Important Fiscal Close Deadlines and Dates

Interlocation Transfer of Funds

Departments transferring funds to University of California, Office of the President (OP) or another campus must submit their request to the Budget Office (Brian Varela at varelabj@uci.edu) by this date. This will be the FINAL input for FY2023-24.

KFS Requisitions: New Fiscal Year Recurring and Contract Purchase Orders (PO)

FY2024-25 appears in the drop-down box on KFS requisition and PO for the next fiscal year (use for recurring POs or contracts with start date after July 1). New requisitions for the following fiscal year can be submitted any time starting on this date. Contact Procurement Services at procurement@uci.edu for questions.

High Value/High Risk and Contract Requisitions – FY2023-24

Last day to submit a high value/high risk and contract requisition to ensure sufficient processing and lead time to post in FY2023-24. Efforts will be made to approve submissions after this date but cannot be guaranteed. Contact Procurement Services at procurement@uci.edu for time-sensitive transactions.

Purchase Order Amend (POA) for High Value/High Risk, Contract, and Recurring Payment POs – FY2023-24

Last day to request Procurement Services to process a POA for high value/high risk, contract, and recurring payment POs to ensure sufficient processing and lead time to post in FY2023-24. Efforts will be made to approve submissions after this date but cannot be guaranteed. Ensure POs have sufficient funds to process payments before fiscal year-end. Contact Procurement Services at procurement@uci.edu for time-sensitive transactions.

Submit UCIBuy High Value based Requisitions in KFS – FY2023-24

Last day for generating high value/UCIBuy catalog requisitions (>$5,000 and/or containing any potential restricted commodities). Efforts will be made to approve submissions after this date but cannot be guaranteed. Contact Procurement Services at ucibuy@uci.edu for time-sensitive transactions.

Travel and Event Management (TEM) – All Forms TEM

transactions that are “SUBMITTED,” “SCANNED” and “APPROVED” by Travel Accounting at this time will be recorded as expenses for FY2023-24.

Note: If you miss the deadline, DO NOT hold the documents. Submit your TEM transactions and upload receipts to the Image Scanning tab immediately. Do not upload back up documentation into the notes/attachments tab. The Travel Accounting Office will make every effort to post them to the June 2024 (period 12) ledger. DO NOT submit new fiscal year (FY2024-25) transactions until July 1. Contact Travel Accounting at travel-accounting@uci.edu for questions.

Disbursement Vouchers (DV)

Disbursement Vouchers that are “SUBMITTED,” “SCANNED,” and “APPROVED” by Travel Accounting at this time will be recorded as expenses for FY2023-24.

Note: If you miss the deadline, DO NOT hold the documents. Submit your documents and upload receipts to the Image Scanning tab immediately. The Travel Accounting Office will make every effort to post them to the June 2024 (period 12) ledger. DO NOT submit new fiscal year (FY2024-25) transactions until July 1. Contact Travel Accounting at travel-accounting@uci.edu for questions.

UCPath Employee Data Change Actions – Monthly Payroll Ending 06/30/2024 (M0)

Human Resources (HR) and Payroll actions for monthly employees must be submitted and locally approved within UCPath to be reflected on the 06/30/2024 check date for:

• Mass Hire
• HR Template
• Union Enrollment
• Leave Transaction
• PayPath transactions expecting to trigger Retro Pay

PALCard Online Purchases

The last day for PALCard online purchases to ensure the vendor/bank submits the charge by June 30. Please contact PALCard Administration for questions by email at PALCard@uci.edu.

Time Reporting System (TRS) Department Time Administrator (DTA) Deadline – Monthly Payroll Ending 05/31/2024 (M0)

Date due for the monthly TRS DTA and TRS auto-approve deadline for:

• Leave accrual usage for M0 pay period ending 05/31/2024.
• Monthly-hourly (MH) positive time and attendance (T&A) reporting for M0 pay period ending 06/30/2024.

UCPath Employee Data Change Actions – Bi-Weekly (BW) Payroll ending 06/22/2024 (B1)

UCPath HR and Payroll actions for bi-weekly employees must be submitted and locally approved within UCPath to be reflected on the 07/03/2024 bi-weekly check date for:

• Mass Hire
• HR Template
• Union Enrollment
• Leave Transaction
• PayPath transactions expecting to trigger Retro Pay

UCPath Funding Entry Change Deadline

• Monthly payroll ending 06/30/2024 (M0) – All UCPath funding entry changes for automatically paid monthly employees must be submitted by this date to be reflected on the 06/30/24 check date.
• Bi-weekly payroll ending 06/22/2024 (B1) – All UCPath funding entry changes for automatically paid bi-weekly employees must be submitted by this date to be reflected on the 07/03/2024 check date.

Transfer Salaries and Benefits out of KFS Suspense Account

Salary expenses hitting the KFS suspense account need to have the Direct Retro transactions or SCT initiated by this date. As suspense accounts will need to have a zero balance for fiscal close, Central Accounting will begin transferring any salary expenses still booked in the suspense account into the department default expense account after this date. Contact Edward Hsieh at edward.hsieh@uci.edu if you unable to meet this deadline.

UCPath PayPath Data Change Actions Deadline for Monthly Employees

PayPath and Position Management actions for monthly employees must be submitted and locally approved within UCPath to be reflected on the 06/30/2024 monthly check date for:

• PayPath
• Position Management
• Manage Job

Close Fulfilled High Value/High Risk POs and Recurring Purchase Orders (RPOs) with Remaining Balances

Last day to request appropriate Procurement Services Contract Manager/Contract Analyst to close fulfilled (no remaining payments, goods, or services) high value/high risk POs and RPOs with remaining balances to release funds. Comply with this deadline to ensure Procurement Services has sufficient processing and lead time to post in FY2023-24. Contact Procurement Services at procurement@uci.edu for time-sensitive transactions. PO Balances that are not closed in time will carry forward to the next fiscal year.

Submit UCIBuy Requisitions as APOs in KFS

Last recommended day for submitting UCIBuy requisitions meeting criteria for Automated Purchase Orders (APO) (≤ $5000 and not containing restricted items) in KFS. It is recommended to notify departmental approvers that a requisition has been submitted in approval workflow, since the last day to finalize all REQS for FY2023-24 is Friday, June 28. Contact your department fiscal officer for time-sensitive transactions.

UCPath Funding Entry Freeze

Funding entry and budget distribution page will be frozen at 12:00PM. The system is not frozen, but funding entry will not update correctly if entries are made during this time.

TRS Bi-Weekly DTA Deadline in TRS – BW Payroll Ending 06/22/2024 (B1)

The bi-weekly TRS DTA and TRS auto-approve deadline to submit BW positive T&A reporting for pay period 06/09/2024 – 06/22/2024.

UCPath PayPath Data Change Actions Deadline for Bi-Weekly Employees

PayPath and Position Management actions for bi-weekly employees must be submitted and locally approved within UCPath to be reflected on the 07/03/2024 bi-weekly check date:

• PayPath
• Position Management
• Manage Job

PALCard In-Store Purchases

The last recommended day for in-store PALCard purchases to ensure the vendor/bank submits the charge by June 30. Contact PALCard Administration at PALCard@uci.edu for questions.

Deposits to Payment Services (Irvine Campus)

To ensure the recording of deposits for FY2023-24, campus departments and sub-cashiering stations must submit their deposit information through the Campus Online Deposit System (COD) and actual deposits must be physically received by Payment Services by the cut-off date. Deposits with discrepancies will be rejected online, so check deposits for accuracy before submitting and delivering to Payment Services to avoid delay in processing.

Payment Services will close at 01:00PM to ensure the processing of all deposits received on that date.

Credit Card Receipts (CCR) and Medical Center Cash Receipts (CR)

To ensure the recording of campus CCR documents for FY2023-24, all campus units (including Medical Center and School of Medicine) must submit their CCR eDocs by the cut-off date to allow campus Central Cashiers time to review.

Medical Center CR documents must also be finalized at the same time for recording in FY2023-24.

KFS Accounts Receivable (AR) University Invoices (Sundry Debtor and Third-Party Billing)

Bills for goods and services rendered through June 30 must be submitted online through KFS AR (will route to Financial Services) by the cut-off date so that FY2023-24 accounts can be credited. University invoices received or approved AFTER will be recorded in FY2024-25. Deadline to submit and department approve (ad-hoc’d) Invoices in KFS AR is by 01:00PM to guarantee posting/approvals. Contact Campus Billing and Collections at nonstudentar@uci.edu for any questions.

Campus Billing System Online (CBSO) University Student Invoices

Bills for Student Invoices (only) through June 30 must be submitted online through CBSO and forwarded to Financial Services no later than the cut-off date so that FY2023-24 accounts can be credited. University Student invoices received in CBSO AFTER will be recorded in FY2024-25. Deadline to submit invoices in CBSO is 01:00PM to guarantee approvals by June 30.

Intercampus Recharges

Department planning to recharge another campus for services or materials supplied in FY2023-24 should transmit the information and process an Intercampus Transfer (ICT) document and submit to Central Accounting to be processed against the FY2023-24 departmental account by the cut-off date. Intercampus recharges received AFTER the cut-off date will be recorded in FY2024-25.

Note: Accruals cannot be recorded on recharges to other campuses.

Pre-Disbursement Processor (PDP) Cutoff for Payment Feeder Systems

Cut-off date for PDP for June 2024. This affects all units that send payment files to PDP (e.g., CE, Library, SBS, Physician Billing, and Medical Center).

PO, PO Amends, and Encumbrances for FY2023-24

Last day to finalize and encumber funds for PO and PO Amends for FY2023-24 for all types/value.

• High value/high risk and recurring payment requisitions require additional lead time for review – see previous “POA for High Value/High Risk, Contract, and Recurring Payment POs” guidelines for details.
• All PO Amends, PO Close, or PO Void requests must be finalized by this date.

TouchNet Marketplace Credit Card Transactions

Last day for TouchNet Marketplace transactions to be included in FY2023-24. TouchNet transactions post to the ledger the day after they are received, therefore any payments received after June 30 will post to the new fiscal year. Contact the Payment Card Solutions group at pcsgroup@uci.edu for more information.

UCPath Distribution of Payroll Expense (DOPE) Report – Payroll Expenses for Monthly Employees

Online viewing and download availability of payroll expense for monthly pay period ending 06/30/2024.

Clear Department PO Encumbrances

Departments should clear out old or invalid leftover encumbrances before year end. POs that are open with expected payments/credits after July 1 should remain open. Only those without expected future activity should be closed or voided by June 30. Closing or voiding a PO will release all remaining encumbrances and no more activity (payments) can be done.

To close a PO, fiscal officers and contract managers can go into the PO and select the “Close Order” button to close and release all remaining encumbrances. When there has been no activity on an open PO, then only the contract manager/buyer can void the PO. To void a PO, the contract manager can go into the PO and select the “Void Order” button. To review open encumbrances on ledgers, use the Encumbrance Report from UCI Decision Support. For EX (external encumbrance) entries, the reference document number is the PO number. Contact kfs@uci.edu for questions regarding encumbrances.

Inventories (Stock in Trade)

Units submitting year-end inventories will take physical inventories (units and dollars) of their STOCK IN TRADE and reserve supplies at close of business June 30. Central Accounting will prepare KFS documents to record the change in inventory. Detailed instructions will be issued at a later date.

New Fiscal Year 2024-25 PALCard Purchases

PALCard purchases made on or after this date affect FY2024-25 funds and will not appear in KFS until after FY2023-24 June (period 12) closes. Contact PALCard Administration PALCard@uci.edu for questions.

Last Day to Initiate KFS Account Maintenance Changes

Last day to initiate any account maintenance documents, including copying and editing accounts, and changing fiscal officers. New maintenance documents for the new fiscal year can resume on Wednesday, July 31. Account responsibility changes can be submitted at any time using the Account Global document.

New FY PALCard Documents

New PCDOs will be held until after period 12 closes (July 15) and appear in reconcilers action list after July 16. It will go back to the 15-calendar day review period.

UCPath Distribution of Payroll Expense (DOPE) Report – Payroll Expenses for Bi-Weekly Employees

Online viewing and download availability of payroll expense for bi-weekly pay period ending 06/22/2024.

Invoices from Vendors - Charges under Specific Purchase Orders

Due date for invoices to be submitted to Accounts Payable. Accounts Payable will be processing all invoices submitted as long as they are an open PO, with sufficient remaining funds. Vendor invoices with a creation date of June 30 or prior, and fully approved by the department by the deadline, will be recorded on the June preliminary general ledger.

FY2023-24 Note: In order to post to the general ledger, the Payment Request (PREQ) must be fully approved. Generally, invoices under $10,000 will auto-approve, while invoices over $10,000 require department approval. If the invoice date reflects June 30 and prior, the invoice must be in final or processed status in order to post to the GL by the due date.

If you miss the deadline, DO NOT hold the invoices. Send the invoice to Accounts Payable immediately and every effort will be made to post them to the June 2024 (period 12) ledger.

Any invoices for FY2023-24 services or dates that are not processed by the preliminary ledger date (Monday, July 8) must be accrued by the department if the expense is greater than $10,000 (see the Recommended Actions section for capitalized equipment and plant/capitalized construction costs exceptions).

PALCard / PALCard Document (PCDO) Creation

Last PCDO create date for FY2023-24 (which includes bank file posting dates 06/30/2024 and prior). Contact PALCard Administration at PALCard@uci.edu for questions.

Deadline for UCPath Direct Retros to be Fully Approved

Last day and time to have all Direct Retros fully approved in UCPath to be encoded for FY2023-24. Due to processing time, approval, and review deadlines, submit the direct retros well before the deadline to ensure approval.

Departments must ensure KFS accounts are open and valid during pay periods being moved (for both the current and new funding lines). Do not attempt to close or update the expiration date of accounts until after the direct retro has posted to the ledger.

Travel Authorization Close (TAC) & Release Encumbrance for FY2023-24

All TAC documents (to release encumbrances for FY2023-24) must be submitted to clear entries for FY2023-24. Travel reimbursements for FY2023-24 trips have a much earlier deadline for approvals to report and expense out a trip and cannot post back to a prior fiscal year. Arrangers may manually submit TAC documents by going into the Travel Authorization (TA) and selecting the “close TA” button for any department-encumbered, non-cash advance TAs. To review open encumbrances on ledgers, use the Encumbrance Report from UCI Decision Support, for Internal Encumbrance (IE) entries. The reference document number is the trip number or TEM number.

Deadline for UCPath Salary Cost Transfers (SCT) to be Fully Approved

Last day and time to have all SCTs fully approved in UCPath to be encoded for the FY2023-24. Due to processing time, approval, and review deadlines, be sure to submit your SCTs well before the deadline to ensure that it is included in FY2023-2024.

Departments must ensure KFS accounts are open and valid during pay periods being moved (for both the current and new funding lines). Do not attempt to close or update the expiration date of accounts until after the salary cost transfer has posted to the ledger.

Recharges for Internal Billing (IB) and Service Billing (SB) Documents

Cut-off date for submission of all recharges, including IB and SB documents to be included in FY2023-24 departmental accounts. All submitted IB documents will be auto approved at the end of the day. Saved IB and SB documents that have not been submitted by the due date will be cancelled, no matter the posting period. Recharge departments will not be able to initiate recharge documents for the new fiscal year until after period 12 closes for FY2023-24.

KFS Feeder System Cut-Off for Period 12

Cut-off for the KFS Feeder System for June 2024. This is mandatory to allow departments to adjust their accounts after the preliminary fiscal year end period. Any recharges uploaded after the cut-off date will be discarded or posted to KFS in July (period 01) in the new fiscal year.

PALCard Document (PCDO) Reconciliation

Last day to approve PCDOs reconcile, adjust tax, and reallocate transactions from default account. All unapproved PCDOs will auto-send after the deadline regardless of date created, and post to June 2024 (period 12). Contact PALCard Administration at PALCard@uci.edu for questions.

FY2023-24 Note: Review time for PCDO docs is significantly reduced to meet fiscal close deadlines. Department reconcilers should review their Action List quickly to meet the deadline. Additionally, once the fiscal year closes, no additional corrections/changes may be done on FY2023-24 transactions.

Distribution of Income and Expense (DI) and Advance Deposit (AD)

Last day to create, submit, and approve all Distribution of Income and Expense (DI) or Advance Deposit (AD) documents. All saved or unapproved AD and DI documents will be cancelled after the cut-off if not in final or processed status. New fiscal year documents cannot be created until after June (period 12) closes.

Accrual of Exceptional Recharge Expenses Normally Processed via IB, SB, or Feeder System Recharges

Recharge activity that occurred in the FY2023-24 for interdepartmental recharges that are normally processed through IB, SB, or Feeder Systems, and did not make the Monday, July 8 deadline should be accrued so long as it meets threshold requirements. Departments can accrue expenses using the Year-End Recharge Accrual (YERA) document but should contact the fiscal officers and approvers as soon as they submit.

YERA documents that are not department approved by ALL fiscal officers involved by 04:00PM on Wednesday, July 10 will be disapproved. Note that the YERA document is an exceptional document due to errors or major recharge expenses that did not meet the Monday, July 8 deadline for all Recharge Feeder systems. A corresponding July (period 01) transaction should also be created via IB or via the Feeder system, to account for the recharge reversal.

Emails to Request Accruals for C&G Funds

Goods and services received by June 30, 2024, and not processed/approved by Accounts Payable should be accrued. Disbursement Vouchers and invoices should be accrued, if applicable to the current fiscal year. Departments should submit the request to accrue expenses for C&G funds to Contracts & Grants Accounting Office (Griselda Duran at griseld@uci.edu). Proper supporting documents – at a minimum, fund number, PO#, copy of the invoice, and brief explanation – are required to be attached to the email request. Departments should NOT process accruals for C&G funds using Year-End Department Accrual (YEDA) documents.

Accruals, Budget Alignment, and Final Error Corrections

This period should be used for final necessary accruals, final budget alignments, and final error corrections. Regular department closing activities should have been finished by Monday, July 8. Initiator and approvers must select June Period 12 to post to FY2023-24.

Accruals/Deferrals (YEDA Document)

All accruals, except payroll, are required to be entered using the YEDA document. Goods and services received by June 30, 2024, and not processed/approved by Accounts Payable should be accrued. Disbursement vouchers and invoices should be accrued, if applicable to the current fiscal year. Departments can accrue expenses using the YEDA document during this period. KFS document or reference number that contains the transaction that is being accrued must be referenced. Proper supporting documents should be attached to the YEDA document. Have the business office manager or unit director be the initiator and certify the approval in the Notes and Attachments tab.

Note: All YEDA documents involving capital assets should be completed the same due date as the capital asset GECs. See “Capital Asset General Error Corrections (GEC)” below for the due date and details.

Capital Asset General Error Corrections (GEC)

All GECs that involve equipment or capital asset should be department-approved by the due date. These are often associated with object codes for capital assets and require completion of the Capital Asset tab (object 9XXX). The short deadline is required to allow Equipment Management and Central Accounting to record and process entries in the Capital Asset Management (CAM) module.

Updated UCPath DOPE Report

Online viewing and download for final salary cost transfer (direct retro) payroll expenses for FY2023-24 in ZotPortal.

Deferrals (Deferred Expense) – YEDA Document

The cutoff for all accounts payable deferrals. Expenses that are deferred on invoices paid in June 2024 (period 12) will be reflected in the July 2024 (period 01) ledger. YEDA documents must be fully approved by department Managers of Academic & Administrative Business Offices (MAABO) by this date.

Accrual of Travel, Event and Other Expenses Normally Processed in TEM

Deadline to submit and approve the YEDA document. Travel, event, and relocation expenses incurred in FY2023-24 for airfare (including round-trip costs), meals, lodging, foreign per diem, etc. normally processed in TEM, should be accrued so long as it meets threshold requirements. Departments can accrue expenses using the YEDA document. For trips beginning July 1 or later, it is not permissible to accrue any travel costs, even if tickets are purchased in June. This is considered an advance, rather than an accrual, for financial reporting purposes.

Income Budget Alignment

All KFS control accounts (UCnnnnn) are required to end the fiscal year with an income variance of zero. Budgeted income on KFS control accounts must be aligned with actual income by KFS chart, account, and object.

There is no requirement that non-control accounts (operating accounts) in KFS end the fiscal year with an income variance of zero, but if departments want to see income budgets equal actual income on FY2023-24 reports, then entries to align budgeted income must be recorded. Whether income variances are zero or not on non-control accounts, the budget carryforward process will post any budget surpluses to the unallocated budget object.

***FOR AUXILIARY AND SERVICE ENTERPRISES ONLY***

All auxiliary and service enterprises are required to accrue income that has not been recorded on the June preliminary ledger for sales and services performed in the fiscal year ending June 30 using the YEDA, YERA, or Auxiliary Voucher (AV) document. Also, expenses for goods and services received prior to July 1 must be accrued.

Note: Interdepartmental recharge income and expense will not be accrued unless the offsetting department agrees to the accrual. Contact Srey Tung at wtung@uci.edu for any questions.

Final Deadline for Campus Departments to Record All Activity in Period 12

Departments must close the fiscal year in a solvent condition. All KFS documents must be in Final or Processed status by 08:00PM on the due date to be included in the period.

At the end of the day, any GEC, Budget Adjustment (BA), Budget Appropriation Transaction (BAT), YEDA, or AV documents that are not in final status will be canceled. Documents requiring central office approval should be department-approved and submitted to Central Accounting by 04:00PM. It is recommended that any FY2024-25 documents be initiated after the deadline to avoid unintended system cancelation. If a transaction in a canceled document should be recorded in July 2024 (period 01), it will have to be re-entered or copied.

Final FY2023-24 Reports

Period 13 will be used by Central Accounting to record fiscal year end entries required by the OP and UCI policy. It will close on Friday, August 2. Final FY2023-24 reports will be available for departments (including period 13) in Decision Support mid-August.

July 2024 (Fiscal Period 01 for FY2024-25) Ledger

Scheduled close for the July 2024 ledger.