The University of Pretoria’s financial year ends on 31 December 2024. The following arrangements will apply to ensure that all income and expenditure relating to the 2024 financial year are correctly recorded and that the year-end accounting procedures are concluded as soon as possible:

SUMMARY OF IMPORTANT DATES
Expenses	Due Date	Contact person
Requests to the Procurement Committee	27 November 2024	Pitso Mahlaole
		x3497
New supplier application forms submitted to the Procurement Office	29 November 2024	Tania Jacobs
		X5940
Final submission of request to pay funds into students’ bank accounts	02 December 2024	Portia Rasivhaga
		x4535
Requisitions/purchase orders must be finalised and approved	11 December 2024	Faculty Accountant
Final submission of settlement of advances/ reimbursement of expenses	17 December 2024	Rajni Ramdin
		x3014
Submission of petty cash reconciliations	20 December 2024	Faculty Accountant
Final submission of remuneration claims	03 January 2025	Izandri Coetzee
		x2146
Final submission of foreign supplier invoices for payment	06 January 2025	Charissa Joseph
		x4650
Final submission of 2024 supplier invoices for payment	13 January 2025	Fransa Bingle
		x4653
Income
Receipt books - finalising 2024	06 December 2024	Tshepo Masiangoako
		x4646
Final request for the issuing of invoices for services rendered	17 December 2024	Joyce Awuah
		x5234
Allocation of cash income	13 January 2025	Liana Britz
		x3077

 

RECONCILIATION OF PETTY CASH

The policy on petty cash advances requires that all advances should be reconciled at the end of the University's financial year. This means that all expenditures that have been incurred must be recorded by that time. Any cash on hand should be deposited with the cashiers no later than 20 December 2024. Where applicable, expenditure vouchers and receipts for cash deposited should be submitted to the faculty accountant. 

Contact person: Perisher Mofokeng (extension 6326) or the faculty accountant concerned.

 

RECEIPT BOOKS

All receipt books should be submitted to the Student Accounts Division in room 2-22, Administration Building, no later than 6 December 2024. Should a receipt book be required for the remainder of the current financial year, another receipt book will be issued immediately. Should a receipt book not be required, the submitted receipt book should be collected from the same office during the first week of the New Year.

Contact person: Tshepo Masiangoako (extension 4646) or the faculty accountant concerned.

 

REFUND/PAY-OUT TO STUDENTS

Please ensure that all requests to pay funds into students’ bank accounts are received by 2 December 2024.

Contact person: Portia Rasivhaga (extension 4535).

 

SETTLEMENT OF ADVANCES/REIMBURSEMENT OF EXPENSES (EXCLUDING REMUNERATION CLAIMS)

Advances provided to cover envisaged expenses should be finalised by means of submitting an expense report on PeopleSoft. All supporting expenditure vouchers should be attached to the expense report and forwarded to the Faculty accountant. Expense reports regarding advances/reimbursement of expenses that are to be finalised in terms of the relevant policy should be submitted no later than 17 December 2024.

Expense reports received after this date will only be paid and recorded in the next financial year.

Contact person: Rajni Ramdin (extension 3014).

 

TRANSFER OF ENCUMBRANCES FROM THE 2024 FINANCIAL YEAR TO 2025 FINANCIAL YEAR

All pre-encumbrances/requisitions must be finalised and approved by 11 December 2024 to be carried forward to the next financial year. All open requisitions will be cancelled on 20 December 2024.

PAYMENT OF SUPPLIER INVOICES

Expenditure incurred for the 2024 financial year can only be finalised if original PDF invoices are sent to [email protected] by 13 January 2025. All December 2024 vouchers must be approved by the respective cost centre manager by 24 January 2025.

 

Contact person: Fransa Bingle (extension 4653).

PAYMENT OF SUPPLIER INVOICES OF FOREIGN ORIGIN

All requests received by the creditors (accounts payable) division until 2 December 2024 for the payment of invoices that originated in foreign countries will be settled and recorded as expenditure for the 2024 financial year. With regard to invoices that relate to the 2024 financial year that have been submitted to the creditors (accounts payable) division by 6 January 2025, provision will be made for the recording of the relevant expenditure in the 2024 financial year. Invoices submitted after 7 January 2025 will be recorded in the next financial year.

Contact person: Charissa Joseph (extension 4650).

 

INCOME FROM SERVICES RENDERED

Issuing of invoices for services rendered

Invoice requests to external parties for the rendering of services in the 2024 financial year should be completed online no later than 17 December 2024. These invoices will be recorded as income in the 2024 financial year. The provisions of policy document DB001 remain applicable.

Contact person: Joyce Awuah (extension 5234).

Cash income

Income for services rendered during 2024 should be recorded in the 2024 financial year. Information on all income relating to 2024 which has not been recorded by 17 December 2024 should be submitted to the Finance Department before 13 January 2025. Income that has already been received in respect of services to be rendered should also be recorded correctly. The Finance Department should be advised of such cases before 13 January 2025. All cash received by departments should be deposited before the commencement of the forthcoming recess.

Contact person: Liana Britz (extension 3077) or the faculty accountant concerned.

REMUNERATION

To ensure that all remuneration in respect of 2024 is paid from the personnel budget for 2024, an additional salary run will take place early in January 2025, and will be paid on 15 January 2025.

Remuneration claims to be paid on 20 December 2024 should be submitted to the Human Resources Department by the date communicated by the department.

Remuneration claims relating to the 2024 budget, to be paid on 15 January 2025, should be submitted by close of business on 3 January 2025. Claims received after 3 January 2025 will be paid from the 2025 budget allocations.

Contact person: Izandri Coetzee (extension 2146).

COST CENTRES FOR RESEARCH AND GRANTS

Audited financial reports

Audited financial reports are required for grants received from the NRF and the Medical Research Council (MRC). Financial reporting in respect of the NRF and MRC may only include actual expenses that have been paid. Please submit reports on advances, general claims and requests for the payment of invoices to the Finance Department before the due dates (as mentioned above) to ensure that the expenditure incurred in 2024 is recorded against grants for 2024. Unrecorded expenses cannot be included in the financial reports, with the result that a grant for a particular purpose could be forfeited.

Contact persons: Oratile Olien (extension 2869)/Verna Mulder (extension 4739)/Abigail Shaw (extension 4422).

Deficit on cost centres

No grant/research cost centre may conclude the year on 31 December 2024 reflecting a deficit. Should there be a deficit, please indicate the source of the funds to cover such deficit.

Contact persons: Ansuya Govender (extension 6410)/Nasser Suliman (extension 2149) or the faculty accountant concerned.

OPENING BALANCES – FINANCIAL SYSTEM

Preliminary opening balances for capital, research, and certain external funds will be transferred to the financial system on 3 January 2025. These transfers are made to enable staff members to place orders and incur expenditure during the year-end closing period. Please note that the transactions are backdated to the 2024 financial year and that this measure causes the transferred preliminary balances to lag behind the actual balances. The Finance Department will update these balances on a regular basis.

EXTERNAL AUDIT

The external audit will commence on 24 February 2025.

Your co-operation to ensure that the 2024 financial year is concluded successfully is greatly appreciated.