| Topic |
What to do |
| 1 |
Purchase order requisitions (paper/ online) |
- To ensure requisitions are processed for the current fiscal year (2007-2008), submit them to Purchasing no later than the dates indicated.
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| 2 |
Low value purchase orders (paper/ online) |
- To ensure purchase orders are processed for the current fiscal year (2007-2008), submit them to Purchasing no later than the dates indicated.
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| 3 |
Work order requests |
- In order to be recorded as current fiscal year (2007-2008) encumbrances or expenditures, submit work order requests to Physical Plant Services by the date indicated. Work order requests must describe specific work that is to be performed.
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| 4 |
Payroll: Newly hired or changed status employees |
- Final dates for online Payroll Personnel System (PPS) entries to establish new employee or change employee status for monthly-rated employees’ June 25, 2008, pay date and for hourly-rated employees’ June 30, 2008, pay date are indicated.
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| 5 |
Payroll |
- Online timekeeping entries for June will be due on the dates indicated for both monthly-rated and hourly-rated employees. Entries should include payment for all services rendered in June.
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| 6 |
Payroll expense transfers (PETs) |
- In order for transfers to appear in the June preliminary operating ledger and in the June Distribution of Payroll Expense (DOPE), submit PETs to Payroll or Office of Post Award Financial Services (OPAFS) by the dates indicated.
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| 7 |
Marketplace Preview |
- All Marketplace Preview requisitions for custom and stock items received by Marketplace Preview by the dates indicated will be recorded as expenditures or encumbrances in the June preliminary operating ledger.
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| 8 |
Sub cashiers |
- All cash received on campus and at the Medical Center prior to the close of the last business day in June must be recorded as current fiscal year (2007-2008) business. The Central Cashier's office will be open for deposits until 2 p.m. on the last business day in June. UCSD Medical Center sub cashiers are requested to make their deposits by 3 p.m. on the last business day of June. The UCSD Medical Center pharmacy and cafeteria are exempt from this provision and will make their final June deposits by 9 a.m. on the first business day in July.
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| 9 |
Transfer of funds |
- Permanent transfer of funds affecting academic salaries expense account 60xxxx must be entered online by 10 a.m. on the date indicated.
- Permanent transfer of funds affecting staff salaries expense account 61xxxx must be entered online by 1 p.m. on the date indicated.
- Permanent transfer of funds affecting expense accounts 62xxxx through 69xxxx must be entered online by 1 p.m. on the date indicated.
- Current year transfers of funds affecting expense accounts 60xxxx through 69xxxx must be completed by the date indicated.
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| 10 |
For funds monitored by OPAFS |
- Electronic Non-Payroll Expense Transfers (ENPETs) requiring OPAFS approval must be entered online and a copy of the ENPET summary and backup documentation must be received by OPAFS by the date indicated to be recorded in the June preliminary operating ledger.
- Budget allocations (EMF template, journal rule class BA13), budget realignments (EMF template, journal rule class B013) and financial journals (EMF template, journal rule class FE53) must be entered online by the date indicated to be recorded in the June preliminary operating ledger.
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| 11 |
For funds not monitored by OPAFS |
- Budget adjustment journals (GEN template, journal rule class BG13), financial journals (GEN template, journal rule class FG53), ENPETd must be entered online by the date indicated to be recorded in the June preliminary operating ledger. Please note that budget adjustment journals cannot be used to affect budgeted funds monitored by the Campus Budget Office (refer to item 9).
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| 12 |
Recharges (automated) |
- Campus recharge activities for which recharges are processed by Administrative Computing should submit electronic files to Administrative Computing by 1 p.m. on the date indicated. For activities having significant work-in-progress, the files should include recharges for work completed through June 30.
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| 13 |
Recharges (online) |
- Campus recharge activities that process their own recharges online should complete their processing by the date indicated. For activities having significant work-in-progress, recharges for work completed through June 30 should be included.
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| 14 |
University invoices (ISIS AR) |
- University invoices (billings) received by Student Business Services by the date indicated with an effective date of June 30 or prior will appear in the June preliminary operating ledger.
Note: the effective date on the invoices must be the date when the services were provided or the goods shipped.
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| 15 |
Establish/ augment capital improvement projects |
- Departments/ units must send a written request to Capital Planning, Mail Code 0915, no later than the date indicated in order to:
- Establish new FY 2007-2008 projects
- Affect existing projects which require augmenting, substitution of funding, or return of funds to originating source
Note: Capital improvement projects are represented by organization numbers 96xxxx.
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| 16 |
Intercampus recharges |
- Activities recharging other UC campuses must submit recharge documents (form 2059) to General Accounting by the date indicated.
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