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Fiscal Closing 2017–2018: Departmental Action and Cutoff Dates

Find a list of actions and cutoff dates for fiscal closing.

Dates on this page are subject to change during May of each fiscal year, and are updated as new information becomes available. Refer back to this page at regular intervals.

Due date Due in to Departmental action

May 15

Campus Budget Office

Interlocation transfers of funds

May 22

Payroll

Online timekeeping entry deadline date (hourly rated employees) for 5/30/18 pay date 

June 4

IPPS - Strategic Procurement & (Marketplace)

All Marketplace requisitions (except *Subawards) requiring approval by a Professional Buyer (>$5k for non-contracted suppliers; > $10K for contracted suppliers) *Subawards are processed by OCGA, and do not have a deadline.

June 6

Payroll

Online timekeeping entry deadline date (hourly rated employees) for 6/13/18 pay date 

June 7

Payroll

PPS final date to establish new employee or change employee status for hourly rated employees’ 6/13/18 pay date

June 8

IPPS - Disbursements (PDF)

Marketplace - All supplier information forms received by June 8th will be added to Marketplace by June 30th or earlier(keep in mind the deadline dates for iRequest requiring Buyer approval - see IPPS-Strategic Procurement (Marketplace) above).

June 8

IPPS - Disbursements (PDF)

Invoices

June 8

General accounting

Intercampus recharges (form FO 2059)

June 8

Noon

OPAFS

Department deadline (by 12pm noon) to submit Electronic Payroll Expense Transfers (EPETS) to OPAFS for final approval.

June 15

 

IPPS - Travel & Entertainment (PDF)

 

MyTravel (All trip types with final approval, mileage, prepayments/advances)

June 15

Facilities Management

Work Order Requests (C&RS) services-anyone wanting liens to be added to the system, must have the work order in by this data.

June 15

Capital Planning

Establish or augment capital improvement projects.  Required approvals for new projects or augmentations must already have been received.

  1. Departments/ units must provide complete funding information to capital planning no later than the date indicated in order to:
    1. Establish new FY 2017-2018 projects
    2. Augment, substitute, or return funds for existing projects, within FY 2017-18

Note: Capital improvement projects are represented by organization numbers 96xxxx.

June 15

Student Business Services

Medical Center and University invoices (ISIS AR - by 10 a.m.)  Note: the effective date on the invoices must be the date when the services were provided or the goods shipped.

June 15 IPPS - Disbursements (PDF)

 

Scrip Requests and gift card requests

 June 15

IPPS - Disbursements (PDF)

 

My Payments

My Payment, including Payment type: Events

June 17

Payroll

Electronic Payroll Expense Transfers (EPETs) for non-OPAFS funds.

High Risk EPETs for funds monitored by OPAFS were due June 8 by 12:00 noon

June 19

Payroll

Online Timekeeping entry deadline Date (hourly rated employees) for 06/27/18 pay date

June 20

Payroll

Online timekeeping entry deadline date (monthly-rated employees) for 06/29/18 pay date

June 20 Payroll PPS final date to establish new employee or change employee status for hourly rated employees' 6/27/18 pay date

June 29

Noon

OPAFS

Department deadline to submit Electronic Non-Payroll Expense Transfers (ENPETs) & FE50 PETs to OPAFS for final.

June 29

Central Cashier's Office

The Central Cashier’s unit will be closing at 2 p.m., but all campus deposits (including sub-cashier's) should be delivered to Central Cashier’s unit by 1 p.m. Departments that have cash receipts (i.e., cash or checks on hand) must deposit them with the Central Cashier by 1 p.m.

June 29

Campus Budget Office

Update PPS for Preliminary staffing list.  Distributions lines must be effective 7/1/2018.

June 29

General Accounting

Manual (inter-departmental) recharges sent to General Accounting (Affecting OPAFS Funds).

July 2

Medical Center cashier

UCSD Medical Center sub cashiers are requested to make their deposits on the last business day of June, June 29th.  The UCSD Medical Center pharmacy and cafeteria are exempt from this provision and will make their final June deposits by 9am on the first business day in July, July 2nd.

July 6

Campus Budget Office

Update PPS for the Final Staffing List. Distribution lines must be effective 7/1/18.

July 6

Campus Budget Office

Permanent transfers of funds affecting staff salary expense account 61xxxx (must be entered online by 1 p.m. for approval by VC & CBO). Note: Transfers must have June transaction dates.

July 6

Campus Budget Office

Online permanent transfers of funds affecting expense accounts 62xxxx – 69xxxx (must be entered online by 1 p.m. for approval by VC and CBO). Note: Transfers must have June transaction dates.

July 10

Noon

OPAFS

Department deadline to process budget journals (including allocations) and financial journals affecting funds monitored by OPAFS.

Note: Journals must have June transaction dates.

High Risk ENPETs & FE50 PETs with back-up documentation for funds monitored by OPAFS were due June 29

July 12 General Accounting Manual (inter-departmental) recharges sent to General Accounting (Not affecting OPAFS Funds).

July 13

General Accounting

Recharges (inter-departmental) processed by departments online. For activities having significant work-in-progress, recharges for work completed through June 30 should be included. Note: Journals must have June transaction dates.

July 13

Information Technology Services (ITS)

Batch File (inter- department) Recharges by 1 p.m. Note: Transfers must have June transaction dates.

July 13

General Accounting

Self-Supporting Activities–online entries: SSA fiscal close special Instructions (PDF)

  1. To record Final FY 2017/2018 depreciation, and differential income (indirect cost recovery)
  2. To record June 30, 2018 inventory
  3. To record June 30, 2018 work-in-progress
  4. To zero deposit clearing accounts
  5. To zero bankcard clearing accounts

July 13

General Accounting

Online budget adjustment journals (GEN template, journal rule class BG13), financial journals (GEN template, journal rule class FG53), IFIS Non-Payroll Expense Transfers (NPETs), Electronic Non-Payroll Expense Transfers (ENPET) not requiring OPAFS' review (see June 8, June 29 and July 10 for OPAFS items). Note: Journals/ transfers must have June transaction dates.

July 13

General Accounting

June preliminary operating ledger cutoff (Campus)

Aug 10

General Accounting

Month of July FY 2018/19 ledger cutoff

Departments

General Accounting