2021 Fiscal Year End Updates – Corporate Accounts Payable
Our year end close for fiscal year 2021 is rapidly approaching. Please take a few minutes to review the cutoff dates below for invoice and AP check request processing. Our Accounts Payable team will stop posting invoices for FY 2021 expenses as of 3pm on Friday, July 9. This will allow a quiet time for departments to review expenses prior to the period 12 close on Monday, July 12. Any invoices that need to be accrued after the July 9th cutoff date must be coordinated as follows:
- For Duke University, including the School of Medicine, all accruals will be posted by Financial Reporting as topside accruals instead of at the cost center or WBS element level. If there is an expense that you need recorded, you will need to coordinate with Financial Reporting.
- For Duke Health System, all accruals will be coordinated by DUHS Corporate Finance.
To ensure that all invoices and check requests are posted in fiscal year 2021, please process all open workflows and APAY replies that you receive as soon as possible. If you feel that you have received the APAY reply in error, please contact Corporate Accounts Payable so we can re-route the workflow to the appropriate departmental contact.
Accounts Payable – Vendor Invoices
Invoices for goods or services received prior to July 1, 2021 must be received in Corporate Accounts Payable by 5:00pm on Tuesday, July 6, 2021.
As a reminder, invoices should be emailed to Corporate Accounts Payable. Vendors must use the email address Vendorinvoice@duke.edu. In the event that a department may occasionally need to use this process, Duke Departments must use the email address Dukeinvoice@duke.edu. Instructions for using can be found on the Accounts Payable website.
Accounts Payable – Check Requests
Requests must be submitted and approved in the Universal Work List by 10:00am on Friday, July 2, 2021 for any services received or performed prior to July 1, 2021.
Corporate Accounts Payable will stop posting check requests for fiscal year 2020/2021 at 3:00pm on Friday, July 9, 2021.
We understand that the impact from COVID-19 means that we still have a large portion of staff working from home. Therefore, to ensure expenses are posted in FY 2021 it is imperative that these cur-off dates be met and that problem invoices workflows be resolved timely.
As a reminder, please do not submit a check request as a high priority unless it is being paid by wire or is a true emergency. We are seeing a number of requests submitted as high priority and do not meet the requirements for that status. When this happens it makes it harder for the Accounts Payable team to identify and process the true emergencies or wires.
We appreciate your continued support. If you have any questions, please contact Corporate Accounts Payable Customer Service at 919-684-3112 or Accountspayable@duke.edu.