Originally Published March 2, 2023

To ensure that revenues and expenses are recorded in the appropriate fiscal year, please adhere to the following procedures for the March 31, 2023, 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 Friday, April 7. This includes invoices for:

  • Operating expenses (including expense reports, 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, 2023, fiscal year-end.

Any invoices related to the March 31, 2023, fiscal year-end which are received by you after Friday, April 7 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, 2023, will be recorded in the 2022-23 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 2022-23 year or 2023-24 year) on the invoice.

2) Cheque run – please note that the cheque run regularly scheduled for Thursday April 6 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 13, 2023.

3) Visa expense claims – submit outstanding visa expenses no later than April 7, 2023.

4) BMO 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. Please note – any passport related purchases through the BMO cards should be planned ahead and uploaded in BMO by March 25, 2023, in order to be part of fiscal 2023 passport expenses.

5) Passport invoices – Details to support March passport invoices should be entered in the ODB passport tracker and approved by Friday, March 31. Please ensure to enter and approve any outstanding passport invoices prior to March no later than March 6, 2023. Please note all receipts for goods and services must show a delivery date prior to March 31, 2023, in order to be reimbursed by Passport One.

6) Residential maintenance and MSN – any cheques for March 31, 2023, month-end are to be submitted as normal, by Monday, April 3, 2023.

7) Third-party invoices and recoveries – Any third-party invoices/trackers (e.g., to agencies or families) or recoveries which relate to the year-ending March 31, 2023, are also to be submitted by Friday, March 31, 2023.

8) 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.

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
Dayo Oyewole doyewole@christian-horizons.org – Central & North Districts
Jalin Whyte Lewin jwhytelewin@christian-horizons.org – Central East & South Districts