Monthly closing
The monthly closing aims at ensuring that all accounting documents are regularly recorded in the relevant period (time delimitation) and that regular, reliable and up-to-date information is provided to Heads of Unit and Unit administrators.
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| Deadline | “To do” | Who is concerned? |
| Within the current month |
The Units regularly send all approved account payable invoices within 4 days of receipt to the Accounting Department The Units regularly issue internal and external account receivable invoices via the Sesame portal. Heads of Units monitor, on a monthly basis, transactions and fund balances and forward any corrections to the Accounting Department. |
All EPFL Units |
| * 5th of each subsequent month | Final deadline for Units to send account payable invoices, expense reports and account receivable invoices to the Accounting Department. | All EPFL Units |
| * 10th of each subsequent month | The Accounting Department records the latest account payable invoices, expense reports and account receivable invoices. | The Accounting Department |
| * 11th of each subsequent month | The Accounting Department closes the accounts payable, accounts receivable, fixed assets and general accounting: from this moment on, it is no longer possible to book a transaction on the closed month. | The Accounting Department |
| * 12th of each subsequent month | Reporting of third-party financial contributions projects. | The Controlling Department |
| * the exact schedule of closing dates | ||
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Vendor invoices
Each unit must send to the Accounting Department (by the 5th of each month following the month to be closed) all supplier invoices and expense reports for the month to be closed.
For invoices exceeding CHF 10,000 per month, it is advisable to contact the suppliers to ask them for a monthly invoice which must be received at the beginning of the month following the delivery of the service.
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Customer invoices
Receivable invoices for services delivered to your internal and external clients during the month to be closed, as well as invoices for the third-party financial contributions, must be sent to the Accounting Department by the end of the month (30/31).
The updating of revenues, the accuracy of the financial reporting of funds and the monitoring of incoming payments depend on the promptness with which invoices are issued.
Contact Information
If you have any questions or suggestions, please contact
Martin Schlatter
+41 21 69 32136
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