Financial year-end – key dates

• staff expenses claims to be received by the Expenses Team in the Department of Finance (10-12 Brunswick Street)

• expenses claims from non-University claimants, for example visitors or interview attendees, to be received by the Expenses Team in the Department of Finance (10-12 Brunswick Street)

• claims for payment of University bank workers must be received by the Payroll Team in the Department of Finance (10-12 Brunswick Street)

• corporate card statements – all outstanding corporate card statements (dated June 2011 or earlier but NOT July 2011) should be processed in uBASE (ie corporate card purchase order created and goods receipted) and the statement and receipts returned to the Corporate Card Team (10-12 Brunswick Street)

• pay-in cash, cheques, and debit/credit card payments and re-pay any money owed back to the University. Take all income relating to the 2010/11 financial year to the Cash Office (Level 6, University House). Please note that the Cash Office closes at 4.30pm

• goods receipting – all purchases where the goods or services were actually received in the period up to the 31 July 2011, should be goods receipted for purchase orders, framework orders, and Corporate Card orders. Please be as accurate as possible with goods receipting and ensure that only items that you have received are receipted in 2010/11. If you have not received the item then you must not goods receipt it, but leave the Purchase Order open to be used in 2011/12 and receipt it when the item arrives.

• Internal Trade - buying department - all internal trade purchases where the goods or services have been received, and the price confirmed by the selling department, on or before 31 July must be goods receipted by that date. If this is not done the transaction cannot be processed completely in uBASE in the current financial year and departmental accounts will not show a true picture of performance against budget. If the order price has changed AND the purchase has already been goods receipted, then you need to cancel the goods receipt, amend the order price and re-input the goods receipt.

• Internal Trade - selling department - replace the default WBS Element (X/899999-1) on each line of the Sales Order with the appropriate WBS element to which you want the income to be credited. The sales billing block must be removed from the internal trade sales order for the income to be posted to the accounts of the selling department. It is essential that this is done before 31 July for all internal sales that took place in the 2010/11 financial year.

• sales invoicing – a sales invoice should be raised in uBASE for all goods or services supplied before 31 July.  If it has not been possible to raise a sales invoice dated 31 July or earlier then a debtor accrual can be input to the accounts – see sales accruals below under Thursday 4 August 2011

• Manual accruals can only be processed in exceptional circumstances. These should only be used to reflect instances where goods or services were received up to 31 July, and it is not possible to process the appropriate Purchase Order (creditor accrual), or where goods or services were supplied up to 31 July, and it is not possible to process the appropriate Sales Order (debtor accrual) in uBASE before 31 July 2011. Accruals should only be requested for sums in excess of £3,000 excluding VAT.

• Requests for journals should follow the appropriate use of uBASE journals

• If your accrual or journal requests relates to a research grant account code your request should be sent Research Finance, otherwise the request should go to your Faculty Finance Manager or your Professional Services Finance Manager.

• Petty Cash - deadline for confirming balance of Petty Cash receipts and cash held at financial year-end. If you have not received instructions for completing this task by Monday 25 July please contact Cash Office on 24474 or email cashoffice@sheffield.ac.uk. Departmental year-end balances should then be returned to the Cash Office (Level 6, University House)

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