March 10, 2022

To ensure that revenues and expenses are recorded in the appropriate fiscal year, we request that these procedures are followed for the March 31, 2022 year-end cutoff:

  1. Invoices and receipts – all invoices and receipts must be received by the finance department at the Waterloo Office no later than Monday, April 4. This includes invoices for:
    1. • Operating expenses (including expense reports, outstanding visa claims and purchase card submissions),
      • Infrastructure projects (minor capital), and
      • Petty cash expenses

    Please contact vendors to request that invoices be provided as soon as possible for goods and services related to the March 31, 2022 fiscal year-end.

    Any invoices related to the March 31, 2022 fiscal year-end which are received by you after Monday, April 4 should be forwarded to finance immediately. Accounts payable will record these accordingly when received.

    All goods and services received up to and including March 31, 2022 will be recorded in the 2021-22 fiscal year. Please include the actual date of goods received / services rendered in the approval stamp section, as well as highlight the fiscal year (i.e., for 2021-22 year or 2022-23 year) on the invoice.

    Purchase card charges for the month ended March 25th and any expenses to March 31st are to be updated and approved no later than April 5, 2022 through Spend Dynamics.

    Visa expense claim submissions – online submission for March expenses due for no later than April 11, 2022.

  2. Residential maintenance and MSN – any cheques for the March 31, 2022 month-end are to be submitted as normal, by Friday, April 1.
  3. Passport invoices, third party invoices, and recoveries – Details to support March passport invoices are to be submitted by Thursday, March 31. Any third-party invoices (e.g., to agencies or families) or recoveries which relate to the year-ending March 31, 2022, are also to be submitted by Thursday, March 31. Any outstanding passport invoicing for dates prior to March should be submitted no later than March 11, 2022.
  4. Revenues – the provincial subsidy, resident rent and MSN revenues will be recorded at the beginning of March based on budgets / estimates. You will see these on your Adagio FX financial statements. Revenues will be adjusted to actual at month-end once the final revenues are confirmed.
  5. Cheque run – please note that the cheque run regularly scheduled for Thursday April 7 will be postponed. Due to the volume of expense processing required to support year-end, payments will be made on the cheque run scheduled for Thursday April 14, 2022.

Thank-you for your assistance in ensuring revenues and expenses are recorded in the appropriate fiscal year. Please continue to review your Adagio FX statements regularly as year-end approaches.

If you have any questions, please do not hesitate to contact the District Controller for your area. I am also available at nshabudeen@christian-horizons.org.

District Controllers:

Patti L. Bakker pbakker@christian-horizons.org – West, East & Saskatchewan Districts
Jennifer Mcinnis jmcinnis@christian-horizons.org – Central & North Districts
Sayo Tola-Adenaike stolaadenaike@christian-horizons.org – Central East & South Districts