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.
April 2025
- 4/15 - DCP & 2025 FICA Correcting Entries
In mid-2024, the UCPath Center (UCPC) informed employees about corrections to FICA tax deductions for those who changed from student (FICA exempt) to non-student status between 2019 and March 2024. - 4/10 - Annual Contract & Grant Deficit Clearing Process
This month, UCI will begin the annual process of clearing deficits on all awards that ended in the prior fiscal year. - 4/7 - 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 9. - 4/4 - Sales & Services Indirect Cost Recovery Updates
The Accounting Office has updated our website to provide clearer guidance on the accounting entries of indirect cost recovery from Sales & Services of Educational Activities.
March 2025
- 3/20 - Accounts Payable & Travel Accounting Update for March
UCI Procurement in collaboration with Accounts Payable has launched Payment Plus, a new program in partnership with U.S. Bank that automates supplier payments via Visa commercial cards ... - 3/18 - KFS Adds Automatic Routing of Senior Executive Reimbursement Approvals
Effective immediately, KFS will automatically route reimbursements to the approval team for approval whenever it detects that the payee is one of the defined titles which includes vice chancellors, most deans, the university librarian, and the CEO of UCI Health. - 3/6 - Contracts & Grants Fund Accounting Series
Contracts and Grants Accounting offers several 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. - 3/4 - Department Time Administrator (DTA) Newsletter - February 2025
A key DTA responsibility is ensuring all timesheets are submitted and approved within TRS deadlines and processed in accordance with the UCPath payroll processing calendar. To assist in meeting this goal, Central Time Administration will be emailing you lists of timesheets in various statuses requiring action.
February 2025
- 2/5 - KFS Downtime Over President's Day Weekend
KFS will go offline for a scheduled database migration starting at 5 p.m. on Friday, Feb. 14. The KFS Team expects the migration will be completed by the end of the day on Monday, Feb. 17.
January 2025
- 1/31 - TRS Reporting: Training, Resources, and Support for ASEs, GSRs, Postdoctoral Scholars and Academic Researchers
Later today, UCI Central Payroll will send communications to all ASEs (AIs, TAs, Readers, and Tutors), GSRs (including GSR Trainees and GSR Fellows), Postdoctoral Scholars, and Academic Researchers with an active TRS assignment, reminding them of their TRS reporting responsibilities. - 1/28 - Accounts Payable & Travel Accounting Update for January
The Internal Revenue Service announced an increase of the standard mileage rate to 70 cents per mile for business travel, an increase of three cents ... - 1/10 - Reporting Protected Sick Leave in TRS: New Time Entry Codes Now Available
Effective immediately, eligible employees are now able to enter Protected Sick Leave in TRS using the newly created Sick Protected (Non FML) time entry code.
December 2024
- 12/18 - Important 2024 Year-End Tax & Payroll Reminders
As we near the end of 2024, please take note of these important reminders and announcements regarding your pay, taxes, and benefits. Some may require your action ... - 12/16 - Updated Campus Financial Reports and More
UCI recently updated a number of reports that are now available to campus financial staff. These reports offer enhancements to their usability, making it easier to dig into and understand campus and departmental financial positions. - 12/10 - 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 ... - 12/9 - TRS Deadline Changed for PPE 12/21/24 Due to Holidays
Due to the upcoming holidays and to accommodate UCPath processing schedules, the TRS deadlines for bi-weekly pay period ending 12/21/24 have been changes as follows ...
November 2024
- 11/25 - UCPath November Release
The November release includes enhancements to how our campus and UCI Health hire and run General Ledger (GL) processes. It also assists with inter-location security maintenance. - 11/22 - Calendar Year-End Deadlines and Information
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. - 11/15 - Accounts Payable & Travel Accounting Update for November
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.
October 2024
- 10/7 - Payroll Expense Will Post Late to September Reports
September final balances – including biweekly payroll expense data – should be available in Decision Support on Wednesday, Oct. 9.
September 2024
- 9/24 - Important 2024 Year-End Tax & Payroll Reminders
As we near the end of 2024, please take note of these important reminders and announcements regarding your pay, taxes, and benefits. Some may require your action ... - 9/17 - Accounts Payable Update for September
Great news from JetBlue! UC travelers can now use exclusive day-of-travel benefits to ensure a comfortable journey. Perks available for tickets booked under the UC contract include ... - 9/16 - 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 ... - 9/4 - New Director of Extramural Funds Accounting
Accounting and Fiscal Services is happy to announce the recruitment of Alice Han as our new Director of Extramural Funds Accounting effective Monday, Sept. 9.
August 2024
- 8/20 - 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 ... - 8/2 - July Fiscal Period Data and Beginning Balances
July final transactions should be available for viewing in Decision Support on Thursday, Aug. 8. If any YEDA, YERA, AV, or YEAV e-documents impacted your department ledgers in June as part of fiscal year-end close, you will see the reversals of those accruals and deferrals in your July (fiscal period 01) ledger.
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.