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 17

KFS Requisition and PO

2018-19 Fiscal Year appears in drop-down box on KFS Requisition and PO. (Use for Recurring PO or Contracts that start after July 1). Contact Procurement Services for questions (949-824-4040). 

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 2017-18 fiscal year.

June 1

High Value or Contract Requisitions

Last recommended day to submit a High Value or Contract Requisition to ensure Procurement Services has sufficient processing and lead time to post in FY 2017/18. Please call Procurement Services for time-sensitive transactions (949-824-4040).

June 1

POA for High Value, Contract, or Recurring Payment POs

Last recommended day to request Procurement Services to process a POA for High Value, Contract, or Recurring Payment POs. Comply with this deadline to ensure Procurement Services has sufficient processing and lead time to post in FY 2017/18. Please call Procurement Services for time-sensitive transactions (949-824-4040).

June 1

UCIBuy Catalog Requisitions in KFS à Automatic Purchase Order (APO) and/or High Value PO

Last recommended day for generating Catalog Requisitions exceeding the APO limit ($5000), or containing any potential restricted item(s), as approvals will be subject to High Value PO lead times as determined by Procurement Services. Please call Procurement Services 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 20

Payroll Time Reporting – Bi-weekly Payroll ending 06/16/18 (B1)

Last day to enter leave usage for period 6/3 – 6/16 on the biweekly IDTC roster.

June 20

Payroll Employee Database (EDB) Deadline – Monthly Payroll ending 06/30/18 (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 06/29/18 check date.

June 21

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 21, using Pay Cycle "B1" and Pay Period End Date "061618" in the EDAT submenu within PPS (Payroll/Personnel System).

June 22

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 2017-18.

PLEASE NOTE: If you miss the June 22 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 2018-19) transactions until July 1.

June 22

Disbursement Vouchers (DV)

Disbursement Vouchers that are "SUBMITTED," "SCANNED," and "APPROVED" by Accounting by 4 p.m. on June 22 will be recorded as expenses for 2017-18.

PLEASE NOTE: If you miss the June 22 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 2018-19) transactions until July 1.

June 22

Fulfilled POs or RPOs with Remaining Balances

Last day for appropriate Procurement Services Contract Manager/Contract Analyst to close fulfilled (no remaining payments, goods or services) POs or RPOs with remaining  balances to release funds. Comply with this deadline to ensure Procurement Services has sufficient processing and lead time to post in FY 2017/18. Please call Procurement Services for time-sensitive transactions (949-824-4040).

June 22

Payroll Time Reporting – Monthly Payroll ending 06/30/18 (MO)

Last day to enter May 2018 leave time usage for monthly employees using the Leave Roster section of the Time Collection (IDTC) screen.

June 25

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 25, using Pay Cycle "MO" and Pay Period End Date "063018" in the EDAT submenu within PPS (Payroll/Personnel System).

June 28

TouchNet Marketplace Credit Card Transactions

Last day for TouchNet Marketplace transactions to be included in the 2017-18 fiscal year. TouchNet transactions post to the ledger the day after they are received, therefore any payments received on June 29 or later will post to the new fiscal year. For more information, please contact the Payment Card Services group at pcsgroup@uci.edu.

June 28

In-Store PALCard Purchases

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

June 29

Low Value POs & Encumbrances

  • Last day to approve and encumber funds for Low Value POs for FY 2017/18.
  • Last day to finalize any POAs for Low Value POs or APOs (through UCIBuy).
  • Last day for Contract Managers to close fulfilled (no remaining payments, goods, or services) Low Value POs with remaining balance to release encumbered funds.

Contact Procurement Services for questions.

June 29

Deposits to Campus Central Cashier

To ensure the recording of deposits for 2017-18, 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 29. Actual deposits must be physically received by the Central Cashier by 1 p.m. on June 29. 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 29 to ensure the processing of all deposits received on that date.

June 29

Intercampus Recharges

Any department that plans to recharge another campus for services or materials supplied in 2017-18 should transmit the information to the Accounting Office by 4 p.m. on June 29. These will be processed against the 2017-18 departmental account. Intercampus recharges received AFTER 4 p.m. June 29 will be recorded in the 2018-19 year.

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

June 29

Last Day to Encumber Funds

Funds must be encumbered using a PO finalized by June 29 for the encumbrance to be included in the 2017-18 fiscal year. High Value and Recurring Payment Requisitions require additional lead time – see the Purchasing fiscal close guidelines for details.

June 29

Last Day to Clear Department PO Encumbrances

Departments should clear out any old or invalid leftover encumbrances before year end.   Purchase Orders (PO) that are open with future expected payments or credits after July 1 should remain open.  Only those without expected future activity should be closed or voided by June 29.

To Close a PO, Fiscal Officers and Contract Managers can go in to the PO and select the ‘Close Order’ button to close and release all remaining encumbrances.  To Void a PO, the Contract Manager can go in to the PO and select the ‘Void Order’ button, when there has been no prior activity on the PO.  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).  For questions regarding encumbrances, please email kfs@uci.edu.

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 affect FY 2018/19 funds and will not appear in KFS until after FY 2017/18- Period 12 Closes. Please contact PALCard Administration for questions. PALCard@uci.edu

July 2

Payroll – Third Deadline for:

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

Absolute last chance for:

  • June 2018 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 2, using Pay Cycle “XX” and Pay Period End Date "060118" in the EDAT submenu within the Payroll/Personnel System (PPS).

July 3

Payroll Time Reporting Deadline for Bi-Weekly Payroll Ending 06/30/18 (B2)

Last day to enter leave usage for period 6/17 - 6/30 on the biweekly IDTC roster.

July 3

PALCard Reconciliation (PCDO)

Last FY 2017/18 PCDO Created date. Please contact PALCard Administration for questions. PALCard@uci.edu

July 3

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 3

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 3 so that 2017-18 accounts can be credited. University Invoices received AFTER July 3 or that have a July invoice date will be recorded in the 2018-19 fiscal year.

July 5

Deadline to Close Travel Authorizations & Release Encumbrance for FY 2017-18

All Travel Authorization Close (TAC) documents (to release encumbrances for FY 2017-2018) may be submitted by July 5 to clear entries for the 2017-2018 Fiscal Year.  Travel Reimbursements for FY 2017-18 trips have a much earlier deadline, to report and expense out a trip.  Travel Authorization Close documents may be manually submitted by Arrangers going in to the Travel Authorization 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 IE (Internal Encumbrance) entries (the Reference Document Number is the Trip Number).

July 5

Payroll – Fourth Deadline for:

  •  Payroll Expense Transfers

Absolute Last Chance for:

  • 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 July 5, using Pay Cycle “B2” and Pay Period End Date "063018" 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 2017-18 business. Any payroll that is not paid out by the July 5 XX cycle deadline will not be accrued into the 2017-18 fiscal year.

July 6

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 6 to be included in 2017-18 departmental accounts. Any recharges on DI documents that have not been completely approved by July 6 will be disapproved. All submitted IB documents will be auto-approved on July 6. Saved IB, SB, and DI documents that have not been submitted by July 6 will also be cancelled.

July 6

Feeder System Cut-Off

The Feeder System cut-off date for June 2018 business is July 6. This is mandatory to allow departments two days to make adjustments in their accounts before July 11, 2018. Any recharges uploaded after July 6 will be posted to KFS Fiscal Period 01 (July) in the new 2018-19 fiscal year on July 19.

July 6

Payroll Expense Distribution Ledgers (PPP5302) in EDL

June 2018 Activity

Online viewing and download will be available on July 6 from the Electronic Document Library (EDL).

July 9

Invoices from Vendors

Charges under Specific Purchase Orders
Invoices should be submitted to the Accounting office by 4 p.m. on July 9. The Accounting Office will process those invoices and the expenses will be recorded in the June Preliminary General Ledger.

If you miss the July 9 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 9

Invoice processing deadline for FY 2017-18

Fiscal Year 2017-18 invoices must be received in Accounts Payable no later than July 9. Any invoices for 2017-18 services or dates that are not processed by July 10 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 9

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 9, using Pay Cycke "XX" and Pay Period End Date "063018" in the EDAT submenu within the Payroll/Personnel System (PPS).

Reminder: Only Payroll Expense Transfers encoded with a Pay Period End Date of 06/30/18 or earlier will be processed into the June/July 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 10.

July 10

Payroll Expense Distribution Ledgers (PPP5302) in EDL

Online viewing and download will be available on July 10 from EDL.

July 11

PALCard Reconciliation (PCDO)

Last day to approve PCDOs.  All Unapproved PCDOs will auto-send after 8 p.m., regardless of date created. Please contact PALCard Administration for questions. PALCard@uci.edu

July 11

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 12-18

Accruals, Budget Alignment, and Final Error Corrections

Regular department closing activities should be finished by July 11. The period from July 12-18 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 12–18

Accruals

All accruals, except Payroll, are required to be entered using the YEDA document. Goods and services received by June 30, 2018, 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 12 to July 18.

July 12–18

AP Deferrals (Deferred Expense)

The cutoff for all Accounts Payable deferrals is July 18, at 4pm. As a general rule, expenses that are deferred on invoices paid in June should be reflected on the July ledger.

July 12–18

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

Expenses including travel incurred in 2017-18 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 12 to July 18.

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 18

Income/Recharge Budget Alignment

UCI requires all KFS control accounts (UCnnnnn) 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 FY 17-18 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 code (0008) by Account/Sub-Account in FY 18-19 Period BB.  Income budget alignment entries on control accounts (and on non-control accounts, if desired) must be complete by July 18. See the Guide to Budgeting for Income for more information.

July 18

***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.

July 18

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 18, any GEC, BA, BAT, YEDA, AV, or DI documents for Period 12 and Period 1 of 2018/2019 that are not in Final status will be canceled by the system. It is recommended that any fiscal year 2018/19 documents be initiated after July 18 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 2017-18 Reports 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 August 1. Final 2017-18 reports 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.