Below is an archive of announcements from the Accounting and Fiscal Services department. Information on how to sign up for these emails is to the right.
November 2021
- 11/18 - Reminder: KFS Update Scheduled This Weekend
While we don't expect this update to significantly impact campus business operations, you may need to take action to ensure a seamless user experience next week. - 11/8 - Significant Update to KFS Planned for Nov. 20
The Kuali Financial System will be updated with a major enhancement to its backend workflow engine, which will result in some user interface changes on Saturday, Nov. 20.
October 2021
- 10/22 - Biweekly Payroll Expense Will Post Late to October Reports
October final balances – including biweekly (B2) payroll expense data – should be available for viewing in Decision Support on Tuesday, Nov. 9 - 10/21 - Reminders from Accounts Payable & Travel Accounting
With students back on campus and the fall quarter now in full swing, the Accounts Payable team would like to remind all campus business offices of the following policies and guidelines.
September 2021
- 9/3 - Paid Family Care and Bonding (PFCB) Time Reporting is Now Available in TRS
The PFCB hours are reported directly on the timesheet and follow the standard time reporting processes in TRS.
August 2021
- 8/2 - July Fiscal Period Data and Beginning Balances
July final transactions should be available for viewing in Decision Support on Monday, Aug. 9.
July 2021
- 7/26 - Annual Recharge Review: FY 2021-22
Each recharge unit is required to review its fiscal operations and produce an annual report that will be shared with the campus Recharge Review Committee and Provost/Executive Vice Chancellor. - 7/9 - Submit Accruals and Deferrals Starting July 10
KFS users who need to submit accruals and deferrals for expenses and income should use the YEDA to do so no later than 4 p.m. on Friday, July 16. - 7/9 - Deadline for Period 12 Activity is July 16
Departments must close the fiscal year in a solvent condition. All KFS documents must be in final status to be included in the period. - 7/9 - Account Edit & Copy Disabled
Campus units should also refrain from making changes to sub-object codes at this time because edits will not be copied over to the new 2021-22 fiscal year.
June 2021
- 6/29 - Accounting Periods During Fiscal Year-End Close
To make the fiscal close process easier for departments, the following KFS documents will have the June (JUN21PER12) accounting period selected as the default when initiated from July 1 to 16 ... - 6/29 - Budgeting Income on Control Accounts & Recharges
UCI requires all KFS control accounts (UCxxxxx) and recharge credit objects (39xx) for year-to-date funds to end the fiscal year with an income variance of zero. - 6/29 - Deposit and CCR Deadline is 1 p.m. on June 30
Campus departments and sub-cashiering stations must submit their deposit information through the Campus Online Deposit System (C.O.D.) by 1 p.m. on June 30 to ensure the recording of deposits for 2020-21. - 6/29 - Request Transfers to/from Reserves by July 16
Auxiliary and sales & service units who want to record transfers to/from reserve funds for the 2020-21 fiscal year should send requests to the General Accounting team no later than 5 p.m. on Friday, July 16. - 6/29 - Sign Up for a KFS Course Focused on Fiscal Year End
Users new and old alike are invited to enroll in one of the GEC or BAT Fiscal Year End KFS classes we are offering this year (repeat of classes offered in June). - 6/25 - New Juneteenth UC Holiday Observed on June 28, 2021
TRS has been updated to accommodate the new Juneteenth UC Holiday, and it is now ready for you to use. - 6/14 - Fiscal Close Deadline for TEM and DV is June 18
All TEM documents and DVs must be submitted, scanned, and fully approved by 4 p.m. on June 18 to be recorded for FY 2020-21. - 6/7 - Biweekly Payroll Will Post Late to May Reports
the biweekly payroll for the pay period ending 5/29/2021 will post to KFS Decision Support reports one day later than usual on Wednesday, June 9.
May 2021
- 5/11 - Fiscal Close Workshop on 5/19 Has Been Rescheduled
Due to a conflict with the UCI Town Hall announced earlier today, Accounting & Fiscal Services has rescheduled our Fiscal Year-End Close Workshop from May 19 to May 25.
April 2021
- 4/29 - 2020-21 Fiscal Year-End Close Information and Dates
The instructions are intended to assist in coordinating the needs of academic and administrative departments with the requirements of the Office of the President, the university, the Accounting & Fiscal Services Department, and other service department. - 4/21 - Register Now for Fiscal Close Workshops
Registration is now open for the Accounting Department’s upcoming Fiscal Year-End Close Workshops! As in previous years, Accounting and Fiscal Services will offer fiscal year-end close workshops in May. This year, all workshops will be hosted on Zoom in accordance with social distancing best practices.
March 2021
- 3/1 - New Contracts & Grants Aging Report
Departmental research administrators can now view billing information for contracts and grants and view the status of invoices submitted by Contracts & Grants Accounting. - 3/1 - New Fixed-Price Award Closeout Process
UCI recently established a new process for the closeout of fixed-price awards. Campus organizations should immediately begin using the following procedures ...
February 2021
- 2/18 - Update: New Flag Added to Account Doc for Subsidies
Beginning immediately, all campus organizations should submit KFS Account edit documents for their subsidy accounts to request the "Recharge Credit Indicator" be updated to "S" - Subsidy. - 2/18 - Important Change for Travelers to the U.K.
UCI business travelers headed to the United Kingdom may be required to book their flight with a U.S. air carrier if the cost will be reimbursed from federal contracts or grants. - 2/18 - Change Requests for Current Vendors
The Accounts Payable team recently updated its guidance on how to make changes to existing vendor profiles in KFS.
January 2021
- 1/14 - Reporting COVID-19 Continuation Pay in TRS
The State of California's Division of Occupational Safety and Health (Cal/OSHA) recently issued new emergency temporary regulations... - 1/13 - Reminder: Research Participant Forms due Friday
Departments must submit all Acknowledgment of Patient Compensation forms along with a log of anonymous participants who received $600 or more by Jan. 15, 2021. - 1/13 - IRS Announces New Mileage Rates for 2021
The IRS implemented new mileage reimbursement rates for the use of private vehicles for business-related travel. The new rates are effective for expenses incurred on or after Jan. 1, 2021. - 1/13 - Internet Explorer Users: Consider a New Browser
Using Microsoft Internet Explorer to access the Kuali Financial System may result in unexpected issues and a degraded user experience because it is no longer a supported browser.
December 2020
- 12/18 - Reporting Leave Without Pay for Curtailment Days
This year, the winter administrative recess includes six days — Dec. 21, 22, 23, 28, 29 and 30 — that are not be paid holidays. - 12/7 - Now's the Time to Sign Up for an Online W-2
You'll thank yourself when you're ready to file your 2020 taxes! Online access is safe and convenient – your W-2 can't get lost, stolen or misplaced. - 12/7 - New Report Helps Identify Unclaimed Deposits
The report will help departments identify unclaimed deposits and transfer the payment to the correct account.
November 2020
- 11/24 - Calendar Year-End Information from Accounting & Fiscal Services
Below are calendar year-end deadlines and other important information for: Accounts Payable, Financial Services, and Contracts & Grants Accounting. Also included: PCDO auto-approval dates and research participant forms. - 11/4 - Biweekly Payroll Will Post Later Than Usual to October & November Reports
This will affect monthly totals and balances, as well as final availability, if accounts contain payroll or benefit transactions. - 11/3 - TRS Overtime & Comp Time Miscalculation Issues
The UCI Payroll Office will send a correction file to UCPath this morning to fix the miscalculation for all affected employees. - 11/2 - New Vendor Onboarding System is Now Live
PaymentWorks is an easy-to-use web portal that allows campus organizations to invite businesses and individuals to complete an online onboarding process and become UCI vendors. - 11/2 - Refreshed and Updated PI Report is Now Live
Accounting & Fiscal Services and the Office of Information Technology are pleased to announce that a completely refreshed version of the PI Report is now live and ready for use.
October 2020
- 10/30 - Time Reporting for Employees Displaced by Wildfires
Employees may be approved to take up to 40 hours of paid administrative leave for emergencies if they were required to evacuate from the homes and were unable to work remotely from their temporary accommodations. - 10/28 - New Vendor Onboarding System Goes Live on Nov. 2
The new web-based platform will replace the Kuali Vendor Onboarding (KVO) application and will verify the identities and banking information of all new UCI vendors.
September 2020
- 9/30 - New Vendor Onboarding System Coming to UCI
We are pleased to announce that UCI will go live with a new vendor onboarding system called PaymentWorks on Nov. 2, 2020. - 9/29 - COVID-19 Labor Expense Reporting No Longer Required
UCI schools, divisions, and other organizations are no longer required to manually track labor expenses related to COVID-19. - 9/21 - No Action Required in TRS for Career Tracks Transition
TRS will automatically copy over supervisor names to the newly created job title when we convert to Career Tracks. - 9/18 - User Interface Updates for Travel/Entertainment Docs
This weekend, the KFS Team will roll out several minor user interface updates to make our travel and event management documents easier to read and review. - 9/10 - New Travel Pre-Approval Form Available
Chancellor Howard Gillman recently issued an updated Executive Directive on Travel outlining current restrictions on travel for UCI employees and students.
August 2020
- 8/27 - Guidelines for Reimbursable Expenses While Working Remotely
The UC Office of the President recently provided guidance on how University of California policy should be applied to the reimbursement of these expenses. - 8/27 - Accounting & Fiscal Services Update – August
In this issue: New Executive Directive on Travel, Updates to Travel Policy G-28, Idaho Added to Prohibited States - 8/24 - TRS Support Resources Updated with Videos
Support resources have been reorganized, and we've created TRS training videos for employees, supervisors, and department time administrators. - 8/18 - UCPath Alert: Salary Cost Transfer Defect
Starting in late July, the UCPath system has been incorrectly flagging some salary cost transactions, which appear in UCPath, causing the transactions to not load into the KFS General Ledger. - 8/13 - Annual Recharge Reports for FY2020 Due by Aug. 14
Annual recharge reports for FY2020 are due to Accounting & Fiscal Services by Aug. 14 even if no rate adjustments are requested. Each recharge unit will review its fiscal operations to ensure it is operating on a fiscally sound basis. - 8/3 - July Fiscal Period Data and Beginning Balances
Starting on Wednesday, Aug. 5, we anticipate carryforwards and base budget will be found in fiscal periods BB or CB.
July 2020
- 7/20 - Costing Activities Have Moved to Accounting Office
Analysis and management of costing activities recently moved to Accounting & Fiscal Services from the Budget Office. - 7/16 - Period 12 of FY 2019-20 Closes Friday, July 17
Financial managers should be reviewing ledgers and approving fiscal year-end Action List items before the deadline on July 17. - 7/14 - Supporting Documentation for Accruals and Deferrals
Make sure all relevant supporting documents are attached to your Year-End Department Accrual (YEDA) e-documents. - 7/10 - Submit Accruals and Deferrals Starting July 11
Submit accruals and deferrals for expenses and income with the YEDA no later than 4 p.m. on Friday, July 17. - 7/10 - Deadline for Period 12 Activity is July 17
Departments must close the fiscal year in a solvent condition. All KFS documents must be in final status to be included in the period. - 7/10 - Account Edit & Copy Disabled
Per the fiscal year-end closing instructions, the edit and copy features in the Account Lookup on ZotPortal are currently disabled. - 7/6 - Welcoming Two New Members of the Accounting & Fiscal Services Team
I am pleased to announce the appointment of Barry Oh as our new Associate Controller in Accounting & Fiscal Services.
June 2020
- 6/30 - FYE Snapshots: Reports Run & Saved July 1–17
Like last year, four essential financial reports will be run every morning and saved for later use to keep track of daily changes in Accounts. - 6/30 - Request Transfers to/from Reserves by July 17
Units that want to record transfers to/from reserve funds should send requests to the General Accounting team no later than 5 p.m. on Friday, July 17. - 6/30 - Budgeting for Income on Control Accounts
UCI requires all KFS control accounts (UCxxxxx) on year-to-date funds to end the fiscal year with an income variance of zero. - 6/30 - Accounting Periods During Fiscal Close
To make the fiscal close process easier for departments, many KFS documents will default to the June (JUN20PER12) accounting period from July 1 to 17. - 6/25 - COVID-19 Expense Tracker Worksheet Updated
All organizations should immediately begin using the updated worksheet, which now includes columns for KFS document numbers. - 6/24 - Fiscal Year-End Procedure for Dropping Off Deposits
To ensure our staff can maintain social distancing guidelines, we have established the following procedures for dropping off deposits on June 30. - 6/22 - PPS Expense Transfer Deadline for FY 2019-20
The final fiscal year deadline for Payroll/Personnel System (PPS) expense transfers is this Thursday, June 25. - 6/22 - Update: TRS Deadlines for Monthly Hourly Employees
The Payroll Office is pleased to announce that "monthly hourly" employees (Pay Group 9MH) no longer need to submit their timesheets according to a special schedule. - 6/15 - Fiscal Close Deadline for TEM and DV is June 19
All Travel and Event Management (TEM) documents and Disbursement Vouchers (DV) must be submitted, scanned, fully approved, and in Travel Accounting's action list by 4 p.m. on Friday, June 19. - 6/10 - Biweekly Payroll Will Post Late to May Reports
The biweekly (B2) payroll for the pay period ending 5/30/2020 will post to KFS Decision Support reports later than usual on Friday, June 12, 2020. - 6/3 - COVID-19 Non-Labor Expense & Lost Revenue Deadline
UCI organizations should submit their monthly COVID-19 Cost Recovery tracking worksheets for non-labor expenses and lost revenue as soon as possible.
May 2020
- 5/28 - XX Cycle Available for PPS Expense Transfers
An XX payroll cycle is now available in the Payroll/Personnel System (PPS) to process any non-UCPath related expense transfers. - 5/13 - 2019-20 Fiscal Year-End Close Information and Dates
The memo includes important information and deadlines regarding UCI's upcoming fiscal close for the year ending June 30, 2020. - 5/13 - TRS Updated with Code for Continuation Pay
Employees can now select the "Cont Pay" code from the "Add" drop-down menu in TRS. - 5/4 - New Session Added: Learn How to Track & Report COVID-19 Expenses
Participants will learn about how UCI is working with FEMA, why it is absolutely essential for all campus units to identify and record expenses related to the coronavirus pandemic, procedures for tracking those expenses, tools that can help, and timelines for reporting data. - 5/1 - Start Preparing for Fiscal Year-End Close
We expect the closing process to be similar to last year with some adjustments to accommodate the fact that most employees are working from home.
April 2020
- 4/24 - New TRS Earn Codes for Emergency Leave
The Time Reporting System (TRS) was recently updated to include earn codes for the following types of emergency leave ... - 4/23 - Learn How to Track & Report COVID-19 Expenses
Participants will learn about how UCI is working with FEMA, why it is absolutely essential for all campus units to identify and record expenses related to the coronavirus pandemic, procedures for tracking those expenses, tools that can help, and timelines for reporting data. - 4/13 - Register Now for Fiscal Close Workshops
Attendees will learn all phases of accounting necessary for an effective fiscal close. - 4/8 - Guidance on Processing Travel Cancellations
All COVID-19 related business travel refunds must follow the following process ... - 4/7 - New Report for Tracking COVID-19 Paid Leave
Accounting & Fiscal Services has developed a new report to help campus units track usage of COVID-19 paid leave.
March 2020
- 3/26 - UCI Payment Services: COVID-19 Operations Update
With campus access limited to essential individuals only, UCI Payment Services has temporarily modified its service offerings and procedures for payment card solutions, cashiering, and handling of deposits. - 3/23 - Sign Up for Direct Deposit in Your ZOT Account
Campus Billing and Collections and the Office of Financial Aid and Scholarships are recommending that all students sign up for direct deposit in their ZOT Account. - 3/18 - Reporting COVID-19 Paid Leave in TRS
Employees who use TRS can report COVID-19 paid leave in the same way they report their normal work hours and leave usage. - 3/18 - PALCard Reconciliation Period Extended
We are extending the PALCard transaction (PCDO) reconciliation period for auto-sending for all en-route and new PCDO documents that have a create date through April 11th from 15 calendar days to 30 calendar days. - 3/18 - COVID-19 CTS Cardholder Update
Effective March 12, 2020, CTS cardholders should refrain from purchasing travel on the CTS account. - 3/18 - TRS Adds Support for COVID-19 Paid Leave
The Time Reporting System (TRS) was recently updated to allow employees to report paid leave hours related to COVID-19. - 3/17 - Temporary New Location for Check Pick Up
Effective Wednesday, March 18, the Campus Billing and Collections Office service windows in Aldrich Hall (Room 101) will be closed.
February 2020
- 2/12 - New Dashboard for Travel and Event Arrangers
- Use the dashboard to quickly lookup all of your travelers and payees, check the status of pending reimbursement documents, review recent corporate card charges, and more.
- 2/12 - PI Report Updated to Integrate with UCPath
The Office of Information Technology working in partnership with Contracts & Grants Accounting recently updated the PI Report to integrate payroll data from UCPath. - 2/12 - Training: C&G Fund Accounting Series and More
Contracts and Grants Accounting offers classes that focus on fund accounting processes for sponsored projects. These classes are geared toward individuals that are relatively new to managing contract or grant award funds in a university setting. - 2/12 - Register for an Upcoming KFS Class!
Users new and old alike are invited to enroll in our array of Kuali Financial System (KFS) classes either online or in a traditional classroom setting.
January 2020
- 1/17 - PPS/PAN Access Management Moving to KSAMS
Department Security Administrators (DSAs) will begin using KSAMS to grant access to the historical Payroll/Personnel System (PPS) and Post-Authorization Notification (PAN) applications starting on Monday, Jan. 20. - 1/9 - 2019 Form W-2: Wage and Tax Statements
Employees will be able to download their 2019 Form W-2: Wage and Tax Statements from the At Your Service Online (AYSO) website starting no later than Friday, Jan. 31.
December 2019
- 12/19 - DTA Deadline is Noon this Friday, Dec. 20
DTAs must submit all timesheets for the Dec. 15–28 pay period no later than noon on Friday, Dec. 20. - 12/18 - Important Information about Dec. 11 & Dec. 23 Biweekly Paychecks
If you are enrolled in benefits and paid biweekly, you will see an adjustment for a processing error in your next paycheck on December 23. - 12/16 - Get Paid on Time! Submit Your Biweekly Timesheet Now
If you are an employee who is paid biweekly and you use the Time Reporting System, you should submit your timesheet for the pay period ending Dec. 28 as soon as possible. - 12/13 - Learn About UCI's New Cost Sharing System
Contracts and Grants Accounting is rolling out a new Cost Sharing System effective January 1, 2020. - 12/12 - Reminder: Finalize Enroute Employee Reimbursements no Later Than Dec. 20
Accounting will disapprove any employee reimbursement document in KFS that is not in finalized or processed status by the close of business on Friday, Dec. 20. - 12/9 - Get Paid on Time! Important Biweekly TRS Timesheet Deadlines
Biweekly employees who use the Time Reporting System (timesheet.uci.edu) and their supervisors should be aware of the following timesheet deadlines. - 12/9 - Changes to Upcoming B2/B1 Pay Cycles
Campus Payroll/Personnel System (PPS) users and Department Time Administrators (DTAs) should be aware of the following changes to the deadlines the upcoming B1 and B2 payroll cycles.
November 2019
- 11/25 - Accounts Payable Year-End Deadlines
Employees who process accounts payable documents should be mindful of the following deadlines to ensure all payments are made in a timely manner - 11/25 - Financial Services Year-End Deadlines
Please be aware of the following calendar year-end deadlines and closure information for Financial Services. - 11/25 - PCDO Auto-Approval Dates Modified
Below are auto-approval dates and information for PALCard Reconciliation (PCDO) documents in the Kuali Financial System (KFS). - 11/25 - Patient Compensation Forms due Jan. 16
Payments made to research participants must comply with UCI policy and federal tax rules. - 11/14 - Connexxus Access During UCPath Transition
Campus travel coordinators should be aware that the Connexxus travel portal will be temporarily inaccessible to newly hired UCI employees after Dec. 5, 2019. - 11/13 - UCI Payroll Office - Verify Your Home Address for Paycheck Delivery
Starting Jan. 1, 2020, UCI will no longer print or distribute paper paychecks on campus. Your paychecks will instead be mailed to your home address directly from the bank and may take several days to arrive.
October 2019
- 10/25 - Payroll Direct Deposit App Shuts Down Nov. 14
In January, a new online self-service tool for managing direct deposit will become available from the UCPath web portal. - 10/23 - WebPAN Archive Moving to KSAMS/UCInetID Login
A new link to the application will be added in Zot Portal, and users will no longer need to use their UCOP login credentials. - 10/17 - Org Change Deadline for UCPath Go Live is Oct. 31
While changes to the campus org structure can be submitted in the Kuali Financial System (KFS) after the deadline, they will not be reflected in the new payroll system until after go live. - 10/8 - AB 1887: Iowa Added to List
The Attorney General of California recently announced that effective Oct. 4, 2019, Iowa has been added to the list of prohibited states for state-funded travel under Assembly Bill 1887. - 10/3 - Primary Award Account Indicator Added to Accounts
The new field is located in the Accounting Systems tab when copying or editing accounts and is used for contracts & grants reporting purposes only. - 10/2 - Actions Required for HX/RX/TX Salary Implementation
Due to the recent UC Systemwide HX/RX/TX Salary Implementation, all biweekly non-exempt HX/RX/TX-represented employees will soon transition to earning daily overtime.
September 2019
- 9/27 - User Interface Update This Weekend
Campus staff and faculty members will find several minor changes to the way UCI’s financial system looks on Monday morning. - 9/27 - New ACH Payment Setup Process for Vendors
Accounting & Fiscal Services recently revised its policy for setting up vendors for payment by electronic funds transfer (EFT) – commonly known as ACH or direct deposit.
August 2019
- 8/28 - Paper Paycheck & Pay Statement Changes
Starting Jan. 1, 2020, UCI will no longer print or distribute paper paychecks or pay statements on campus. Paper paychecks will instead be mailed to home addresses from a bank the day before payday and may take several days to arrive. - 8/28 - Description for Department Research Updated
The Accounting Department recently updated the description for Department Research on the Higher Education Function Code (HEFC) page. - 8/21 - UC Policy G-28 Update Regarding Dependent Care and Dependent Travel Expenses
Effective July 1, 2019, UCOP issued new guidance in their systemwide travel policy, G-28. UCI is currently evaluating how these new guidelines will be implemented. - 8/1 - July Fiscal Period Data and Beginning Balances
July final transactions should be available for viewing in Decision Support on Thursday, Aug. 8.
July 2019
- 7/29 - KFS User Interface Updated This Weekend
Kuali Financial System users will find several minor changes to the way KFS works this morning. - 7/16 - Verify Your Payroll Expense Transfers Today
Payroll processors should review their payroll data in KFS or EDL as soon as possible to ensure all expense transfers were processed as intended. - 7/15 - Period 12 of FY 2018-19 Closes Wednesday, July 17
Departments must close the fiscal year in a solvent condition, and all KFS documents must be in Final status to be included in the period. - 7/11 - New Class This Summer: KFS Advanced Cognos
Cognos is a powerful tool for analyzing and visualizing financial data, but learning how to develop your own custom financial reports can be challenging. - 7/10 - Fix for Issues With This Week's XX Payroll Cycle
Campus payroll processors do not need to take any action to re-process yesterday's expense transfers that had an end date of 7/1/19. - 7/8 - For Awards Starting FY 2019-20: New F&A Rates
UCI's indirect cost rate agreement with the DHHS has been renewed. - 7/8 - Deadline for Period 12 Activity is July 17
All campus units must submit accruals/deferrals, final budget alignments, and error corrections by July 17. - 7/8 - Submit Accruals and Deferrals Starting July 11
The YEDA e-document will be available for use starting July 11. - 7/8 - Account Edit & Copy Disabled
Edit and Copy features in the Account Lookup on ZotPortal are currently disabled. - 7/8 - Last Create Date for PCDOs Shifted to July 4
Procurement Card Document transactions with a created date of 7/4/19 and earlier will post to June 2019 (Period 12).