Important Fiscal Close Deadlines and Dates

Questions regarding the deadlines below may be directed to your department's financial manager or the relevant Accounting and Fiscal Services office (unless otherwise indicated).

Date Details

May 16

KFS Requisition and PO

2017-18 Fiscal Year appears in drop-down box on KFS Requisition and PO. (Use for payments processed after July 1.) Contact Central Purchasing for questions.

May 19

Interlocation Transfer of Funds

Departments transferring funds to the Office of the President or another campus must submit their request to the Budget Office by May 19. This will be the FINAL input for the 2016-17 fiscal year.

June 2

Facilities Management Requisitions – Major Jobs

Facilities Management will process encumbrances for all approved project funding forms received by June 2 for the 2016-17 fiscal year.

June 2

Facilities Management Lien Adjustments

Please review your organization’s current Encumbrance Report and May ledger to identify Facilities Management recharge services where a lien adjustment (increase or decrease) may be necessary. These will appear as document type Internal Encumbrance (IE) and as an Internal Billing Internal Encumbrance (IBIE) transaction in the Encumbrance Report. Prior to June 2, send an email to fmpac@uci.edu providing details so that Facilities Management can process an encumbrance adjustment as appropriate.

June 5

High Value or Contract Requisitions

Last recommended day to submit a High Value or Contract Requisition to ensure Central Purchasing has sufficient processing and lead time to post in FY 2016/17. Please call Central Purchasing for time-sensitive transactions (949-824-4040).

June 5

POA for High Value, Contract, or Recurring Payment POs

Last recommended day to request Central Purchasing to process a POA for High Value, Contract, or Recurring Payment POs. Comply with this deadline to ensure Central Purchasing has sufficient processing and lead time to post in FY 2016/17. Please call Central Purchasing for time-sensitive transactions (949-824-4040).

June 19

PALCard Purchases

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

June 21

Payroll Time Reporting – Bi-weekly Payroll ending 06/17/17 (B1)

Last day to enter leave usage for period 6/4 – 6/17 on the biweekly IDTC roster.

June 21

Payroll Employee Database (EDB) Deadline – Monthly Payroll ending 06/30/17 (MO)

All new hires, reclassifications, promotions, rate changes, and funding changes for automatically paid monthly employees must be entered into the EDB by this date to be reflected on the 07/01/17 check date.

June 22

Payroll – First Deadline for:

  • Payroll Expense Transfers
  • Late/Reduce Pay
  • Additional Pay adjustment transactions

In order to be reflected in June payroll ledger, these transactions should be prepared and scheduled for processing no later than June 22, using Pay Cycle "B1" and Pay Period End Date "061717" in the EDAT submenu within PPS (Payroll/Personnel System).

June 23

Travel and Event Management (TEM) – All Forms

TEM transactions that are “SUBMITTED,” “SCANNED,” and “APPROVED” by Travel Accounting by 4 p.m. on June 23 will be recorded as expenses for 2016-17.

PLEASE NOTE: If you miss the June 23 deadline, DO NOT hold the documents. Submit your TEM transaction and send your documents and receipts to scanning immediately. The Accounting office will make every effort to post them to the June ledger. DO NOT submit New Year (FY 2017-18) transactions until July 1.

June 23

Disbursement Vouchers (DV)

Disbursement Vouchers that are "SUBMITTED," "SCANNED," and "APPROVED" by Accounting by 4 p.m. on June 23 will be recorded as expenses for 2016-17.

PLEASE NOTE: If you miss the June 23 deadline, DO NOT hold the documents. Submit your documents and receipts to scanning immediately. The Accounting office will make every effort to post them to the June ledger. DO NOT submit New Year (FY 2017-18) transactions until July 1.

June 23

Fulfilled POs or RPPOs with Remaining Balances

Last day to request appropriate Central Purchasing Buyer and Contract Analyst to close fulfilled (no remaining payments, goods or services) POs or RPPOs with remaining balances to release funds. Comply with this deadline to ensure Central Purchasing has sufficient processing and lead time to post in FY 2016/17. Please call Central Purchasing for time-sensitive transactions (949-824-4040).

June 23

Payroll Time Reporting – Monthly Payroll ending 06/30/17 (MO)

Last day to enter May 2017 leave time usage for monthly employees using the Leave Roster section of the Time Collection (IDTC) screen.

June 26

Payroll – Second Deadline for:

  • Payroll Expense Transfers
  • Late/Reduce Pay
  • Additional Pay adjustment transactions

In order to be reflected in June payroll ledger, these transactions should be prepared and scheduled for processing no later than June 26, using Pay Cycle "MO" and Pay Period End Date "063017" in the EDAT submenu within PPS (Payroll/Personnel System).

June 29

TouchNet Marketplace Credit Card Transactions

Last day for TouchNet Marketplace transactions to be included in the 2016-17 fiscal year. TouchNet transactions post to the ledger the day after they are received, therefore any payments received on June 30 or later will post to the new fiscal year. For more information, please contact the Payment Card Services group at pcsgroup@uci.edu.

June 30

In-Store PALCard Purchases

Last day for in-store PALCard purchases. Please contact PALCard Administration for questions.

June 30

Low Value POs

  • Last day to approve and encumber funds for Low Value POs.
  • Last day to finalize any POAs for Low Value POs.
  • Last day for Contract Managers to close fulfilled (no remaining payments, goods, or services) Low Value POs with remaining balance to release funds.

Contact Central Purchasing for questions.

June 30

Deposits to Campus Central Cashier

To ensure the recording of deposits for 2016-17, 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. Actual deposits must be physically received by the Central Cashier by 1 p.m. on June 30. Deposits with discrepancies will be rejected online, so please be sure to check your deposits for accuracy before submitting and delivering to the Central Cashier to avoid a possible delay in processing.

Central Cashier will close at 1 p.m. on June 30 to ensure the processing of all deposits received on that date.

June 30

Intercampus Recharges

Any department that plans to recharge another campus for services or materials supplied in 2016-17 should transmit the information to the Accounting Office by 4 p.m. on June 30. These will be processed against the 2016-17 departmental account. Intercampus recharges received AFTER 4 p.m. June 30 will be recorded in the 2017-18 year.

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

June 30

Last Day to Encumber Funds

Funds must be encumbered using a PO finalized by June 30 for the encumbrance to be included in the 2016-17 fiscal year. High Value and Recurring Payment Requisitions require additional lead time – see the Purchasing fiscal close guidelines for details.

June 30

Last Day to Disencumber Funds

Funds must be disencumbered using a PO Close or Travel Authorization Close by June 30 for the encumbrance to be released in the 2016-17 fiscal year. Contract Managers and Fiscal Officers may close spent-out POs via the ‘close order’ button, to release 2016-17 encumbrances. Closing an order can only be done when no more payments are expected.  Closing a Travel Authorization should be done when no further Travel Reimbursements are expected to be submitted.

June 30

PDP Cutoff

The PDP cut-off date for June 2017 business is June 30. This affects all units that send files to PDP (e.g., CE, Library, SBS, Medical Center).

July 1

PALCard Purchases

PALCard purchases made on or after this date encumber FY 17/18 funds. Please contact PALCard Administration for questions.

July 3

Payroll – Third Deadline for:

  •  Payroll Expense Transfers

Absolute last chance for:

  • Late/Reduce Pay
  • Additional Pay adjustment transactions
  • June 2017 Z payments for the School of Medicine

In order to be reflected in June payroll ledger, these transactions should be prepared and scheduled for processing no later than July 3, using Pay Cycle “XX” and Pay Period End Date "060117" in the EDAT submenu within the Payroll/Personnel System (PPS).

This is the absolute last Pay Cycle to be used for Late/Reduce Pay and Additional Pay Adjustment to be included in 2016-17 business. Any payroll that is not paid out by the July 3 XX cycle deadline will not be accrued into the 2016-17 fiscal year.

July 4

PALCard Reconciliation (PCDO)

Last FY 2016/17 PCDO Created date. Please contact PALCard Administration for questions.

July 5

Payroll Expense Distribution Ledgers (PPP5302)

June 2017 Activity

Online viewing and download will be available on July 5 from the Electronic Document Library (EDL). (Includes accrual for the June B2 payroll cycle)

July 5

Inventories

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.

July 5

University Invoices (Sundry Debtor Bills)

Bills for services rendered through June 30 must be submitted online through CBSO and forwarded to Financial Services no later than July 5 so that 2016-17 accounts can be credited. University Invoices received AFTER July 5 or that have a July invoice date will be recorded in the 2017-18 fiscal year.

July 5

Recharges, Including Internal Billing (IB), Service Billing (SB), and Distribution of Income/Expense (DI) Documents

All recharges, including IB, SB, and DI documents, must be submitted by July 5 to be included in 2016-17 departmental accounts. Any recharges on DI documents that have not been completely approved by July 7 will be disapproved. All submitted IB documents will be auto-approved on July 7. Saved IB, SB, and DI documents that have not been submitted by July 5 will also be cancelled.

July 5

Feeder System Cut-Off

The Feeder System cut-off date for June 2017 business is July 5. This is mandatory to allow departments two days to make adjustments in their accounts before July 7, 2017. Any recharges uploaded after July 5 will be posted to KFS Fiscal Period 01 (July) in the new 2017-18 fiscal year on July 17.

July 6

Payroll – Final Deadline for:

  •  Payroll Expense Transfers

In order to be reflected in June/July payroll ledger, these transactions should be prepared and scheduled for processing no later than July 6, using Pay Cycle “XX” and Pay Period End Date "070317" in the EDAT submenu within the Payroll/Personnel System (PPS).

Reminder: Only Payroll Expense Transfers encoded with a Pay Period End Date of 06/30/17 or earlier will be processed into the June/July payroll ledger. DO NOT process any other transactions on this cycle (LX, RX, AP, FT). THEY WILL BE DELETED.

This is the absolute last Pay Cycle to be used for expense transfers to be included in prior year business. Ledgers will be updated with these payroll transactions on July 7.

July 6

Invoices from Vendors

Charges under Specific Purchase Orders
Invoices should be submitted to the Accounting office by 4 p.m. on July 6. The Accounting Office will process those invoices and the expenses will be recorded in the June Preliminary General Ledger.

If you miss the July 6 deadline, DO NOT hold the invoices. Send your invoice to the Accounting Office immediately. Accounting will make every effort to post them to the June ledger.

July 6

Invoice processing deadline for FY 2016-17

Fiscal Year 2016-17 invoices must be received in Accounts Payable no later than July 6. Any invoices for 2016-17 services or dates that are not processed by July 6 must be accrued by the department if the expense is greater than $10,000. See the Actions/Information page for capitalized equipment and plant/capitalized construction costs exceptions.

July 7

Payroll Expense Distribution Ledgers (PPP5302) in EDL

Online viewing and download will be available on July 7 from the Electronic Document Library (EDL).

July 7

PALCard Reconciliation (PCDO)

Last day to approve PCDOs. (Unapproved PCDOs will auto-send after 8 p.m.) Please contact PALCard Administration for questions.

July 7

General Error Corrections (GECs)

Last day to process GEC for June (Period 12) preliminary ledger. (GEC will remain open during the Period 12 interim ledger.)

July 8-14

Accruals, Budget Alignment, and Final Error Corrections

Regular department closing activities should be finished by July 7. The period from July 8-14 should be used for final necessary accruals, final budget alignments, and final error corrections.

EXPENSE ACCRUALS ARE TO BE FOR $10,000 OR MORE PER INVOICE, TRAVEL VOUCHER, RECHARGE, ETC. See the Actions/Information page for capitalized equipment and plant/capitalized construction costs exceptions.

July 8–14

Accruals

All accruals, except Payroll, are required to be entered using the YEDA document. Goods and services received by June 30, 2017, and not processed/approved by AP 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 from July 8 to July 14.

July 8–14

AP Deferrals (Deferred Expense)

The cutoff for all Accounts Payable deferrals is July 14. Expenses deferred from June paid invoices must be reflected as expenses on the July ledger.

July 8–14

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

Expenses including travel incurred in 2016-17 fiscal year for airfare (including round trip costs), meals, lodging, foreign per diem, etc. normally processed in TEM, should be accrued. Departments can accrue expenses using the YEDA document from July 8 to July 14.

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 to be an advance rather than an expense for financial reporting purposes.

July 14

Income/Recharge Budget Alignment

UCI requires all accounts to end the fiscal year with an income variance of zero. Income must be aligned with budget to the extent of KFS Chart/Account/Object. Recharges only need to be budgeted by Chart/Account. This must be done by July 14. See the Guide to Budgeting for Income for more information.

July 14

***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 or AV document. Also, expenses for goods and services received prior to July 1, 2017, must be accrued.

PLEASE NOTE:  Interdepartmental recharge income and expense will not be allowed to be accrued unless the offsetting department agrees to the accrual. Contact Srey Tung at 949-824-4460 or wtung@uci.edu if you have any questions.

July 14

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 status to be included in the period.

At the end of the day on July 14, any GEC, BA, BAT, YEDA, AV, or DI documents for Period 12 and Period 1 of 2017/2018 that are not in Final status will be canceled by the system. It is recommended that any fiscal year 2017/18 documents be initiated after July 14 to avoid unintended system cancelation. If a transaction in a canceled document should be recorded in Period 1, it will have to be re-entered or copied.

Early August

Final 2016-17 Ledgers will be Available

Period 13 will be used by Central Accounting to record FYE entries required by OP and UCI policy. It will close on July 28. Final 2016-17 ledgers will be available for departments (including Period 13) in Decision Support shortly thereafter.

August 7

July (Period 1) Ledger

The July 2017 period will close on Monday, Aug. 7.