Accounting News and Announcements

Below is an archive of announcements from the Accounting & Fiscal Services department. Information on how to sign up for these emails is to the right.

July 2024

• 7/11 - TRS Upgrade: Clear Your Browser Cache
  it is recommended that all users clear browser cache prior to accessing ...
• 7/11 - Period 12 of FY 2023-24 Closes Monday, July 15
  Period 12 of the 2023-24 fiscal year will close on Monday, July 15. Once the fiscal year is closed, no further corrections can be made to fiscal year funded General Ledger transactions.
• 7/10 - Reimbursement of PFCB Costs for FY 2023-2024
  Campus fiscal officers may find a reimbursement for the cost of the Pay for Family Care and Bonding (PFCB) program reflected in their department’s June 2024 Period 12 ledgers.
• 7/8 - Accounting & Fiscal Services Update – Interim Week
  The YEDA e-document will be available for use starting Tuesday, July 9. Accrual and deferral entries are recorded based on a materiality threshold, which is $10,000 for FY 2023-24.

June 2024

• 6/27 - Accounting & Fiscal Services Update – End of Fiscal Year
  In this message: Accounting Periods During FYE, Budgeting Income, Reserve Transfers, KFS Classes for FYE
• 6/24 - Accounts Payable Update for June
  Campus offices should send ALL FedEx invoices to accounts-payable@uci.edu for processing. Do not process a disbursement voucher (DV) to pay invoices from FedEx as this creates duplicate payments.
• 6/24 - Deadline for Deposits & CODs is 1 p.m. on June 28
  All deposits and information for CODs (Cash Online Deposits) must be submitted by 1 p.m. on Friday, June 28 to be recorded for FY 2023-24. Please check your deposits for accuracy before submitting.
• 6/20 - Central Cashiering Office in Aldrich Hall Going Cashless on July 1
  Starting on July 1, 2024, Financial Services Central Cashiering will stop accepting in-person payments at the windows in Aldrich Hall and will no longer accept cash deposits of any kind.
• 6/13 - New KFS Decision Support Class // Recently Updated Reports
  Designed for beginners who are just getting started with financial reporting at UC Irvine, the new KFS: Decision Support – Reporting Overview course is our newest learning opportunity.
• 6/10 - Fiscal Close Deadline for TEM and DV is June 14
  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 14, to be recorded as expenses for FY 2023-24.

May 2024

• 5/22 - Campus Assessment Rates for FY 2024-25 Posted Online
  The Costing Policy and Analysis Office recently updated its website with the approved 2024-25 assessments for Composite Benefit Rate (CBR), Vacation Leave Assessment (VLA), and GAEL (General, Automobile, and Employment Practices Liability). Click the link below to view them.
• 5/16 - Accounts Payable & Travel Accounting Update for May
  With fiscal year end approaching quickly, be mindful that invoices for product and services that are provided prior to June 30, 2024, must have a valid purchase order for the invoice to be paid.
• 5/15 - LWOP Reporting for GSRs, TAs, and AIs: Implementation of I-618 Generator
  A new "I-618 Generator" tool is now available in TRS to help DTAs generate an I-618 file for UCPath Payroll processing.
• 5/2 - Register Now for Fiscal Close Workshops
  Attendees will learn all phases of accounting necessary for an effective fiscal close. Instructions reviewed will directly relate to fiscal close – financial and budget documents, key dates, overdrafts, encumbrances, and accruals and deferrals.
• 5/1 - 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 departments.

April 2024

• 4/29 - New Field Added to KFS Accounts: Program Number
  This new account attribute is used to connect KFS accounts with a formalized list of UC systemwide programs for the purposes of high-level financial reporting.
• 4/18 - UC Increases Lodging Reimbursement Maximum
  The lodging reimbursement cap for travel in the continental 48 states has increased to $333 per night before taxes and fees effective Jan. 1, 2024.
• 4/17 - Contracts & Grants Fund Accounting Series
  These classes are geared toward individuals that are relatively new to managing contract or grant award funds in a university setting but may also be helpful to all those that would like to refresh their knowledge of the current Federal regulations and research administration processes at UCI.
• 4/10 - New Director of General Accounting
  Accounting and Fiscal Services is pleased to announce the recruitment of Evajoy "EJ" Tito as our new Director of General Accounting.
• 4/5 - Biweekly Payroll Expense Will Post Late to March Reports
  March final balances – including biweekly payroll expense data – should be available in Decision Support on Wednesday, April 10.

March 2024

• 3/18 - New Process for Managing Contract & Grant Deficits
  Beginning at end of March, UCI will begin using a new annual process to clear deficits on all awards that ended in the prior fiscal year.
• 3/15 - New Look for the Accounting Office Website!
  After months of hard work and collaboration, our website has been revamped with a modern design that better reflects UCI's current branding, improves accessibility, and is easier to use on mobile devices.

February 2024

• 2/26 - Accounts Payable & Travel Accounting Update for February
  The University of California recently announced that the reimbursement rate for driving an automobile in connection with a move or relocation has changed to 21 cents per mile, effective Jan. 1, 2024.

January 2024

• 1/31 - Department Time Administrator (DTA) Newsletter
  Managing employee assignments and work schedules in TRS is very important, employees with new assignments cannot access or submit timesheets until they have been assigned both a Primary and Backup Supervisor in TRS.
• 1/24 - AP & Travel Accounting Update & Important Reminders for January
  The Internal Revenue Service announced an increase of the standard mileage rate to 67 cents per mile for business travel, an increase of 1.5 cents compared to last year. The new rate is effective for expenses incurred on or after Jan. 1, 2024.
• 1/8 - Contracts & Grants Fund Accounting Series
  These classes are geared toward individuals that are relatively new to managing contract or grant award funds in a university setting but may also be helpful to all those that would like to refresh their knowledge of the current Federal regulations and research administration processes at UCI.

December 2023

• 12/21 - UCPath General Ledger (GL) Downtime Jan. 4-8
  All UCPath General Ledger (GL) pages and functionality will be unavailable from Thursday, January 4, at 12 a.m. (midnight), to Monday, January 8, at 12:00 p.m. (noon).
• 12/14 - Winter Administrative Recess Holiday Schedule
  As previously communicated by Vice Chancellor Ramona Agrela, UCI will observe this year;s winter administrative recess & winter holidays based on the following schedule ...
• 12/13 - New Campus Financial Reports and More
  UCI recently launched three new reports that are now available to campus financial staff. These reports offer new data sources to explore and new ways to understand campus and departmental financial positions ...
• 12/5 - Calendar Year-End Information from Accounting & Fiscal Services
  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.

November 2023

• 11/29 - UCPath Backlog & 2023 Year-End Reminders
  The UCI Central Payroll Office sent out a Year-End communication to all Campus and Health employees this week. We are sending this follow-up communication to all UCI transactors to provide some additional reminders and important information ...
• 11/28 - Important 2023 Year-End Tax & Payroll Reminders
  As calendar year 2023 comes to a close, here are some important reminders and announcements related to your pay, tax documents, and benefits – some that may require action ...
• 11/28 - AP & Travel Accounting Update & Important Reminders for November
  Departments must submit all Acknowledgement of Patient Compensation forms along with a log of anonymous participants who received $600 or more to Accounts Payable no later than Jan. 12, 2024 ...
• 11/17 - Department Time Administrator (DTA) Newsletter
  This newsletter will be used to share monthly updates, important reminders, helpful tips, and other useful information with out campus DTAs ...
• 11/16 - Cognos Reports Migrate to the Cloud This Weekend
  OIT plans to migrate UCI's Cognos reports to a new cloud-based server over the weekend. While report functionality isn't changing, campus report users should be prepared for the following impacts ...

October 2023

• 10/31 - Employees with Multiple Jobs & Timesheet Profiles
  Important reminder to all DTAs about TRS behavior and known system limitations for employees who hold multiple jobs at UCI – this may be experienced with the newly added GSR and ASE populations.
• 10/17 - Contracts & Grants Fund Accounting Series
  These classes are geared toward individuals that are relatively new to managing contract or grant award funds in a University setting.
• 10/11 - Repeal of AB 1887 Travel Restrictions
  The UC Office of the President updated UC Policy G-28: Travel Regulations this week to reflect the repeal of California Government Code 11139.8 (AB 1887).
• 10/6 - GSRs, TAs, and AIs: Notifications for Monthly Time Reporting
  Now that these appointees are active in TRS, they may begin receiving notifications reminding them of time reporting deadlines for September dates.

September 2023

• 9/29 - Implementation of Leave Reporting for GSRs, TAs & AIs
  Effective for the pay period beginning on Oct. 1, 2023, individuals who hold appointments in the Graduate Student Researcher (GSR), Teaching Assistant (TA) or Associate Instructor (AI) positions will be required to report absences/leaves taken in TRS.
• 9/21 - Accounts Payable & Travel Accounting Update & Important Reminders for September
  Travelers are advised to use rental agencies with systemwide contracts because they include insurance coverage (Enterprise, National, Hertz) ...
• 9/19 - Welcoming Our New Associate Controller
  I am pleased to announce the appointment of Sheralin Klinthong as our new Associate Controller in Accounting & Fiscal Services.
• 9/18 - New in KFS: General Error Correction Express (GECX)
  The GECX is a limited-scope error correction document that works like the General Error Correction (GEC) but only allows you to modify fields used for internal department reporting.
• 9/18 - New Object Codes Requirements for IB & SB eDocs
  The Internal Billing (IB) and Service Billing (SB) eDocs were updated over the weekend to restrict what recharge object codes can be used when recharges cross charts (i.e., IR and MC chart codes) between income and expense.

August 2023

• 8/14 - Contracts & Grants Fund Accounting Series
  These classes are geared toward individuals that are relatively new to managing contract or grant award funds in a University setting.
• 8/1 - July Fiscal Period Data and Beginning Balances
  July final transactions should be available on Tuesday, Aug. 8. If any YEDA, YERA, AV, or YEAV e-documents impacted your department ledgers in June, you will see the reversals of those accruals and deferrals in your July ledger.

July 2023

• 7/27 - Update: Enhanced Features & Fixes for the PI Report
  We're excited to bring you the latest updates for the Principal Investigator (PI) Report. As always, we're dedicated to enhancing user experience and addressing any issues you may come across.
  
• 7/13 - Period 12 of FY 2022-23 Closes Friday, July 14
  During these final days, department financial managers should be reviewing ledgers and approving fiscal year-end Action List items before the deadline on July 14.
• 7/7 - Accounting & Fiscal Services Update – Interim Week
  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 14.

June 2023

• 6/28 - Accounting & Fiscal Services Update – End of Fiscal Year
  In this issue: Accounting Periods During FYE, Budgeting Income, Deadline for Deposits & University Invoices, Reserve Transfers, KFS Classes for FYE.
• 6/26 - New ZOT Account Login Process Starting June 28
  Staff will leave the Student ID# field empty and click the LOGIN Button. A new webpage will open at which point the staff member will enter their UCInetID and UCInetID password.
• 6/13 - Fiscal Close Deadline for TEM and DV is June 16
  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 16, to be recorded as expenses for FY 2023-24.
• 6/1 - Processing Direct Retros (Salary Cost Transfers) During Fiscal Year End
  UCPath recently announced they are extending the final deadline for processing Direct Retros (salary cost transfers) to Friday, July 7.

May 2023

• 5/10 - Register Now for Fiscal Close Workshops
  Registration is now open for the Accounting Department's upcoming Fiscal Year-End Close Workshops! Accounting will offer fiscal year-end close workshops in May and all workshops will be hosted on Zoom.

April 2023

• 4/24 - 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 departments.
• 4/21 - Fiscal Officer Approval Required on Subaward PREQs
  All Payment Requests (PREQ) for subaward Purchase Orders (POs) must now be approved by the fiscal officer before they will pay the recipient and post to the ledger.
• 4/4 - Accounts Payable & Travel Accounting Update & Important Reminders for April
  Many CTS and Corporate Cards are scheduled to expire this year. If your existing card has been activated, the account is “open” (not suspended or closed), and is scheduled to expire this year, the bank will automatically renew your card and send you a new card the month before the card is scheduled to expire.

March 2023

• 3/21 - Contracts & Grants Fund Accounting Series
  These classes are geared toward individuals that are relatively new to managing contract or grant award funds in a University setting, but may also be helpful to all those that would like to refresh their knowledge of the current Federal regulations and research administration processes at UCI.
• 3/8 - TRS Scheduled Maintenance Wednesday, March 8, 2023; New Missed Break Time Codes Available
  In accordance with CA Senate Bill 1334, new Missed Meal/Missed Break time codes will be added to TRS.
• 3/7 - TRS Scheduled Maintenance on March 9
  The Time Reporting System (TRS) will be down for maintenance starting at 5 p.m. on Thursday, March 9.

February 2023

• 2/9 - New Process for Creating Invoices for Non-Student Receivables Coming in March
  Financial Services is excited to announce that invoicing for non-student receivables – e.g., sundry debtors and third-party billing – will transition from Campus Billing System Online (CBSO) to Kuali Financial System Accounts Receivable (KFS AR) effective March 1, 2023.

January 2023

• 1/31 - 2022 W-2 Statements & Tax Reminders
  W-2 statements for wages earned in 2022 are now available for viewing/download in UCPath online.
• 1/26 - Accounts Payable & Travel Accounting Update & Important Reminders
  The Internal Revenue Service announced an increase of the standard mileage rate to 65.5 cents per mile for business travel, an increase of three cents.
• 1/18 - Contracts & Grants Fund Accounting Series
  Contracts and Grants Accounting offers several classes that focus on fund accounting processes for sponsored projects.