As we gear up for Christmas, please read on for details of finance deadlines for the University, and what payments can and cannot be guaranteed to be processed in time for Christmas. You'll also find information relating to sales invoices for the holiday period. Image Payroll Dates Paper work to Payroll Tuesday 4th December to guarantee processing, thereafter, best endeavours eTime Claims Must be submitted and approved at level 1 and level 2 by Monday 3rd December Salary Pay Date Wednesday 19th December with payslips showing online on Monday 17th - There will be an advance payroll run on Wednesday 19th for any requests for payment for late new starts which will be paid on Friday 21st December Accounts Payable Payment Runs Payment runs will follow the usual Tuesday and Thursday pattern throughout December but the payment runs w/c 17th December should not be relied upon for payment before the holidays. Similarly, if there are any processing delays or problems with the BACS payments sent on 20th December this is out-with our control and unlikely to be resolved until the office opens in January. For these reasons I’d encourage you to observe the deadline dates for the payment run on 13th December, below. UK Payments Payment Run Date Payment Timescale BACS payments expected to credit customer accounts Will include Thursday 13th December 2018 Guaranteed Payment before office closure on Friday 21st December 2018 By Tuesday 18th December 2018 FPM and eExpenses transactions (approved by 5pm Wednesday 12/12/2018) Matched PO Invoices i.e. not in the register (where invoice is due for payment by 08/01/2019 – subject to supplier payment terms) Tuesday 18th December 2018 Expected (but not guaranteed) Payment before office closure on Friday 21st December 2018 By Friday 21st December 2018 FPM and eExpenses (approved by 5pm Monday 17/12/2018) Matched PO Invoices i.e. not in the register (where invoice is due for payment by 08/01/2019 – subject to supplier payment terms) Thursday 20th December 2018 Subject to BACS processing –expect disruption due to public holidays Estimated between 28th December 2018 and 3rd January 2019. FPM and eExpenses (approved by 5pm Wednesday 19/12/2018) Matched PO Invoices i.e. not in the register (where invoice is due for payment by 08/01/2019 – subject to supplier payment terms). Next payment run will be Tuesday 8th January 2019 Subject to BACS processing –expect disruption due to public holidays By Friday 11th January 2019 FPM and eExpenses (approved by 5pm Monday 07/01/19 Matched PO Invoices i.e. not in the register (where invoice is due for payment by 10/01/2019 – subject to supplier payment terms). Foreign Payments Submission method Submission date Payment timescale Directly to Santander Online (Yellow form to AP) by Friday 14th December 2018 Daily submissions will continue throughout December – last guaranteed submission to Santander is Tuesday 18th December 2018 Dependant on factors such as: Destination Currency Receiving bank Public holidays Manual payment requests (Pink forms to AP) by Wednesday 12th December 2018 Daily submissions will continue throughout December – last guaranteed submission to Santander is Tuesday 18th December 2018 Dependant on factors such as: Destination Currency Receiving bank Public holidays Income Section Sales Invoicing Period 5 Sales Invoice Batches need to be completed on 14/12/18 So that sales invoices can be mailed to customers before the holiday break please ensure your period 5 invoice batches are authorised and ticked ready to post by 12.00 noon 14 December 2018. Period 5 invoice batches authorised and ready to post after 12.00 noon but before 4.00pm will be dated 31 December 2018 and mailed out on 3 January 2019. Please note that if authorisation is not complete by the morning of 3 January 2019 then all unauthorised batches for period 5 will be removed from the system without further notice from the Income Section. This needs to happen so that period 5 can be closed on the finance system and moved to period 6. PERIOD 6 SALES INVOICE BATCHES create now until 31/01/19 Invoice batches can be keyed to period 6 but these must not be posted until advised the ledgers have moved to the new period. Please always ensure that where the customer operates with a purchase order (PO) system the PO is received by you prior to the services and goods being supplied. TRAINING invoice writer training is available If you are having difficulty creating/deleting invoices in invoice writer (ACT143) then contact finance@ed.ac.uk. Training courses for 'eFinancials' are available, see the Event Booking channel on MyEd for details. Information about sales invoices can be found on the finance wiki. Sales invoice information This article was published on 2024-07-01
