Thomas Jefferson University

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Transaction Processing & Deadlines

Operational Notes & Procedures

Fiscal Year

  • July 1 to June 30
  • 12 periods defined with period 1 being July

Transaction processing and deadlines below in table:


Transaction Type
Processing Frequency Deadline
(if applicable)
Completed
Transaction To

Result
Invoices Daily Last business day of month for month Accounts Payable,
532 Scott
Entered in Accounts Payable
Payments Biweekly   532 Scott Processed in Accounts Payable
Request for Payment Daily Last business day of month for month Accounts Payable,
532 Scott
Entered in Accounts Payable
Employee Reimbursement Request Biweekly 5 p.m. Wednesday of non-payweek for pay Accounts Payable,
532 Scott
Reflected in next paycheck or direct deposit advice
Report of Travel Expenses Biweekly 5 p.m. Wednesday of non-payweek for pay Accounts Payable,
532 Scott
Reflected in next paycheck or direct deposit advice
University deposit Daily 2 p.m. last business day of month for month Tuition Office,
521 Scott
Entered on General Ledger
University deposit for departments with high cashiering volume Weekly Last business day of month for month tuition.office@
jefferson.edu
Entered on General Ledger
University deposit or cash correction Monthly Last business day of month for month Tuition Office
521 Scott or
525 Scott for
Sponsored Project
Entered on General Ledger
InterDepartmental Transaction (IDT) Monthly Second to last business day of month for month accounting.idt@
jefferson.edu
Entered on General Ledger
InterDepartmental Transaction for JPMorgan Chase Procurement Card Activity Monthly Second to last business day of month for month accounting.idt@
jefferson.edu
Entered on General Ledger
Personnel Action Form retroactive adjustment Monthly Friday of last pay period of month for month Human Resources delivers to Payroll 539 Scott; 525 Scott for Sponsored Project Entered in labor distribution system
Salary Cost Transfer for Sponsored Project Monthly Friday of last pay period of month for month Sponsored Programs
Accounting,
525 Scott
Entered in labor distribution system
Non-salary Cost Transfer for Sponsored Project Weekly Last day of month for month Sponsored Programs
Accounting,
525 Scott
Entered on General Ledger
Invoices received after June 30 for goods and services prior to June 30 Fiscal Year End For approximately one week, invoices dated June 30 or prior will be processed for preceding fiscal year Accounts Payable,
532 Scott
Entered in Accounts Payable
Request for Payment received after June 30 for goods and services prior to June 30 Fiscal Year End For approximately one week, request will be processed for preceding fiscal year Accounts Payable,
532 Scott
Entered in Accounts Payable
InterDepartmental Transaction after June 30 for services prior to June 30 Fiscal Year End For approximately one week, IDT will be processed for preceding fiscal year accounting.idt@
jefferson.edu
Entered on General Ledger
InterDepartmental Transaction for JPMorgan Chase Procurement Card Activity until June 30 Fiscal Year End IDT will be processed for preceding fiscal year accounting.idt@
jefferson.edu
Entered on General Ledger

Ensuring Success Tidbits

  • Adhere to deadlines
  • Contact University Finance if concern with meeting deadline

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