Fiscal Close Updates
Below is a consolidated view of all fiscal close related updates that are released to campus. Content is subject to change. Be sure to review these pages frequently for updated guidance.

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Budget & Finance Weekly Digest subscribers will receive a limited-edition newsletter, The Fiscal Close Bulletin. Issued from May to July from financesupport@ucsd.edu, The Fiscal Close Bulletin will provide you weekly updates and guidance related to Fiscal Close.
FY2022-2023 Updates
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07/13/2023 |
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.
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:
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07/06/2023 |
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 |
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06/29/2023 |
Updated Self Supporting Activities Fiscal Closing Instructions For anyone looking to review the updated SSA instructions document for fiscal close, a link to review the document is available: Link to Document Here. |
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06/22/2023 |
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. |
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06/15/2023 |
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. |
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06/08/2023 |
Direct Retro Approval Deadline Change
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 |
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06/01/2023 |
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:
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:
Recommended Department Actions before June 30, 2023
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.
For Fiscal close, IPPS will accrue the following:
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05/25/2023 |
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.
Recommended Department Actions before June 30, 2023
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. |
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05/18/2023 |
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:
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. |
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05/11/2023 | 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:
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
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.
June 23, EOD Deadline for submission and final approval of P-Card Expense Reports for June posting
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. |
FY2021-2022 Updates
Date | Update |
07/25/2022 |
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. |
07/15/2022 & 07/18/2022 |
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.
We thank you for your continued support. |
06/27/2022 |
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. |
06/27/2022 |
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. |
06/06/2022 |
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:
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05/31/2022 |
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. |
05/23/2022 |
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.
Recommended Department Actions before June 30, 2022
IPPS will accrue Concur expenses with transaction dates of June 30, 2022 or before in the GL with Project numbers. Please note the below:
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05/16/2022 |
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.
Recommended Department Actions before June 30, 2022
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05/09/2022 |
Final Local Approval Deadlines for UCPath Direct Retros/Funding Entry Freeze Below are the final local approval deadlines for UCPath Direct Retros:
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. |
05/09/2022 |
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:
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05/03/2022 |
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.
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05/03/2022 |
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: |
05/03/2022 |
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:
Note: Travel and Event Requests automatically close 120 days past the Business Travel End Date or Event Date, respectively. |
Fiscal Close Bulletin: Archive
- 07/25/22 - Fiscal Close Bulletin: FY21-22 Last Edition
- 07/18/22 - Fiscal Close Bulletin: FY21-22 8th Edition
- 07/15/22 - Fiscal Close Bulletin: FY21-22 Special Edition
- 07/11/22 - Fiscal Close Bulletin: FY21-22 7th Edition
- 06/27/22 - Fiscal Close Bulletin: FY21-22 6th Edition
- 06/13/22 - Fiscal Close Bulletin: FY21-22 5th Edition
- 06/06/22 - Fiscal Close Bulletin: FY21-22 4th Edition
- 05/23/22 - Fiscal Close Bulletin: FY21-22 3rd Edition
- 05/16/22 - Fiscal Close Bulletin: FY21-22 2nd Edition
- 05/09/22 - Fiscal Close Bulletin: FY21-22 1st Edition
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal or call the Finance Help Line at (858) 246-4237.