – Ross Williams ext. 2093; Email; procurement@une.edu.au
• University Corporate Card (UCC) – Jamie Urquhart ext. 2716; Email; promaster@une.edu.au
• Travel – Jacqui King; Email; travel@une.edu.au

End of year Timetable and due dates

• Miscellaneous  Reimbursements/Sundry claim form for Students & Adjunct’s – 10 December 2014
• Last day to submit approved invoices and requests for reimbursement to guarantee payment in 2014 – 10 December 2014
• Final day for approval (and release) of requisitions for 2014 delivery – 12 December 2014
• Finalise open, in-complete & outstanding purchase orders – 12 December 2014
• Final day to order from Staples Office Supplies – 12 December 2014
• Staff reimbursements & allowances through ProMaster – 12 December 2014
• Domestic payment run,  EFT and overseas drafts processing- 13 December 2014
• Final payment run (rejected payments, urgent entitlements only) – 17 December 2014
• Final day for Travel booking completion – 22 December 2014
• Final day for receipting goods and services in Finance 1 for inclusion in 2014 budget.  Approved invoices (confirming receipt of goods/services) to be sent to Strategic Procurement before this date in order to be receipted in time! – 22 December 2014
• Final day for 2014 University Credit card  acquittal and approval – 6 January 2015
• Close of vendor accruals for 2014 budgets – 6 January 2015
• First day in 2015 to raise requisitions – 8 January 2015