Service Dates for On-Line Payments During June 30 – August 31, 2015 Period

To: Designated UH Officials / Fiscal Officers

The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Tuesday, June 30, 2015. All on-line payment transactions processed after Tuesday, June 30, through Monday, August 31, will require service dates. The service date data entry format is mm/dd/yy.

For payments of $100,000 or greater that will be processed or approved after August 7 and with service dates of June 30, 2015 or earlier, please complete the attached RCUH RCUH AP Worksheet. Please include estimates or projections for invoices that have not been received as of August 7. Please email your worksheet to Liane Murai at [email protected] by Monday, August 10.

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, 2015 to July 31, 2015, record cost incurred from June 1 to June 30 with a 06/30/15 service date and cost from July 1 to July 31 with a 07/31/15 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2015. 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.