To ensure all revenues and expenses are accurately recorded in the appropriate fiscal year, all documentation must be forwarded to Financial Services by the deadlines outlined below.
If you are aware of any information that may arrive after the deadline, please reach out to the listed contact so we can plan accordingly. Your attention to these timelines is greatly appreciated and helps support a smooth year-end process.
- Account Adjustments and Transfers
- Cash Floats
- Chargebacks
- Deposits
- Expense Claims
- In-Service Professional Development
- Invoices
- Invoices to External Clients
- Petty Cash
- Scotiabank PCard Transactions
- Timesheets
- Major Events
Account Adjustments and Transfers
Deadline: March 31, 2026, 4pm
All requests for account adjustments must be received by Financial Services no later than 4:00 pm on March 31. Please contact your Financial Analyst & Liaison (FAL) at (finance.liaisons@ufv.ca) for more information.
Deadline: March 6, 2026, 4pm
All cash float funds are to be balanced using the Cash Float ticket by March 6, and the reconciliation documentation is to be forwarded to Financial Services no later than 4:00 pm March 6.
Deadline: April 1, 2026, 3pm
All chargeback requests for transactions that occurred during March must be received by Financial Services no later than 3:00pm on April 1.
Chargebacks occur when one UFV department provides a good or service to another UFV department and seeks to recover the cost of the good or service. For example, IT Services chargeback for computer hardware. Note that chargebacks are for pre-approves goods or services only.
Deadline: March 25, 2026, 4pm
All departmental deposits must be received in Financial Services no later than 4:00pm March 25, 2026. For any deposits not received by March 25, please contact Regina Yorga at acctsreceivable@ufv.ca.
Deadline: March 20, 2026, 4pm
All outstanding expense claims for the fiscal year are to be received by Financial Services as soon as possible and no later than 4:00pm March 20. Please ensure you have reviewed your Drafts, Returned, and Approvals in Emburse to ensure all reports have been reviewed and submitted to Accounts Payable.
The below screenshot highlights the three areas to be reviewed to ensure reports have been approved, or submitted for approval if they relate to the current Fiscal Year.
In-Service Professional Development
Deadline: March 27, 2026, 4pm
In-Service Professional Development applications for activity in the fiscal year should be submitted to Human Resources for approval no later than March 27 to be processed in this fiscal year. Human Resources will do its best to review applications submitted after this date.
Please submit expense claims for reimbursement of approved PD following the applicable event and/or procurement of items as soon as possible and no later than 4:00pm March 31. Contact in_service.pd@ufv.ca for any questions.
Deadline: March 20, 2026, 4pm
All invoices for supplies, services, or other expenses applicable to the fiscal year must be received by Financial Services as soon as possible and no later than 4:00pm on March 20. For any invoices applicable to the fiscal year that have not been received by March 20, please contact Michelle Principe at acctspayable@ufv.ca.
Deadline: March 6, 2026, 4pm
All information with respect to amounts to be invoiced to external clients must be received by Accounts Receivable no later than 4:00 pm March 6. This same deadline applies to all amounts to be invoiced to the Province of British Columbia. For any questions, please contact Regina Yorga at acctsreceivable@ufv.ca.
Deadline: March 6, 2026, 4pm
All petty cash funds within the University are to be balanced by March 6, 2026, and expenditures from the fund are to be submitted for replenishment, using the Petty Cash form, no later than 4:00 pm on March 6.
Deadline: April 2, 2026
All transactions occurring on or before March 31, 2026, must be reconciled, including allocation, description, and receipts, and approved by the spend authority by April 2, 2026. Please review your eWallet in Emburse to confirm you have submitted all transactions.
The following screenshot shows where to look in Emburse for purchases that are still to be reconciled.
Deadline: March 27, 2026, 3pm
All timesheets for the pay period March 24 to March 31 must be submitted to the Payroll Office no later than 3:00 pm March 27.
All timesheets (including manual and Web Time Entry) for the payroll pay period March 24 to March 31 must be submitted to the Payroll Office no later than 3pm March 27. Please include scheduled time up to and including March 31. With current capacity constraints, submitting them as early as possible is greatly appreciated as it will help with processing payroll smoothly. Please refer to https://www.ufv.ca/finance/payroll/web-time-entry/ for important instructions for Web Time Entry timesheets
IMPORTANT: The work dates dictate the fiscal year into which pay is recorded. Salary and benefit costs incurred to March 31 but not yet paid will be calculated and accrued if the approved timesheets are received in Payroll before the cut-off dates. It is important to ensure we capture all time worked on or before March 31 in this fiscal year's expenses.
If you become aware of any major events occurring between March 31 and May 31, please contact the Director, Financial Services; Tracy Germaine (Tracy.Germaine@ufv.ca) as soon as you become aware of the event (for example, possible legal actions, change in major assets, etc.).