Service Dates for On-Line Payments During June 30 – August 31, 2011 Period

To:  Designated UH Officials / Fiscal Officers 


The fiscal year-end cut-off for RCUH on-line payment transactions is 12 noon, Thursday, June 30.   All on-line payment transactions processed after Thursday, June 30 through Wednesday, August 31, will require service dates. 


For payments of $10,000 or greater and with service dates of June 30 or prior, which will be processed and approved after Wednesday, August 31, please complete the attached worksheet and forward to Liane Murai via e-mail attachment ([email protected]) by Friday, September 2, 2011.


A service date field is provided on all payment documents and is identified with the heading “S/D”.  The service date is the date goods are received or services are performed.  For certain types of payments including travel completions, petty cash reimbursements, extended services, etc., the service date entered should be the last day of the period covered by the payment.  However if the service period covers multiple fiscal years, allocate costs in each fiscal year incurred (i.e. if the service period is from June 1, 2011 to July 31, 2011, record cost incurred from June 1 to June 30 with a 06/30/11 service date and from July 1 to July 31 with a 07/31/11 service date).   The service date data entry format is mm/dd/yy.


This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2011.  Our auditors, Accuity LLP, will be reviewing selected documents processed during this period as part of their audit procedures.  Accordingly, please be advised that we may be requesting copies of payment documents for review. 


Should you have any questions, please contact Maile Brooks at 988-8340 or [email protected].  Your cooperation is greatly appreciated.