Fiscal Close Updates

Last day for VC Central Offices to submit and approve all journal entries.

Last day for departments to submit and approve all journal entries.

 Information Only (no action by departments) - Period 12 subledgers closed.

All cost transfers in OFC need to be final approved by campus departments.

Last day for Receivables and PPM subledger transactions (note: subledger transactions cannot be processed after this day being closed on the next business day).

Last day to submit and final approve work-in-process journal entry for SSAs.

• KBA: How to Create a Fiscal Year End Reversing Journal Entry

Last day to submit and final approve prepaid expense accrual journal entry for SSAs.

Information Only (no action by departments) - UCPath is processing 2nd interval for direct retros from July 8 to July 10 and expect to post them to PPM and GL on July 12.

Resolve any PPM Unprocessed Costs from Recharge Operations or approved cost integrations, including cost transfers submitted in OFC before 12:00 PM.

• KBA: How to View and Resolve PPM Cost Transfers Not Processed

Reminder: SSAs to process recharge transactions through RMP Recharge Application or own integration.

Reminder SSAs to process the transfer of funds to renewal & replacement reserve fund in RMP Recharge Application and provide a copy of the depreciation schedule to BFS-ICA in Services & Support.

Reminder: SSAs to process differential income distribution in RMP Recharge Application and submit copy of differential income distribution report to BFS-ICA in Services & Support.

• KBA: How to Process Transactions in the RMP Recharge Application

Last day to clear balances in departmental credit card clearing accounts and deposit clearing accounts.

SSAs to process inventory journal entry and submit a copy of the inventory report to BFS-ICA in Services & Support.

• KBA: How to Process A Journal Entry

Department to submit non-student/non-patient AR invoices. Note: the effective date on the invoices must be the date when the services were provided or the goods shipped.  For more information, see articles in Services & Support:

• KBA: How to Create a Project Portfolio Management (PPM) Billing Invoice in Oracle
• KBA: Creating an Invoice in Receivables

Claim payments from unapplied receipts for posting in period 12.

• For more information about claiming payments, review KBA: How to Claim Unidentified Payments

Process transactions to clear balances in departmental credit card accounts and deposit clearing accounts.

Last day for AP subledger transactions. (Note: Payables subledger transactions cannot be processed after this day).

Final local approval deadline for SCTs.

Final local approval deadline for direct retros.

UCSD Medical Center pharmacy and cafeteria are to make their final June deposits by 9:00 AM on the first business day in July.

Information Only (no action by departments) - UCPC June Payroll Data Burst.

Last day to submit intercampus recharge requests in Services & Support.

• Use the Intercampus Recharge Request Form to submit requests.

Information Only (no action by departments): Transfers from the Foundation to Campus ledger for Foundation gift funds are automatically processed.

Reminder for Self Supporting Activities (SSAs) units to take physical inventory for June 30th.

Last day to submit New Chart of Account Segments requests for fiscal close.

• For guidance on the request process, refer to the How to Request New Chart of Account (COA) Segments KBA.

Departments to identify real deficits and clean up fund alignment per Policy 300-2 (i.e., before June 30).

• For more information, see the Blink page on Financial Deficit Policy.

UCSD Medical Center sub-cashiers are requested to make their deposits on the last business day of June, June 28th (does not apply to Medical Center pharmacy and cafeteria).

For central offices and recharge operations, ensure account 773046 is reconciled.

The Central Cashier’s unit will close at 2:00 PM on June 28th for deposit processing, and all campus deposits (including sub-cashiers) should be delivered to Central Cashier’s Office by 1:30 PM.

Departments with cash receipts (i.e., cash or checks on hand) must deposit them with the Central Cashier by 1:30 PM.

• For more information, see the Blink page for How to Make a Deposit.

Last day to approve AP invoices in Oracle to be posted in June ledger and have a 06/30/2024 payment date.

Biweekly Timekeeping entry deadline for PPE 06/22/2024; Pay date 07/03/2024.

Informational Only (no action by departments): Salary Cost Transfer (SCT) batch reflected in DOPE.

Last day to submit use tax adjustment with Services and Support ticket for June posting.

• KBA: How to Correct a Paid Supplier Invoice

Last day for submission and final approval of P-Card Expense Reports for June posting.

• KBA: How to Reconcile Transactions and Create a Procurement Card Expense Report

Last day to submit PO invoices for June posting.

• KBA: How to Submit Purchase Order Invoices

Last day to submit Payment Requests for June posting - All payment types with final approval excluding Events.

• KBA: Payment Requests

Informational Only (no action by departments): Funding entry freeze starts at 8:00 AM, and ends on 6/27 at 12:00 PM.

Last day for Final Approval of Funding Entry.

Do not enter or approve any new transactions from 6/21-6/27/2024 because it will interfere with the UCPath year-end rollover process.

Biweekly UCPath deadline to establish new hires and employee data change, PPE 06/22/2024; Pay date 07/03/2023.

Monthly Timekeeping entry deadline for current period, PPE 06/30/2024; Pay date 07/01/2024.

Information Only (no action by departments):  Direct retros batch reflected in DOPE.

Local approval deadline for SCTs (high-risk direct retros) is 8:00 PM.

Biweekly Timekeeping entry deadline for prior periods (RETRO), PPE 06/22/2024; Pay date 07/04/2024.

Monthly UCPath deadline to establish new hires and employee data change, PPE 06/30/2024; Pay date 07/01/2024.

Local approval deadline for direct retros is 5:59 AM.

Deadline to provide Gift Fund Chart Strings for all gift revenue to Gift and Foundation Accounting

• Required approvals for new projects or augmentations must already have been received.
• Departments/units must provide complete funding information to capital planning no later than the date indicated to:
  • Establish new FY 2023-2024 projects.
  • Augment/substitute/return funds for existing projects, within FY 2023-2024.

• Use the Subledger Transaction Correction Form

• For more information, see the Blink page for Lift PO Commitments.

Ecotime: Monthly Timekeeping entry deadline for prior periods (RETRO), PPE 06/30/2024; Pay date 07/01/2024.

• For more information, see Financial Support Request Tool Documentation.

Deadline for Concur Travel Expense Reports, Travel Expense Reports associated with Foreign Wire Payments, Event Expense Reports, Non-Event Expense Reports, Gift Card Requests, and Human Subject Payments for June posting. 

NOTE: Reports must be fully approved at the department level with a status of Pending Central Office by the above due date. 

• Most travel expense reports require a Travel Request to be linked to it before you submit it. Please review both Knowledge Base Articles for information on creating a Travel Request and Expense Report: How to Create a Travel Request in Concur and How to Submit a Travel Expense Report.
• For an overview of the Travel Policy, refer to the Travel Policy Highlights one-pager. 
• When submitting an expense report to be paid via Wire, please review the Travel: Requesting a Wire Blink Page as well as the How to Process a Travel Wire KBA.
• For guidance on how to submit an Event Expense Report or reconcile T&E Card charges associated with an event, review the How to Submit an Event Expense Report in Concur KBA.
• The Meetings and Entertainment: Overview Blink page outlines policy requirements for Events. 
• For out-of-pocket Employee Reimbursements, review the How to Submit a Non-Event Reimbursement in Concur KBA.
• Use the How to Create a Gift Card Request KBA for guidance on how to submit a Gift Card Request and Human Subject Payments in Concur.

• For more information, see the Blink page for Wire Transfers.

Deadline to submit legacy Foundation Request for Funds form. 

All transfers from the Foundation will now be automatic. Please refer to the FAQ on Use of Foundation Funds for additional information.

Deadline for Move/Relocation Expense Report for June posting 

• For guidance on policy, the Move/Relocation Expenses Overview Blink Page provides a breakdown of the different move policies and which employees they apply to. For information on the process in Concur, please review the Knowledge Base Article: How to Manage a Move Trip.
• The taxation that is applicable for move/relocation expenses will appear in July paychecks.

Important Reminders: Redact any Personal Identifiable Information (PII) from Concur Requests/Expense Reports before submission. PII includes but is not limited to home addresses, personal phone numbers, medical information, bank/check/credit card account and routing numbers.

Last day for departments to request in Services & Support manual invoice in ISIS (non-Oracle) so that charges are reflected on June 2024 Student billing statements.

• Use the "Submit a Ticket" to Budget & Finance Support and type in "More Specifically..." box: Legacy Invoice Creation.

Last day to submit requests for May interlocation transfer of funds (no June transfers for system).

• Check out the Knowledge Base Article for How to Submit for an Outgoing Interlocation Transfer of Funds (ILTF).

Information on FYE VC Journal Entries

For this year’s fiscal close, the cutoff for departmental journal entries is on July 17. Starting July 18, departments must submit their journal entries through their Vice Chancellor (VC) office for entry into OFC.
 
VC offices have identified the individuals who are authorized to submit journal entries from July 18 through the end of the day on July 21. Here is a link to the list of authorized FY2023 VC Office Users for each VC area.
 
Please note that central offices (such as Internal Controls & Accounting, Sponsored Projects Finance, Foundation, and Health) will reject all journal entries that are submitted by unauthorized users from July 18 — July 21. Internal Controls & Accounting will be monitoring approved journal entries to ensure VC offices are submitting journal entries for approval and posting.
 
Guidance regarding the use of the year-end special prefix has been published in this Knowledge Base Article: How to Process a Journal Entry. Please note the following guidance:

• For VC Offices
  • For year-end reversal journal entries, prefix the entire name with YE## (## being the last two digits of the year) + VC Abbreviation + Sub Department Abbreviation (if applicable) + Preparer Initials + Journal number
• For Central Offices
  • For year-end reversal journal entries, prefix the entire name with YE## (## being the last two digits of the year) + CO Abbreviation + Preparer Initials + Journal number
• Health System Medical Center/Physician Group/Population Health Service Organization business units are to follow Medical Center Journal naming structure, which is a different structure compared to campus.

AP & Concur Accruals for Fiscal Close

If you missed the recent Fiscal Close Bulletins, take a look at the AP & Concur Accruals for Fiscal Close Blink page for information on how accruals will be processed this year.

PPM 410-5 and PPM 410-6

Advancement Services is reviewing balances of gift funds and will ask your business unit for help to comply with the following:

• A notice of gift funds non-compliant with PPM 410-5 will be sent to fund holders and business officers in August 2023 using June 30 balances to help prepare a carryforward request or spending plan, due September 30, 2023. More information can be found on the Policy on Expenditure of Gift Funds webpage.
• All units with gift funds are responsible for developing and providing timely and impactful stewardship reports to donors on the use of and expenditure of their gifts. The Office of Gift Policy and Donor/Fund Stewardship will be asking for a narrative of the use of endowed gifts for the period July 1, 2022 to June 30, 2023 to be submitted by July 28, 2023. If you have any questions, please email fundstewardship@ucsd.edu.
  • Endowment Guide
  • PPM 410-6 Financial Stewardship of Donor Gift Funds and Reporting to Donors

Differential Income Account Use

Departments that are currently using 774010 – Differential Income Transfer to Reserve to record Differential Income will only be able to use this Expenditure Type through the end of this Fiscal Year-End close 2022-23.

In order to have consistent Account use throughout Campus, all Departments will be required to use Account 773002 – Department Tax for recording Differential Income incurred during the new Fiscal Year starting July 1, 2023.  Expenditure Type 774010 – Differential Income Transfer to Reserve will be inactivated for the new Fiscal Year.

Resources 

KBA:  How to Record Departmental Support Differential Income

Information on FYE VC Journal Entries

For this year’s fiscal close, the cutoff for departmental journal entries is on July 17. Starting July 18, departments must submit their journal entries through their Vice Chancellor (VC) office for entry into OFC.
 
VC offices have identified the individuals who are authorized to submit journal entries from July 18 through the end of the day on July 21. Here is a link to the list of authorized FY2023 VC Office Users for each VC area.
 
Please note that central offices (such as Internal Controls & Accounting, Sponsored Projects Finance, Foundation, and Health) will reject all journal entries that are submitted by unauthorized users from July 18 — July 21. Internal Controls & Accounting will be monitoring approved journal entries to ensure VC offices are submitting journal entries for approval and posting.
 
Guidance regarding the use of the year-end special prefix has been published in this Knowledge Base Article: How to Process a Journal Entry. Please note the following guidance:

• For VC Offices
  • For year-end reversal journal entries, prefix the entire name with YE## (## being the last two digits of the year) + VC Abbreviation + Sub Department Abbreviation (if applicable) + Preparer Initials + Journal number
• For Central Offices
  • For year-end reversal journal entries, prefix the entire name with YE## (## being the last two digits of the year) + CO Abbreviation + Preparer Initials + Journal number
• Health System Medical Center/Physician Group/Population Health Service Organization business units are to follow Medical Center Journal naming structure, which is a different structure compared to campus.

AP & Concur Accruals for Fiscal Close

If you missed the recent Fiscal Close Bulletins, take a look at the AP & Concur Accruals for Fiscal Close Blink page for information on how accruals will be processed this year.

PPM 410-5 and PPM 410-6

Advancement Services is reviewing balances of gift funds and will ask your business unit for help to comply with the following:

• A notice of gift funds non-compliant with PPM 410-5 will be sent to fund holders and business officers in August 2023 using June 30 balances to help prepare a carryforward request or spending plan, due September 30, 2023. More information can be found on the Policy on Expenditure of Gift Funds webpage.
• All units with gift funds are responsible for developing and providing timely and impactful stewardship reports to donors on the use of and expenditure of their gifts. The Office of Gift Policy and Donor/Fund Stewardship will be asking for a narrative of the use of endowed gifts for the period July 1, 2022 to June 30, 2023 to be submitted by July 28, 2023. If you have any questions, please email fundstewardship@ucsd.edu.
  • Endowment Guide
  • PPM 410-6 Financial Stewardship of Donor Gift Funds and Reporting to Donors

Differential Income Account Use

Departments that are currently using 774010 – Differential Income Transfer to Reserve to record Differential Income will only be able to use this Expenditure Type through the end of this Fiscal Year-End close 2022-23.

In order to have consistent Account use throughout Campus, all Departments will be required to use Account 773002 – Department Tax for recording Differential Income incurred during the new Fiscal Year starting July 1, 2023.  Expenditure Type 774010 – Differential Income Transfer to Reserve will be inactivated for the new Fiscal Year.

Resources 

KBA:  How to Record Departmental Support Differential Income

Updated Self Supporting Activities Fiscal Closing Instructions

AP & Concur Accruals or Fiscal Close

If you missed the recent Fiscal Close Bulletins, take a look at the AP & Concur Accruals for Fiscal Close Blink page for information on how accruals will be processed this year.

NEW: the Blink page includes a link to a preview of the Concur Accruals data. This file will be updated once a week through July 7, 2023. We are offering this special report because it joins the data from the Concur Expense Report and the Outstanding Card Charges report. This report can also be found in the AP & Concur Accruals for Fiscal Close Blink page under the Concur section. We hope to offer this as a report in the BAH in the future.

Tip: for Concur, move all card transactions from Available Expenses to expense reports with the Report Header fields populated, even if the travel/event will not take place until after June 30th. This will ensure that the transactions will not get accrued for this fiscal year.  If the Travel/Event will take place prior to June 30th, assigning the transactions to an expense report will ensure that the accrual will post against the desired chart string. 

NGN Recharges for Accounting Period June 2023

For Fiscal Year-End Closing, NGN will post twice in the accounting period of June 2023 - one batch post for May payroll data, and another batch post for June payroll data. 

Departments should be aware that NGN recharges for June will be posted as soon as possible after the UCPath payroll data burst on July 5th, and before PPM subledger closing on July 11th. 

Please note that for secondary intervals of payroll for June that post after the July 5th date, the corresponding NGN recharges will be processed and posted in the July 2023 accounting period.

For more information on NGN recharge billing, please visit the NGN Blink Webpage at ngn.ucsd.edu. 

Direct Retro Approval Deadline Change

• The final local approval deadline for Non-High Risk DR’s has changed from 7/3 @ 5P to 7/7 @ 5P. 

Important Cutoff Date Changes

Due to the timeline change for when direct retro processing will be done (as noted above), the following dates have been affected:

Blink pages and resources have been updated to reflect these date changes.

Fiscal Year-End Accounts Payable (AP) Accrual Process
Integrated Procure to Pay Solutions (IPPS) posts expense accruals annually during fiscal year-end. The accrual entries are prepared to post in the General Ledger (GL) only with project numbers for outstanding AP expenses of $2,500 or more that are in Oracle by the ledger cutoff date of July 7. The accrual process will start on July 10 to reflect in the GL on or before July 13. If adjustments need to happen after the departmental journal entry cutoff date of July 17, submit them for VC office approval by July 21. For more information, visit the AP Accruals for Fiscal Close page on Blink.

Transfers from Foundation Ledger to Campus Ledger

Please plan ahead for any transfers that need to be made from the Foundation ledger. All transfer requests must be received via Services & Support by Friday, June 30 to be processed for Fiscal Year 2023. Requests received after this time will be processed for FY24. This is only applicable for Foundation gift funds which begin with letters A-L. 

Departments must complete a Foundation Request for Funds form found here and submit through UC San Diego Services & Support Portal, About: Gift Funds; Related to: Gift Fund Setup & Transfer; More Specifically: Foundation Requests for Funds Transfer.  

NOTE:  If your fund begins with letters M-Z do not complete this form.  These are campus gift funds and the balance is already on the campus ledger.  If you need to move money between projects or financial units, please complete a resource or cost transfer as applicable.

NGN Recharges for Accounting Period June 2023

For Fiscal Year-End Closing, NGN will post twice in the accounting period of June 2023 - one batch post for May payroll data, and another batch post for June payroll data. 

Departments should be aware that NGN recharges for June will be posted as soon as possible after the UCPath payroll data burst on July 5th, and before PPM subledger closing on July 11th. 

For more information on NGN recharge billing, please visit the NGN Blink Webpage at ngn.ucsd.edu.

Friendly Reminders from IPPS

Fiscal Year-End AP (Accounts Payable) Accrual

IPPS (Integrated Procure to Pay Solutions) posts expense accruals annually during fiscal year end. The accrual entries are prepared to post in the General Ledger (GL) only with project numbers for outstanding AP expenses of $2,500 or more that are in Oracle as of the ledger cutoff date of July 7. The accrual process will start on July 10, and reflect in the GL on or before July 13. If adjustments need to be made beyond the departmental journal entry cutoff date of July 14, they can be submitted for VC office approval by July 21.

Reminders:

• AP accrual journals are posted in the GL with accounting date of 6/30/2023 and automatically reverse on 7/1/2023
•  If adjustments are made to the June AP accruals for any departmental annual year-end reporting needs, please made sure to reverse the adjustment in July

ACCOUNTS PAYABLE:

While most supplier invoices are received electronically at UC San Diego, there is a small percentage of invoices that are received via physical mail. Please ensure that all invoices dated on or before June 30, 2023 are submitted to IPPS through Payment Compass or Transcepta.

For Fiscal close, IPPS will accrue the following:

• Oracle AP invoices totaling $2,500 or more in the system that are currently in “not validated” or “needs revalidation” status (not accounted to GL/PPM).
• Oracle AP invoices totaling $2,500 or more in the system that are validated but pending approval (not accounted to GL/PPM). 

Recommended Department Actions before June 30, 2023

• Remind requesters and financial unit approvers to review and approve assigned invoices as soon as possible
• Review personal “Worklist” under “Tools” for any pending AP invoice approvals
• Proactively work with IPPS to resolve any invoice holds by submitting a ServiceNow ticket to Budget and Finance Support. Below are the ticket attributes to use:
  • I want to... Ask a Question or Make a Request
  • About... Invoices & Payables
  • Related to... AP Invoice Holds
  • More Specifically... AP Invoice Hold
  • Subject: AP invoice number and Purchase Order number
  • Description: [provide any additional information]

CONCUR:

In preparation for Fiscal Year-End Closing, please reconcile Procurement Card, Travel & Entertainment Card and CTS card charges in Concur as soon as possible. In the upcoming weeks, through the end of June, the system will send reminders to individual cardholders who have outstanding expenses.

• P-card expenses: reconcile within 30 days
• Travel and Entertainment (Events) expenses: reconcile within 45 days of the business travel end date or event date

For Fiscal close, IPPS will accrue the following:

• Expenses assigned to expense reports against the chart string(s) specified with the below conditions:
  • The report has not been approved or the report does not have a status of “Sent for Payment” and totals $2,500 or more, and:
    • For P-cards, the posted date of the expenses are on or before June 30, 2023.
    • For Travel and Events, the Business Travel End Date or Event Date is prior to or on June 30, 2023.
• Card Charges not assigned to expense reports and total $2,500 or more per transaction.
  • In this case, accruals will post against the cardholder’s Profile Financial Unit/Project, if populated.  If not populated, they will post against the cardholder’s Primary [Payroll] Assignment Financial Unit/default project derived from OFC.

• Card charges represent the following:
  •  *UCSD – CTS Air, Hotel Card
  •  *UCSD – T&E Card
  •  *UCSD – Procurement Card
  •  *UCSD – T&E Instant Card
  •  *UCSD – Procurement Instant Card
• NOTE: card transactions over 365 days old as of June 15th may be charged off to the cardholder’s Primary [Payroll] Assignment Financial Unit/default project derived from OFC.  Please prioritize reconciling these expenses as soon as possible. Reference 4/18/23 Weekly Digest Article for more information.

• • Assign transactions to expense reports, i.e. move transactions from Available Expenses to applicable or new Expense Reports and complete the Report Header fields, particularly the chart string fields and Business Travel Dates or Event Date.
  • To add/edit one’s “Profile” chart string, log in to Concur, Profile, Profile Settings and select Request or Expense Information
  • To view reports on Outstanding Card Transactions and Expense Reports for your department, visit the Business Analytics Hub and search for “Concur”
  • Submit Expense Reports and obtain all appropriate levels of approval by the Ledger Cutoff Dates for Travel, Events and Non-Events expenses.
  • Submit Expense Reports and obtain Financial Unit approvals for P-card expenses once a month. To post to the ledger for FYE, make sure they are approved by your Financial Unit approvers before fiscal year end.
  • Questions?  Submit a Services & Support case: 

• Support.ucsd.edu, Budget & Finance, Get Help 
• Select “Submit a Ticket to Budget & Finance Support” 
• Under “More Specifically”, select “Concur Navigation”.  This will auto-populate the categories above. 

Friendly Reminder from IPPS!

In preparation for Fiscal Year-End Closing, please reconcile Procurement Card, Travel & Entertainment Card and CTS card charges as soon as possible. In the upcoming weeks, through the end of June, the system will send reminders to individual cardholders who have outstanding expenses.

• For P-card expenses, one must reconcile them within 30 days
• For Travel and Entertainment (Events) expenses, they must be reconciled within 45 days of the business travel end date or the event date

Recommended Department Actions before June 30, 2023

• Move Transactions from Available Expenses to applicable or new Expense Reports and complete the Report Header fields
• To view reports on Outstanding Card Transactions for your department, visit the Business Analytics Hub
• Submit Expense Reports and obtain all appropriate levels of approvals by the Ledger Cutoff Dates for Travel, Events and Non-Events expenses

Submit Expense Reports and obtain Financial Unit approvals for P-card expenses once a month. To post to the ledger for FYE, make sure they are approved by your Financial Unit approvers before fiscal year end.

NGN Recharges for Accounting Period June 2023

For Fiscal Year-End Closing, NGN will post twice in the accounting period of June 2023 - one batch post for May payroll data, and another batch post for June payroll data. 

Departments should be aware that NGN recharges for June will be posted as soon as possible after the UCPath payroll data burst on July 5th, and before PPM subledger closing on July 11th. 

For more information on NGN recharge billing, please visit the NGN Blink Webpage at ngn.ucsd.edu. 

Concur Reports Now Available in BAH

Four reports displaying Concur data are now available from the ‘Concur’ tab within the Budget & Finance space of BAH! The four reports are: 

• Concur Expense Reports: Use this report to view all expenses assigned to a Concur Expense Report
• Outstanding Card Charges: Use this report to view unreconciled credit card transactions
• Credit Card Transactions: Use this report to view information on all Concur-related card products (including the Procurement Card, Travel & Expense Card, and CTS air & hotel cards)
• Credit Cardholders: Use this report to view all cardholders that have used their university-issued credit card

Information about each report can be found on Blink. Stop by IPPS Office Hours every Wednesday in May from 9am-10am to talk to the report developers and get your questions answered.

Draft Document for Self Supporting Activities Fiscal Closing Instructions Ready for Review

For anyone looking to review the SSA instructions document for fiscal close, a link to review the draft is available: Link to Draft Here.

Final Local Approval Deadlines for UCPath Direct Retros/Funding Enter Freeze

Below are the final local approval deadlines for UCPath Direct Retros as part of fiscal close:

• Thursday, June 22 at 5:59 AM: Department approval deadline for biweekly and monthly “high risk” direct retros.
• Thursday, June 22 before end of day: Last day for final approval of Funding Entry.
• Monday, July 3 at 5:00 PM: Final local approval deadline for biweekly and monthly non “high risk” direct retros.

The Fiscal Year End Funding Entry Freeze will be on June 23 to June 29. Do not approve any Funding Entry during this period, as it interferes with the FYE rollover processes.

Resources Pertaining to Concur Deadlines

June 2, EOD 

Deadline for Move/Relocation Expense Report for June posting 

• For guidance on policy, the Move/Relocation Expenses Overview Blink Page provides a breakdown of the different move policies and which employees they apply for. For information on the process in Concur, please review the How to Manage a Move Trip KBA 

• The taxation that is applicable for move/relocation expenses will appear in July paychecks. 

June 9, EOD 

Deadline for Travel Expense Reports, Travel Expense Reports associated with Foreign Wire Payments, Event Expense Reports, Non-Event Expense Reports, Gift Card Requests and Human Subject Payments for June posting. NOTE: Reports must be fully approved at the department level with a status of Pending Central Office by the above due date. 

• Most travel expense reports require a Travel Request to be linked to it before you submit it. Please review both Knowledge Base Articles for information on creating a Travel Request and Expense Report: How to Create a Travel Request in Concur and  How to Submit a Travel Expense Report  

• For an overview on Travel Policy, reference the Travel Policy Highlights one-pager 

• When submitting an expense report to be paid via Wire, please review the Travel: Requesting a Wire Blink Page as well as the How to Process a Travel Wire KBA 
• For guidance on how to submit and Event Expense Report or reconcile T&E Card charges associated with an event, review the How to Submit an Event Expense Report in Concur KBA 

• The Meetings and Entertainment: Overview Blink page outlines policy requirements for Events. 

• For out-of-pocket Employee Reimbursements, review the How to Submit a Non-Event Reimbursement in Concur KBA 
• Use the How to Create a Gift Card Request KBA for guidance on how to submit a Gift Card Request and Human Subject Payments in Concur 

 June 23, EOD 

Deadline for submission and final approval of P-Card Expense Reports for June posting 

• For step-by-step instructions on how to reconcile your Procurement Card Charges, check out the How to Reconcile Transactions and Create a Procurement Card Expense Report KBA 

• For information on common purchases and restrictions on the Procurement Card, please refer to this Blink Page.  

 Important Reminders: redact any Personal Identifiable Information (PII) from Concur Requests/Expense Reports before submission. PII includes but is not limited to home addresses, personal phone numbers, medical information, bank/check/credit card account and routing numbers.

Happy New Year!

As one fiscal year closes, another begins. Thank you for your participation and hard work during this year's Fiscal Close! We extend our sincere appreciation and gratitude to our dedicated staff and partners who have worked countless hours to manage financial operations throughout Fiscal Close.

The Fiscal Close Bulletin started as a question: How can we further support our community throughout Fiscal Close? Nine weeks and nine editions later, the Fiscal Close Bulletin for FY21-22 comes to an end.

We welcome you to complete a quick survey on how the Fiscal Close Bulletin went for you. The survey will close on Friday, August 12.

Fiscal Close Journal Entry Instructions

For this year’s fiscal close, the cutoff for departmental journal entries is the end of the day today (July 15th). Starting tomorrow (July 16th), departments must submit their journal entries through their Vice Chancellor (VC) office for entry into OFC.
 
VC offices have identified the individuals who are authorized to submit journal entries from July 16th through the end of the day on July 22nd. Here is a link to the list of authorized FY22 VC Office Users for each VC area.
 
Please note that central offices (such as Internal Controls & Accounting, Sponsored Projects Finance, Foundation, and Health) will reject all journal entries that are submitted by unauthorized users from July 16th to July 22nd. Internal Controls & Accounting will be monitoring approved journal entries to ensure VC offices are submitting journal entries for approval and posting.
 
Guidance regarding the use of the year-end special prefix has been published in this article: How to Process a Journal Entry. Please note the following guidance:

• For VC Offices
  • For year-end reversal journal entries, prefix the entire name with YE## (## being the last two digits of the year) + VC Abbreviation + Sub Department Abbreviation (if applicable) + Preparer Initials + Journal number
• For Central Offices
  • For year-end reversal journal entries, prefix the entire name with YE## (## being the last two digits of the year) + CO Abbreviation + Preparer Initials + Journal number
• Health System Medical Center/Physician Group/Population Health Service Organization business units are to follow Medical Center Journal naming structure, which is a different structure compared to campus.

We thank you for your continued support.

Fiscal Close Deadline to Request Transfers From the Foundation for June

The deadline to submit a Foundation Request for Funds form to request a transfer of Foundation balances to Campus for FY 22 is Thursday, June 30 via Services and Support. Any forms received after the deadline will be processed for July. If a separate approval is required, please be sure to include that in your original submission. Only complete submissions will be processed for June. The Foundation Request for Funds form and criteria can be found here.

Corrections to Self-Supporting Activities Instructions

Based on recent feedback received on the self-supporting activities instructions posted to Blink, the PDF file with the instructions has been updated. While the changes were minor in nature, please be sure to use and refer to the current version of the file posted on Blink here.

Update: Friendly Reminder from IPPS

IPPS will accrue Concur expenses with transaction dates of June 30, 2022 or before in the GL with Project numbers. Please note the below: 

• Concur expenses with P-card, T&E card, CTS and Payment to Employee charges not reconciled (i.e. all statuses except for ones with “Sent for Payment”) will be accrued as follows:
  • Transactions that are assigned to expense reports with COA and Project fields populated will be accrued with those chart elements

Upcoming Departmental Action Deadline: June 3

This Friday, June 3 (end of day) is the last day to submit Travel Expense Reports Associated with foreign wire payments for June posting. Be sure to include the required documentation and final departmental approval. For more information, please refer to the How to Process a Travel Wire KBA.

Update: Friendly Reminder from IPPS!

In preparation for Fiscal Year-End Closing, please reconcile Procurement Card, Travel & Entertainment Card and CTS card charges as soon as possible. In the upcoming weeks, through the end of June, we will send reminders to individual cardholders who have outstanding expenses.

• For P-card expenses, one must reconcile them within 30 days
• For Travel and Entertainment (Events) expenses, they must be reconciled within 45 days of the business travel end date or the event date

Recommended Department Actions before June 30, 2022

• Move Transactions from Available Expenses to applicable or new Expense Reports and complete the Report Header fields, ensuring that the desired COA (Optional: Project, Task, Funding Source) fields are populated
• Make sure that no OP values are selected for chart strings
• Submit Expense Reports and obtain all appropriate levels of approvals by the Ledger Cutoff Dates for Travel, Events and Non-Events expenses
• Submit Expense Reports and obtain Financial Unit approvals for P-card expenses once a month. To post to the ledger for FYE, make sure they are approved by your Financial Unit approvers before fiscal year end

IPPS will accrue Concur expenses with transaction dates of June 30, 2022 or before in the GL with Project numbers.  Please note the below:

• Concur expenses with P-card, T&E card, CTS and Payment to Employee charges not reconciled (i.e. all statuses except for ones with “Sent for Payment”) will be accrued as follows:
  • Transactions not assigned to expense reports will be accrued against the Financial Unit and Project populated in the employee’s profile.
  • If the employee does not have a Financial Unit and Project populated in the profile, transactions will be accrued against the default project associated with the employee’s Primary [Payroll] Assignment Financial Unit

Friendly Reminder from IPPS!

In preparation for Fiscal Year-End Closing, please reconcile Procurement Card, Travel & Entertainment Card and CTS card charges as soon as possible. In the upcoming weeks, through the end of June, we will send reminders to individual cardholders who have outstanding expenses.

• For P-card expenses, one must reconcile them within 30 days
• For Travel and Entertainment (Events) expenses, they must be reconciled within 45 days of the business travel end date or the event date

Recommended Department Actions before June 30, 2022

• Move Transactions from Available Expenses to applicable or new Expense Reports and complete the Report Header fields
• Make sure that no OP values are selected for chart strings
• Submit Expense Reports and obtain all appropriate levels of approvals by the Ledger Cutoff Dates for Travel, Events and Non-Events expenses
• Submit Expense Reports and obtain Financial Unit approvals for P-card expenses once a month. To post to the ledger for FYE, make sure they are approved by your Financial Unit approvers before fiscal year end.

Final Local Approval Deadlines for UCPath Direct Retros/Funding Entry Freeze

Below are the final local approval deadlines for UCPath Direct Retros:

• Monday, May 16 @ 5:59am: Biweekly Final Local Approval for posting in May
• Friday, May 20 @ 5:59am: Monthly Final Local Approval for posting in May
• Tuesday, July 5 @ 5:00pm: Monthly/Biweekly Final Local Approval for posting in June
  • Note: the deadline has been extended for Fiscal Close
• The above deadlines are very important to departments performing corrections associated with Payroll on Project "Zero"/No project/Project "000000".

The Fiscal Year End Funding Entry Freeze will be on June 24 to June 30. Do not approve any Funding Entry during this period, as it may interfere with the FYE rollover processes.

Foundation Transfers, PPM 410-5 and PPM 410-6

Advancement Services is reviewing balances of gift funds and will ask your business unit for help to comply with the following:

• Gift and Foundation Accounting will be transferring balances from the Foundation to campus ledger for Foundation funds where the campus expendable is in deficit or the Foundation expendable is less than $500 with no recent transfer activity. These transfers will post on May 31, 2022. If you want to ensure these transfers are going into a particular project or financial unit, please submit a Request for Funds form by May 20, 2022.
• A notice of gift funds non-compliant with PPM 410-5 will be sent to fund holders and business officers to help prepare a carryforward request or spending plan, due September 30, 2022. More information can be found on the Policy on Expenditure of Gift Funds webpage.
• All units with gift funds are responsible for developing and providing timely and impactful stewardship reports to donors on the use of and expenditure of their gifts. The Office of Gift Policy and Donor/Fund Stewardship will be asking for a narrative of the use of endowed gifts for the period July 1, 2021 to June 30, 2022 and a stewardship report of expendable (current-use funds) gifts of $1 million or more, to be submitted by July 29, 2022. If you have any questions, please email fundstewardship@ucsd.edu.

• Endowment Guide
• PPM 410-6 Policy on Financial Stewardship of Donor Gift Funds and Reporting to Donors

AP Expense Accruals

IPPS will be posting AP expense accruals during FYE 2022. The accrual entries will post in the GL with project numbers for all AP invoices in Oracle by the AP June ledger cutoff date of 7/8/22.

• IPPS will accrue for expenses dated on or before June 30 including:
  • Oracle AP invoices in the system that are not validated (not accounted to GL/PPM). This does not include invoices entered in payment compass that are not yet keyed into Oracle.
  • Oracle AP invoices in the system that are validated but pending approval (not accounted to GL/PPM). This does not include invoices entered in payment compass that are not yet keyed into Oracle.
  • Concur expense reports with Pcard, T&E card, or CTS card charges that are posted in Concur but not reconciled by card holders
  • Concur cash advance that are assigned to travelers with trips that have not been completed or reconciled
• Recommended departmental actions before FYE 2022:
  • Minimize outstanding invoices within Oracle by having Requesters and Financial Unit Approvers review/approve assigned invoices/transactions as soon as possible; work with the AP team to resolve any invoice hold issues.
  • Minimize outstanding transactions within Concur by adding charges to Expense Report(s), coding, and obtaining final approval no less than on a monthly basis.

Submission Deadline: Interlocation Transfer of Funds

Interlocation Transfer of Funds (ILTF) to other UC's must be submitted by May 15, 2022 for Fiscal Year 2022. As a reminder, there is no ILTF processing in June.

Resources:

• KBA: How to Process Interlocation Transfer of Funds
• Intercampus Transactions Blink Page

Close/Inactivate Travel/Event Requests

If you have Concur Travel or Event Requests with projects that are closing, and all associated Expense Reports have been processed, then your Travel/Event Requests should be closed to lift the commitments. Concur users/delegates can do so by following these steps:

1. Navigate to the Travel/Event Request 
2. Click the Close/Inactivate Request button at the top right of the open Request

Note: Travel and Event Requests automatically close 120 days past the Business Travel End Date or Event Date, respectively.