Supporting Documentation for Accruals and Deferrals

Sent to the AFS-Update mailing list on July 14, 2020

UCI's central General Accounting team is busy reviewing all of the accruals and deferrals being submitted this week. To ensure these transactions can be approved as efficiently as possible, the team is urging everyone to make sure all relevant supporting documents are attached to your Year-End Department Accrual (YEDA) e-documents. Specifically, we are checking to see if you have provided the following:

  • A brief explanation for why you are submitting your accrual or deferral. The explanation must be very clear (i.e. to an outside auditor) as to why the accrual or deferral is needed.
  • For accruals – An invoice and other supporting documents must be provided that verifies that the goods/services were received or provided during fiscal year 2020 but booked in fiscal year 2021.
  • For deferrals – An invoice and other supporting documents must be provided that verifies the goods/services were received or provided in fiscal year 2021 but booked in fiscal year 2020.

Please also provide any workbooks that contain calculations that support the entry. Backup documents should be attached using the Notes & Attachments tab in the YEDA document. For more information about accruals and deferrals, see our last communication. And don't forget that the deadline for all YEDA documents is 4 p.m. on Friday, July 17.

If you have questions about creating accruals and deferrals, please discuss the potential transaction with your organization's financial management and then contact General Accounting as needed.

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