Fiscal Closing 2021–2022: Departmental Action and Cutoff Dates
Find a list of actions and cutoff dates for fiscal closing.
The dates below are deadlines established by central offices. Please check internally within your department as they may have additional requirements or altered deadlines.
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. EOD = end of day
Additional Resources
- Self-Supporting Activities Fiscal Closing Special Items Instructions for FY21-22
- Budget & Finance Weekly Digest subscribers will receive a limited-edition newsletter, The Fiscal Close Bulletin, issued from May to June to provide you weekly updates and guidance related to Fiscal Close.
- Timely updates will be posted to the Fiscal Close Updates Blink page.
- We encourage you to crowdsource answers from colleagues in the Budget & Finance Community of Practice.
- Call the Finance Help Line at (858) 246-4237 during operating hours for additional support.
| Due Date & Time | Due in to | Helpful Links | Subledger | Departmental Action |
|---|---|---|---|---|
| May 15 (EOD) | Budget & Finance Support | KBA: How to Process Interlocation Transfer of Funds | GL | May ILTF Requests (no June ILTS for system) |
| May 23 (EOD) | Student Financial Solutions | Type in "More Specifically..." box: Other Student Billing Support | ISIS (Non-Oracle) | Departments requiring AR charges reflected on June STUDENT billing statements |
| June 3 (EOD) | Concur | KBA: Travel Wires | Payables | Last day to submit Travel Expense Reports Associated foreign wire payments (with required documentation and final departmental approval) for June posting |
| June 10 (EOD) | Concur | Concur.ucsd.edu | Payables | Last day to submit Concur Travel Expense Reports (with required documentation and final departmental approval) for June posting |
| June 10 (EOD) | Concur | Concur.ucsd.edu | Payables | Last day to submit Concur Events and Other Reimbursements Expense Reports (with required documentation and final departmental approval) for June posting |
| June 10 (EOD) | Concur | Concur.ucsd.edu | Payables | Last day to submit Concur Gift Card Requests for June posting |
| June 10 (EOD) | Concur | Concur.ucsd.edu | Payables | Last day to submit Concur Human Subject Payment Requests for June posting |
| June 10 (EOD) | Budget & Finance Support | Non-Travel Wire Requests | Payables | Last day to submit non-travel wire requests |
| June 10 (EOD) | Capital Planning | GL/PPM |
Establish or augment capital improvement projects. 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 in order to:
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| June 15 (EOD) | UCPath | UCPath Job Aids | UCPath |
Last day to approve High Risk Biweekly Direct Retro at the department level for posting in June 2022 (These are very important, if departments are performing corrections associated with Payroll on Project “Zero”/No project/Project “0000000”) |
| June 15 (EOD) | Budget & Finance Support | Intercampus Recharge | GL / PPM | Last day for submission of intercampus recharges and IRR (allows for time for other campus to process) |
| June 15 (EOD) | UCPath | UCPath Job Aids | UCPath |
Last day to approve High Risk Monthly Direct Retro at the department level for posting in June 2022 (These are very important, if departments are performing corrections associated with Payroll on Project “Zero”/No project/Project “0000000”) |
| June 15 (EOD) | Kuali Research | Kuali Portal | Kuali Research | Last day to approve Other UC Intercampus/Subaward Invoices in Kuali Research Subaward system |
| June 15, 2:30pm | Ecotime | Ecotime | Payroll | Monthly Timekeeping entry dealine for prior periods (RETRO), PPE 6/30/2022; Pay date 07/01/2022 |
| June 17 (EOD) | Budget & Finance Support | AP invoice Non Salary Cost Transfer Request | Payables | Last day for department to submit AP invoice non-salary cost transfer requests |
| June 17 (EOD) | Oracle System | Oracle Procurement | Procurement | Last day to submit orders to Procurement to guarentee IPPS Professional Buyer review before June 30th (must have completed FinUnit approval) |
| June 17, 2:30pm | UCPath | UCPath Job Aids | UCPath | Monthly UCPath deadline to establish new hires and employee data change, PPE 6/30/2022; Pay date 7/01/2022 |
| June 21, 2:30pm | Ecotime | Ecotime | Payroll | Monthly Timekeeping entry deadline for current period, PPE 6/30/2022; Pay date 07/01/2022 |
| June 22, 2:30pm | Ecotime | Ecotime | Payroll | Biweekly Timekeeping entry dealine for prior periods (RETRO), PPE 6/25/2022; Pay date 07/06/2022 |
| June 23 (EOD) | UCPath | UCPath Transactors | UCPath |
Last day for Final Approval of Funding Entry. Do not enter or approver any new transactions from 6/24-6/30/2022 because it will interfere with the UCPath year-end rollover process. |
| June 23, 2:30pm | UCPath | UCPath Job Aids | UCPath | Biweekly UCPath deadline to establish new hires and employee data change, PPE 6/25/2022; Pay date 07/06/2022 |
| June 24 (EOD) | Budget & Finance Support | KBA: How to Correct a Paid Supplier Invoice | Payables | Last day to submit use tax adjustment with Services and Support ticket |
| June 24 (EOD) | Concur | Procurement Card Expense Process | Payables | Last day for final submission and approval of P-Card Expense Reports for June posting |
| June 24 (EOD) | Payment Compass | Payment Compass | Payables | Last day to submit PO Invoices for June posting |
| June 24 (EOD) | Budget & Finance Support | Payment Request | Payables | Last day to submit Payment Requests for June posting - All payment types with final approval excluding Events |
| June 27, 2:30pm | Ecotime | Ecotime | Payroll | Biweekly Timekeeping entry deadline for current period, PPE 6/25/2022; Pay date 07/06/2022 |
| June 30 (EOD) | Budget & Finance Support | Foundation Requests for Funds | Foundation | Last day to request transfers from the Foundation to Campus ledger for Foundation gift funds |
| June 30, 1:30pm | Central Cashier | Cash Management/Receivables |
The Central Cashier’s unit will be closing at 2:00pm on June 30th for end of the year procesing, but all campus deposits (including sub-cashier's) should be delivered to Central Cashier’s unit by 1:30pm. Departments that have cash receipts (i.e., cash or checks on hand) must deposit them with the Central Cashier by 1:30pm. |
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| June 30 (EOD) | SSA | Self Supporting Activities | SSAs to take physical inventory | |
| June 30 (EOD) | Budget & Finance Support | KBA: How to Request New Chart of Account (COA) Segments | GL | Last day to submit New Chart of Account Segments request for FY22 |
| June 30 (EOD) | Oracle System | GL / PPM | Departments to identify real deficits and clean up fund alignment (see Financial Deficit Policy in Blink) | |
| July 1, 9:00am | Med Cnt Cashier | Cash Management/Receivables |
UCSD Medical Center sub cashiers are requested to make their deposits on the last business day of June, June 30th. The UCSD Medical Center pharmacy and cafeteria are exempt from this provision and will make their final June deposits by 9:00am on the first business day in July, July 1st. |
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| July 5 (EOD) | SSA | Self Supporting Activities | SSAs to provide depreciation schedule to BFS-ICA | |
| July 5 (EOD) | SSA | KBA: How To Process A Journal Entry | Self Supporting Activities | SSAs to provide copy of differential income distribution report attached in the GL journal entry |
| July 5 (EOD) | SSA | KBA: How To Process A Journal Entry | Self Supporting Activities | SSAs to submit inventory with a copy of the GL journal entry |
| July 5, 5:59am | UCPath | UCPath Job Aids | UCPath |
Biweekly Direct Retro FINAL local approval deadline for posting in June 2022- NON high risk (These are very important, if departments are performing corrections associated with Payroll on Project “Zero”/No project/Project “0000000”) |
| July 5, 5:59am | UCPath | UCPath Job Aids | UCPath |
Monthly Direct Retro FINAL local approval deadline for posting in June 2022 - NON High risk (These are very important, if departments are performing corrections associated with Payroll on Project “Zero”/No project/Project “0000000”) |
| July 6 (EOD) | Oracle System | Self Supporting Activities |
Recharge Operations: For activities having significant work-in-progress, recharges for work completed through June 30 should be included. PPM Unprocessed Errors must be resolved this day |
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| July 6 (EOD) | FinOps-AR/PPM SD |
KBA: How to Claim Unidentified Payments
|
Receivables/PPM | Non-student/non-patient AR invoices must be in; Note: the effective date on the invoices must be the date when the services were provided or the goods shipped. |
| July 6 (EOD) | FinOps-AR | KBA: How to Claim Unidentified Payments | Receivables | Claim payments from unapplied receipts for posting in June 2022. |
| July 6 (EOD) | SSA | Self Supporting Activities | Ensure departmental credit card accounts are zero or debit balance, and ensure there are no credit balance in credit card accounts | |
| July 6 (EOD) | UCPath | GL / PPM | UCPC June payroll data burst | |
| July 6 (EOD) | Oracle System | KBA: How to Initiate a Partial or Full Cost Transfer in Oracle PPM | PPM | All cost transfers in oracle need to final approved by EOD 7/6 |
| July 6 (EOD) | SSA | Self Supporting Activities | Submission of transactions interfacing through Recharge Applications | |
| July 6 (EOD) | Oracle System | PPM | PPM Unprocessed Costs from Recharge Operations or approved Cost Integrations: Deadline to resolve any unprocessed costs | |
| July 8 (EOD) | SSA | Self Supporting Activities | Ensure departmental accounts are zero balance in deposit clearing accounts | |
| July 8 (EOD) | SSA | Receivables, PPM, AP and GL | Self Supporting Activities (note: *subledgers transactions cannot be posted after 7/8/22) | |
| July 8 (EOD) | Receivables, PPM, AP and GL | Last day for select departments with approved MCI+journal processing exception to be submitted | ||
| July 11 (EOD) | UCPath | GL / PPM | 2nd interval for direct retros to post to GL | |
| July 15 (EOD) | SSA | KBA: How To Process A Journal Entry | Self Supporting Activities | Submit work-in-process jobs attached in GL journal entry |
| July 15 (EOD) | SSA | KBA: How To Process A Journal Entry | Self Supporting Activities | Submit prepaid expense report attached in GL journal entry |
| July 15 (EOD) | Oracle System | KBA: How To Process A Journal Entry | GL | Last day for departments to submit Journal Entries |
| July 22 (EOD) | Oracle System | KBA: How To Process A Journal Entry | GL | Last day for VC Central Offices to submit Journal Entries |
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.