2019/20 Financial Year-end Closing Cut-off Time

Dear Colleagues,

In order to correctly record all incomes received and expenditures incurred relating to the financial year ended 31 August 2020 and for timely completion of the audited financial statements for submission to the authorities, please submit the following documents to the Finance Office on or before 7 September 2020:

1. All invoices, delivery notes, Payment Requisition Forms and Travel Claim Forms for goods or services received on or before 31 August 2020;

2. Payment Requisition Forms and the related timesheets for payment for part time jobs (including teaching staff, student helpers, coaches, etc) incurred on or before 31 August 2020 and not under employment contract*;

(*Timesheets for part time staff/ student helpers under employment contract should be submitted on or before 31 August 2020 to the Payroll Team of the Finance Office as usual.)

3. For goods or services acquired through purchase orders, please provide “Receiving Record Form”, valid supplier invoices and delivery documents (for goods, if applicable) for goods or services received on or before 31 August 2020;

4. For goods or services received on or before 31 August 2020, but without receiving the related invoices from suppliers, please provide “Expenses Accrual Form” (attached FO/Form 4) and supporting documents (e.g. delivery documents) for inclusion as accruals for 2019/20 financial year; and

5. For service fees received through Octopus terminals installed at Department/Office or through bank pay-in on or before 31 August 2020, please provide the POS reports and supporting document or bank pay-in slip with the “Cash Receipt Submission Form (attached FO/Form 31)”.

(Cash or cheques received for services rendered for 2019/20 financial year should be submitted together “Cash Receipt Submission Form (attached FO/Form 31)” and supporting documents to the Student Accounts and Treasury Team of the Finance Office on or before 12:00 noon, 31 August 2020).

Should you have questions, please feel free to contact:

– Mr Jeff Yuen (ext.539) or Ms Cammy Au (ext.297) for matters relating to expense payment and accrual

– Ms Ronnie Lin (ext.296) or Ms Jovy Sy (ext.534) for matters relating to payroll of part-time staff and student helpers under employment contracts

– Ms Celia Wong (ext.146) for matters relating to services fees received via Octopus terminals, cash or cheques.

Regards

Patrick Lam

Director of Finance