To: Management Council Members, VPs of Finance, and Business Managers
From: Shared Services Center
Area: Accounts Payable
Reason: 2023 Fiscal Year-end (FY23) Accounts Payable Processing
Date: May 26, 2023
Described below is the process that the Shared Services Center will be utilizing for year-end payment processing to assist the colleges with managing year-end cash. The goal of this process is to provide the colleges with maximum flexibility in determining cutoff for invoices where there is discretion as to which fiscal year the invoice could be funded from, while ensuring sufficient processing time for the Shared Services Center staff.
Consistent with the business rules and state policy, the Accounts Payable (AP) department at the SSC will continue to require a three-way match of the invoice, purchase order, and receiving date prior to processing an invoice for payment. Any prepayments must meet the applicable requirements of the CAPP manual.
Beginning June 1, all invoices will be routed to the college Business Office after the three-way match is performed for final approval of processing. A special year-end queue has been set up in Perceptive Content containing matched invoices awaiting college approval to be processed in FY23. Once the college has determined sufficient cash remains to cover the invoice, the invoice will be routed back to the SSC for payment. As we approach June, we will provide training opportunities for the Business Office staff managing year-end invoice processing.
Also on June 1, we will clear our Waiting for Receipt queue and return those invoices to your Exception Queue for resolution.
Consistent with prior year-ends, we expect Cardinal to close for processing vouchers during the last week of June. Processing of AP at the Shared Services Center will halt a couple of days in advance of the shut-down of Cardinal to allow for processing of the AIS interface and clearing of interface errors and exceptions. As a result, all invoices will need to be fully received in eVA and at the SSC for payment by Thursday, June 15, at 5 p.m. to ensure they can be processed in time to meet these deadlines. We urge you to communicate to your staff the importance of planning ahead for purchases made late in the fiscal year.
Please contact the SSC Customer Engagement Team at 877-340-5577 or Help@ssc.vccs.edu with any questions or requests for additional clarification.
