Financial year end procedures 31 July 2011

Finance has produced a guide to the financial year end information required from Schools and departments

The University Financial year end is fast approaching on 31 July 2011. To ensure that income and expenditure is included correctly in the financial year 2010/11, the following information is required from the schools and departments. The dates given are the latest we can give in working towards the year end deadline. It would be helpful if you could prepare / authorise transactions earlier as it helps manage team workloads.

Purchase Requisitions

If you wish to make purchases in the current financial year please ensure that purchase requisitions are raised well in advance of the year end and the goods /services received prior to 31 July 2011. 

Purchase Invoices 

In order to ensure that invoices are charged to the financial year 2010/11 all outstanding invoice authorisations must be approved on Agresso by the close of play on Friday 29 July 2011. If any invoices are sent to Schools/Departments directly from suppliers please ensure that they are sent down to Finance for scanning by Friday 22 July 2011. When authorising invoices could you please ensure that where an order has been raised that it is matched to the correct order. 


All IDT’s must be completed, signed by both parties and returned to Finance by Friday 29 July 2011. Any IDT’s not returned by this date may be charged in Financial Year 2011/12.

Sales Invoice Requests

All sales invoice requests need to be raised and returned to Finance by the close of play on 29 July 2011. This can be done by downloading and filling in a ‘Sales Invoice Request Form’ at the following webpage http://www1.aston.ac.uk/staff/finance/sales-invoice-information/ and returning to mailto:salesledger@aston.ac.uk.

Expenses and Barclaycard Forms

In order to ensure that expenses are charged to the financial year 2010/11 all outstanding expenses and Barclaycard form and receipts need to be returned to the Payroll Team in Finance by the close of play on Friday 29 July 2011.

Petty Cash Counts and Validation

Prior to 31 July 2011 all petty cash float holders will be sent a petty cash validation form. All holders are required to count their petty cash float as at 31 July 2011, sign the validation form and return to Finance as soon as possible after 31 July 2011. 

If you have any queries please contact Denise Aldred (Ext 4402) for all Expenses queries and Jonathan Small (Ext 4378) for all other queries.

Words by Jonathan Small
7 July 2011

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