Fiscal Closing 2020–2021: 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. EOD = end of day
Monthly Timekeeping entry dealine for prior periods (RETRO), PPE 6/30/2021; Pay date 07/01/21Biweekly Timekeeping entry dealine for prior periods (RETRO), PPE 6/26/2021; Pay date 07/07/2021Last day to request draw downs from the FoundationNon-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.
Additional Resources
- Self-Supporting Activities Fiscal Closing Special Items Instructions for FY20-21
- Watch the May 21 Recorded Office Hours for Fiscal Close with Q&A
- We encourage you to crowdsource answers from colleagues in the Budget & Finance Community of Practice.
| Due date & time | Due in to | Helpful links | Subledger | Departmental action |
|---|---|---|---|---|
|
May 7 10:30 am |
Student Support | Type in "More Specifically..." box: Other Student Billing Support |
ISIS (non Oracle) |
Departments requiring AR charges reflected on June STUDENT billing statements |
|
May 14 (EOD) |
Budget & Finance Support | Interlocation Transfer of Funds Submissions/Inquiries |
GL/PPM |
May ILTF Requests (no June ILTS for system) |
|
June 1 |
UC Path |
KBA: Resources for Salary Cost Transfers/Direct Retros in UCPath |
UCPath |
High Risk (Will route to OPAFS) Biweekly Direct Retro deadline for posting in June 2021 |
|
June 4 (EOD) |
Budget & Finance Support |
GL/PPM |
Intercampus recharges |
|
|
June 8 |
UC Path |
KBA: Resources for Salary Cost Transfers/Direct Retros in UCPath |
UC Path |
High Risk (Will route to OPAFS) Monthly Direct Retro deadline for posting in June 2021 |
|
June 10 (EOD) |
IPPS (Disbursements) |
Payables |
Last Day to Request non-travel related bank wire |
|
|
June 10 (EOD) |
Concur |
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 |
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 |
Payables |
Last day to submit Concur Gift Card Requests for June posting | |
|
June 10 (EOD) |
Concur |
Payables |
Last day to submit Concur Human Subject Payment Requests for June posting | |
|
June 14 5:59am |
UC Path |
KBA: Resources for Salary Cost Transfers/Direct Retros in UCPath |
UCPath |
(NON high risk) Biweekly Direct Retro FINAL local approval deadline for posting in June 2021 |
|
June 14 (EOD) |
Oracle Procurement |
Procurement |
Last day to submit orders to Procurement to guarantee IPPS Professional Buyer review before June 30th (must have completed FinUnit approval) | |
|
June 15 (EOD) |
Budget & Finance Support |
Payables, PPM, GL |
Cost Transfer Requests | |
|
June 15 2:30pm |
UC Path |
UC Path |
Monthly Timekeeping entry dealine for prior periods (RETRO), PPE 6/30/2021; Pay date 07/01/21 | |
|
June 18 3:00pm |
UC Path | UC Path Job Aids | UC Path | Monthly UCPath deadline to establish new hires and employee data change, PPE 6/30/21; Pay date 7/01/21 |
| June 21 2:30pm | UC Path | Ecotime | UC Path | Monthly Timekeeping entry deadline for current period, PPE 6/30/2021; Pay date 07/01/21 |
| June 22 (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: Establish new FY 2019-2020 projects or Augment/substitute/ return funds for existing projects, within FY 2019- 2020 Note: Capital improvement projects are represented by organization numbers 96xxxx. |
|
| June 23 5:59am | UC Path | KBA: Resources for Salary Cost Transfers/Direct Retros in UCPath | UC Path | (NON High Risk) Monthly Direct Retro FINAL local approval deadline for posting in June 2021 |
| June 23 2:30pm | UC Path | Ecotime | UCPath | Biweekly Timekeeping entry dealine for prior periods (RETRO), PPE 6/26/2021; Pay date 07/07/2021 |
| June 23 (EOD) | Budget & Finance Support IPPS D&T | KBA: How to Correct a Paid Supplier Invoice | Payables | Last day to submit use tax adjustment |
| June 23 (EOD) | Concur | Procurement Card Expense Process | Payables | Last day for Final Approval and Submission of PCard Expense Reports for June posting |
| June 23 (EOD) | Payment Compass | Oracle Supplier Invoices | Payables | Last day to submit PO Invoices for June posting |
| June 23 (EOD) | Budget & Finance Support IPPS D&T | Payables | Last day to submit payment requests for June posting - All payment types with final approval excluding Events | |
| June 23 (EOD) | UC Path | UC Path Transactors | UC Path | Last day for Final Approval of Funding Entry. Do not enter or approve any new transactions from 6/24-6/30/2021 because it will interfere with the fiscal year-end rollover processes. |
| June 24 3:00pm | UC Path | UC Path Job Aids | UC Path | Biweekly UCPath deadline to establish new hires and employee data change, PPE 6/26/21; Pay date 07/07/2021 |
| June 28 2:30pm | UC Path | Ecotime | UC Path | Biweekly Timekeeping entry deadline for current period, PPE 6/26/2021; Pay date 07/07/2021 |
| June 30 1:30pm | Central Cashier | Cash Mgmt/Receivables | Central Cashier closes at 2pm on June 30, however all campus deposits (including sub-cashier's) should be delivered to Central Cashier’s unit by 1:30 p.m. Departments with cash receipts (i.e., cash or checks on hand) must deposit them with Central Cashier by 1:30 p.m. | |
| June 28 / July 1 | Med Ctr Cashier | Cash Mgmt/Receivables | UCSD Medical Center sub cashiers are requested to make their deposits on June 28, 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 9am on July 1, the first business day in July. | |
| July 2 (EOD) | Budget & Finance Support | Oracle MCI File Submissions | PPM | Recharges via Services and Support: For activities having significant work-in-progress, recharges for work completed through June 30 should be included. |
| July 7 (EOD) | Foundation | Foundation and Gift Forms | GL | Last day to request draw downs from the Foundation |
| July 7 (EOD) | ARCO | AR Billing Other | Receivables/PPM | Non-student/non-patient AR invoices must be in Oracle Note: the effective date on the invoices must be the date when the services were provided or the goods shipped. |
| July 8 (EOD) | Oracle | KBA: Cost Transfer Guide | PPM | Self-service cost transfer in OFC PPM with final approval by EOD 7/8 |
| July 8 (EOD) | Oracle | PPM | Recharges via API or Application : For activities having significant work-in-progress, recharges for work completed through June 30 should be included.- Unprocessed Errors must be resolved this day | |
| July 8 (EOD) | Oracle | PPM | Recharges using RMP App or API- Last day to upload AND RESOLVE ALL ERRORS | |
| July 8 (EOD) | Payroll | GL / PPM | UCPC June payroll data burst | |
| July 8 * (EOD) | Self-Supporting Activities | Fiscal Closing Special Items Instructions | Receivables, PPM, Payables, GL | Self-Supporting Activities (note: *subledgers transactions cannot be posted after 7/8/21). |
| July 9 (EOD) | Oracle | Salary Cost Transfers | PPM | Dept deadline to transfer JUNE PAYROLL COSTS POSTED TO DEFAULT PROJECTS from Default project in oracle with final approval by EOD 7/9 |
| July 16 (EOD) | Oracle | How to process a journal entry | GL | Department's last day to submit GL Journal Entry (reminder subledgers close 7/8/21), with final work flow approvals |
| July 23 (EOD) | Oracle | How to process a journal entry | GL | VC offices last day to submit exception GL Journal Entry (reminder subledgers close 7/8/21), with final work flow approvals |