Service Dates for On-Line Payments During June 30 – August 31, 2014 Period

To:  Designated UH Officials / Fiscal Officers



The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Monday, June 30, 2014.   All on-line payment transactions processed after Monday, June 30 through Friday, August 29, will require service dates.  The service date data entry format is mm/dd/yy.



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, 2014 to July 31, 2014, record cost incurred from June 1 to June 30 with a 06/30/14 service date and cost from July 1 to July 31 with a 07/31/14 service date).



For payments approved after July 31, $10,000 or greater, and with service dates of June 30 or earlier, please complete the attached “L-11 Accounts Payable Not Paid by 07-31-14” worksheet. Please include estimates or projections for invoices that have not been received as of August 1.  Please email your worksheet to UH General Accounting at [email protected] by Friday, August 8.  For the subject line of the email, enter “L-11 Accounts Payable” and your 3 digit UH FA number (i.e. L-11 Accounts Payable 036).



This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2014.  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. 


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