Year End Timetable: July 2013

Circulation:Finance Staff
Accounts Payable/Creditors
PLEASE NOTE ALL ACCRUAL JOURNALS WILL BE POSTED BY ANGELA CHEN TO PREVENT DUPLICATION.
Purchase Card Electronic Logs and Staff Expense Claims.
Bank
All cheques and cash are to be banked by 31 July (Ann Marie Marsh).
Obtain statements of cash floats from float holders by 5 August (Ann Marie Marsh)
Completion of cash book postings to 31 July by 5 August (Ann Marie Marsh)
Bank reconciliations to 31 July are to be completed by 16 August (Angela Chen)
Schedule of deposits and accrued interest to be completed by 16 August (Kevin Barber)
A separate communication will be sent out to all Deans, Associate Deans and Faculty Business Managers that will inculde important
dates by which year end related activitiies are required to be completed. This communication will also be published in th weekly e-
news that will ensure all staff have access to the timetable.
Faculties will be told to submit Travel Expense claims for 2012/13 as soon as possible after year end. However all claims received after
09 August will be processed as 2013/14 expenditure. Staff expenses file uploaded to Agresso up to w/c 13 August will be updated to
Period 13 (Barbara Milburn). Purchase card electronic logs are expected to be received by 8 August and will be updated in Period 13.
There will be an opportunity for faculties to identify any additional creditors for 2012/13 when they are sent commitment reports on
Monday 19 August. (Angela Chen)
After the closure of period 13 the scrutiny should be limited to amounts over 5,000. Angela Chen will scrutinise only General ledger
codes for accrual. Management Accountants will review project balances for accruals. Accrual entries for General ledger codes are to
be made up to 31/08/2013. Management Accountants in particular, please check with Angela if they are included in her listing.
During P13, Accounts Payable will continue to post invoices in 2012/13 based on 'goods received date' and other relevant information
on the invoice (Faye James).
Schedule of deposits with bank details including addresses and contact name to be sent to Mazars for bank balance confirmation w/c
5 August (Kevin Barber)
I am listing below the most important activities that need to be completed for the production of the accounts along with names who
own that activity. It is very important that during the early weeks of the new financial year, transactions are input to the correct year;
so, if a substantial transaction relating to the old year comes to light after a deadline has passed, please let me know.
Please note that as in previous years we will have two additional periods (P13 and P14) to enter data related to old year. Accounts
Payable and Accounts Receivable will be open for old year transactions until Friday 16 August when Period 13 closes and after that
only the General Ledger will be open for journal entries to be entered in the old year in Period 14.
Authorised invoices including OTCs (One Time Creditors) and Urgent Payments received from faculties and departments after Friday
26 July, should be sorted into 2012/13 or 2013/14 and posted to the correct year. Faculties will be told to submit for processing, all
old year invoices to Finance by 02 August, however the last day for input is 16 August. All invoices received after that date should be
entered in period 201401 (Faye James).
Scrutinise July invoices to identify any payments, including projects, relating to 2013/14 and prepare reversing/prepayment journals
accordingly. The materiality limit should be 1,000. (Angela Chen/Mike Farley)
All journals for accommodation accrual and prepayments will be written by JamesRead and posted by Angela Chen.
By 16 August prepare and enter (in period 13) schedules of other non-Bought Ledger items (review of cash book transactions) to be
provided as creditors. The materiality limit should be 1,000. (Angela Chen/Mike Farley)
Accrual journals for Rents and Rates will be written by Roger Broughton and Utilities by James Read. These journals will be posted by
Angela Chen.
Shaila Shastry 02 07 2013 Page 1 of 4
Year End Timetable: July 2013
Accounts Receivable/Debtors
Journals
Fixed Assets
Equipment additions and disposals for 2012/13 are to be completed by Friday 09 August. (Angela Chen)
Control Accounts
All reconciliations are to be completed by 16 August. (Angela Chen/Ann Marie Marsh)
Employment Costs/Payroll Totals
Projects
Companies
All necessary payments by or to subsidiary companies are to be processed and banked by 31 July.
Completion of accounts for subsidiary companies by 30 August (Simon Youell).
A reminder note will be sent to all SOP users to ensure that income is accounted in the correct year. Please use 201313 for income to
be accounted for 12/13 and 201401 for income to be accounted for in 13/14 (Nikky Kirby).
By 16 August prepare and enter (in period 13) schedules of non-Sales Ledger items (review of cash book) to be provided as debtors.
The materiality limit should be 1,000. (Angela Chen)
After the closure of period 13 the scrutiny should be limited to amounts over 5,000. As with purchase invoices Angela will accrue
income on any General ledger to avoid duplication. (Angela Chen)
Debtor invoice requisitions received in August are to be sorted into 2012/13 and 2013/14, by reference to the information on the
requisition and posted to the correct period. Please note that invoices raised for services provided after 31 July will be accounted for
in 2013/14. All 2012/13 invoice requisitions are due to be received in Finance by 2 August; however, all requisitions received in up to
16 August and related to 2012/13 should be entered in 201313 (Nikki Kirby).
Scrutinise receipts during July to identify those relating to 2013/14, and prepare reversing journals accordingly. The materiality limit
should again be 1,000 (Angela Chen)
All 2012/13 correction and recharge journals are due to be received in Finance by 5 August, and entered in period 12. However,
journals received after that date relating to the old year should be entered into period 13 until it is closed on 16 August. (Angela
Chen).
General ledger codes will include cost centres beginning with numbers. Cost Centres beginning with C*, E* will be reviewed by
Tony West and R* will be reviewed by James Read
Scrutinise online receipts during July to identify those relating to 2013/14, and prepare reversing journals accordingly. Please avoid
duplication especially with respect to online fee and deposit payments. Check with James Read to ensure completeness. (Angela
Chen)
All other Journals relating to Period 13 and Period 14 are expected to be in Financial Accounts by the end of the day before period
close at the latest, to allow time for input. (All)
The statement summarising employment costs and the reconciliation of payroll totals to salary totals in the accounts should be
prepared by 6 September (Angela Chen)
Journal entries to close projects are to be completed by 30 August (Management Accounts).
Shaila Shastry 02 07 2013 Page 2 of 4
Year End Timetable: July 2013
Timetable of Year End Activities in date order
I have also included a timetable listing the activities in chronological order.
Date Activity
JULY 2013
Wed 31 All cheques/cash receipts to be banked AMM
All necessary payments by or to subsidiary companies to be processed so as to eliminate inter-
company debtors/creditors.
SY
Production of standard month end commitment report RD
All order cancellations to be up to date HB
AUGUST 2013
Fri 02 Subsystems 201313 open until 16 August. RD
Last official date for receipt of debtor requisitions to Finance, but until the close of period 13
(16 Aug) all old year transactions should still be input to period 201313.
Last official date for receipt of creditor invoices within Finance, including OTC transactions paid
through Bought Ledger.
Faculties/FJ/AC
Mon 05 Cashbook to be posted SS/AMM
Production of period 12 reports. Reports to exclude commitments. RD
Obtain statement of cash floats SS/AMM
All data entry to period 12 to finish at 3:00pm All
General Ledger Periods 201312 close, 201313 open 201401 open. RD
[From now until 16 Aug all old year transactions for General Ledger are to be input to period
201313 all new year transactions to period 201401]

Last official date for receipt of internal recharges and journals by e-mail to Finance, but until
the close of period 13 (16 Aug) all old year journals should still be input to period 13.
Faculties/AC
Thu 08 Last official date for receipt of purchase card electronic log sheets within Finance. Faculties/AC/MF
Fri 09 Last date for the receipt of Staff Expense Claims for 12/13 AMM
Completion of equipment additions and disposals schedule. AC
Fri 16 Completion of all Control Account reconciliations AC/AMM
Completion of bank reconciliations AMM/AC
Completion of deposits/interest schedule and accruals KJB
Stock Returns from faculties and departments SS
Close period 13, 201313 (subsystems closed for 2012/13) General Ledger, Open Period 14,
201314.
RD
Budget holders compliance statement to be sent WL/SS
Mon 19 Commitment schedules to Faculties/Departments to include period 13 transactions. Submission
date: 30st of August
SS/AC
Bad/Doubtful Debt provision SS
Mon 26 Bank Holiday
Wed 28 Faculties/SS/AC
Fri 30 Completion of faculty/Services project closing balances RA/SS
Last date for receipt of notification of additional creditors from faculties/departments
Shaila Shastry 02 07 2013 Page 3 of 4
Year End Timetable: July 2013
Timetable of Year End Activities in date order (continued)
Date Activity
SEPTEMBER 2013
Fri 06 Completion of accounts for subsidiaries-BUHT,Sport, BPE SY
Completion of accounts for UWE (unconsolidated) SS
Final completion of Summary of Employment Costs 2012/13 AC
Final reconciliation of payroll totals to accounts salary totals in Income & Expenditure Account. AC
Completion of first draft consolidated accounts SS
Mon 9 Draft Govenors Report / Governance Statement/OFR WL/SS/AO
Fri 13 Reconciliation of Financial Accounts v Management Accounts SS/RA
Mon 23 Start of final external audit visit Mazars/SS
Mazars/SY
Mazars/SY
Mazars/SS
OCTOBER 2013
Mon 07 Final Audit clearance meeting Mazars/UWE
Mon 14 Final comments from Auditors to be received Mazars/SS
Mon 14 Draft Management Letter and Highlights Memorandum from Mazars Mazars/WL
Mon 21 Draft Financial Statements, Highlights Memorandum, Management letter to Treasurer WL/SS
Mon 21 Circulation for Finance & IT Committee(Financial Statements and Management Letter) SS
Thu 24 Meeting with Treasurer with final comments WL/Lay Tresurer
Mon 28 Finance & IT Committee WL
Thur 31 Student debtors latest update(July debts) Mazars/SS
NOVEMBER 2013
Mon 04 Audit Committee papers to be circulated (Management Letter) SS
Mon 11 Audit Committee WL
Mon 18 Board of Governors- papers to be circulated SS
Tue 26 Board of Governors(Financial Statements,Management Letter, Management Representation
and Assurance Letter)
WL/SS
Financial accounts for the following to be made available for signature
WL/SS
WL/SS
WL/SS
DECEMBER 2013
Mon 02 Submission of Accountability Returns to HEFCE- outturn and 13/14 forecast SS
Fri 20 Submission of HESA & HE-BCI Return SS/RBI
Shaila Shastry 02 07 2013 Page 4 of 4