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Fiscal Closing 2022–2023: 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.

Important

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

EOD = End Of Day (before 11:59 PM).
TBA = To Be Announced (date not final yet).

Additional Resources


Due Date & Time Due in to Helpful Links Subledger Departmental Action
May 15 (EOD) Budget & Finance Support KBA: How to Submit for an Outgoing Interlocation Transfer of Funds (ILTF) GL

Last day for departments to submit May ILTF Requests (no June ILTF for system). Note: ICA has until May 19th to complete processing.

May 22 (EOD) Budget & Finance Support Type in "More Specifically..." box: Other Student Billing Support ISIS (Non-Oracle)

Last day for departments to request in Services & Support manual invoice in ISIS (non-Oracle) so that charges are reflected on June 2023 STUDENT billing statements.

June 2 (EOD) Concur KBA: How to Manage a Move Trip Concur

Last day to submit Move/Relocation Expense Reports (with required documentation and final departmental approval) for June posting. Note: the taxation that is applicable for move/relocation expenses will appear in July paychecks.

June 7 at 2:30 PM Ecotime Blink: Ecotime Campus Timekeeping Payroll

Monthly Timekeeping entry deadline for prior periods (RETRO), PPE 06/30/2023; Pay date 06/30/2023.

June 7 (EOD) Financial Support Request Tool (FSRT) Collab: Financial Support Request Tool Documentation Non-Oracle Deadline for Retroactive Funding Changes for Graduate Financial Support.
June 9 (EOD) Financial Support Request Tool (FSRT) Collab: Financial Support Request Tool Documentation Non-Oracle

Deadline for June stipends for Graduate Financial Support.

June 9 (EOD) Concur KBA: How to Process a Travel Wire Concur

Last day to submit Travel Expense Reports Associated foreign wire payments (with required documentation and final departmental approval) for June posting.

June 9 (EOD) Budget & Finance Support Blink: Non-Travel Wire Requests Payables

Last day to submit non-travel wire requests (including subaward wire payments).

June 9 (EOD) Concur KBA: How to Submit a Travel Expense Report in Concur Concur

Last day to submit Concur Travel Expense Reports (with required documentation and final departmental approval) for June posting.

June 9 (EOD) Concur KBA: How to Submit an Event Expense Report in Concur Concur

Last day to submit Concur Events Expense Reports (with required documentation and final departmental approval) for June posting.

June 9 (EOD) Concur KBA: How to Submit a Non-Event Reimbursement in Concur Concur

Last day to submit Other Reimbursements Expense Reports (with required documentation and final departmental approval) for June posting.

June 9 (EOD) Concur KBA: How to Create a Gift Card Request Concur Last day to submit Concur Gift Card Requests for June posting.
June 9 (EOD) Concur Blink: Expense Reimbursement for Human Subjects Concur Last day to submit Concur Human Subject Payment Requests for June posting.
June 16 at 3:00 PM UCPath UCPath Job Aids UCPath

Monthly UCPath deadline to establish new hires and employee data change, PPE 06/30/2023; Pay date 06/30/2023.

June 16 (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 2022-2023 projects
  • Augment/substitute/return funds for existing projects, within FY 2022-2023

June 16 (EOD)

Budget & Finance Support AP invoice Non Salary Cost Transfer Request Payables Last day for departments to submit AP invoice non-salary cost transfer requests.
June 16 (EOD) Budget & Finance Support Blink: Lift PO Commitments Procurement

Last day to submit POs to be closed via Services & Support ticket.

June 16 (EOD) Oracle Financials Cloud KBA: Introduction to 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 20 at 2:30 PM Ecotime

Blink: Ecotime Campus Timekeeping

Payroll Monthly Timekeeping entry deadline for current period, PPE 06/30/2023; Pay date 06/30/2023.
June 21 at 2:30 PM Ecotime Blink: Ecotime Campus Timekeeping Payroll

Biweekly Timekeeping entry dealine for prior periods (RETRO), PPE 06/24/2023; Pay date 07/05/2023.

June 22 at 5:59 AM UCPath UCPath Job Aids UCPath

Department approval deadline for biweekly and monthly “high risk” direct retros.

June 22 at 3:00 PM UCPath UCPath Job Aids UCPath

Biweekly UCPath deadline to establish new hires and employee data change, PPE 06/24/2023; Pay date 07/05/2023.

June 22 (EOD) UCPath UCPath Job Aids UCPath

Last day for Final Approval of Funding Entry.

Do not enter or approve any new transactions from 6/23-6/29/2023 because it will interfere with the UCPath year-end rollover process.

June 23 (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 23 (EOD) Concur KBA: How to Reconcile Transactions and Create a Procurement Card Expense Report Payables

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

June 23 (EOD) Payment Compass KBA: How to Submit Purchase Order Invoices Payables Last day to submit PO Invoices for June posting.
June 23 (EOD) Payment Compass Blink: Payment Compass Invoice Submission & Status Payables

Last day to submit subaward invoices in Payment Compass to be uploaded into KR by end of day Monday, 06/26/2023.

June 23 (EOD) Budget & Finance Support KBA: Payment Requests Payables

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

June 26 at 2:30 PM Ecotime Blink: Ecotime Campus Timekeeping Payroll

Biweekly Timekeeping entry deadline for PPE 06/24/2023; Pay date 07/05/2023.

June 29 (EOD) Kuali Research Kuali Research

Last day to approve subaward invoices in KR to be posted in June ledger and have a 06/30/2023 payment date.

June 30 (EOD) Budget & Finance Support Foundation Requests for Funds Form Foundation

Last day to request transfers from the Foundation to Campus ledger for Foundation gift funds.

June 30 at 1:30 PM Campus Central Cashier Blink: How to Make a Deposit Cash Management/Receivables

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

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

June 30 (EOD) SSA

N/A

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 FY23.
June 30 (EOD) Oracle Financials Cloud Blink: Financial Deficit Policy GL / PPM

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

June 30 (EOD) Medical Center Cashier Cash Management/Receivables

UCSD Medical Center sub cashiers are requested to make their deposits on the last business day of June, June 30th (does not apply to Medical Center pharmacy and cafeteria).

July 3 at 9:00 AM Medical Center Cashier Cash Management/Receivables

UCSD Medical Center pharmacy and cafeteria are to make their final June deposits by 9:00 AM on the first business day on July 3rd.

July 5 (EOD) Budget & Finance Support Intercampus Recharge Request Form GL

Last day to submit intercampus recharge requests.

July 5 (EOD) UCPath UCPath

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

July 7 at 5:00 PM UCPath UCPath Job Aids UCPath

Final local approval deadline for biweekly and monthly non "high risk" direct retros.

July 7 (EOD) Oracle Financials Cloud Blink: Ledger Close Dates Payables Last day for AP subledger transactions (note: Payables subledger transactions cannot be processed after this day).
July 7 (EOD) SSA KBA: How to Process Transactions in the RMP Recharge Application RMP Recharge Application

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

July 7 (EOD) SSA KBA: How to Process Transactions in the RMP Recharge Application RMP Recharge Application

Reminder: SSAs to process 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.

July 7 (EOD) SSA KBA: How to Process Transactions in the RMP Recharge Application RMP Recharge Application

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.

July 10 (EOD) SSA KBA: How To Process A Journal Entry GL SSAs to process inventory journal entry and submit a copy of the inventory report to BFS-ICA in Services & Support.
July 10 (EOD) Oracle Financials Cloud

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


KBA: Creating an Invoice in Receivables

Receivables

Departments 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.

July 10 (EOD) Budget & Finance Support KBA: How to Claim Unidentified Payments Receivables Claim payments from unapplied receipts for posting in period 12.
July 10 (EOD) SSA Receivables

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

July 11 (EOD) SSA Receivables

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

July 12 at 12:00 PM Oracle Financials Cloud KBA: How to View and Resolve PPM Cost Transfers Not Processed PPM

Resolve any PPM Unprocessed Costs from Recharge Operations or approved Cost Integrations, including cost transfers submitted in OFC.

July 12 at 12:00 PM Budget & Finance Support Oracle MCI File Submission (Recharges) Request Form PPM Submit MCI file submission (recharges) request in Services & Support before 12:00 PM.
July 12 (EOD) Oracle Financials Cloud KBA: How to Initiate a Partial or Full Cost Transfer in Oracle PPM PPM

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

July 13 (EOD) Oracle Financials Cloud Blink: Ledger Close Dates Receivables and PPM

Last day for Receivables and PPM subledger transactions (note: subledger transactions cannot be posted after 7/14/2023).

July 14 (EOD) SSA KBA: How to Create a Fiscal Year End Reversing Journal Entry GL

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

July 14 (EOD) SSA KBA: How to Create a Fiscal Year End Reversing Journal Entry GL

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

July 14 (EOD) UCPath UCPath

Information Only (no action by departments) - UCPath is processing 2nd interval for direct retros from 7/10-7/13 and expect to post them to PPM and GL on July 14.

July 17 (EOD) Oracle Financials Cloud GL Last day for departments to submit and approve all journal entries.
July 21 (EOD) Oracle Financials Cloud GL Last day for VC Central Offices to submit and approve journal entries.
July 28 at 3:00 PM Oracle Financials Cloud GL Information Only (no action by departments) - Last day for campus central offices to submit and approve journal entries.
July 28 at 3:00 PM Oracle Financials Cloud GL Information Only (no action by departments) - Last day for Health System to submit and approve journal entries.
July 31 at 4:00 PM Oracle Financials Cloud GL Information Only (no action by departments) - Close period 12 general ledger (open period 13).

Calendar View

Link to download the calendar here.

Download the calendar to Outlook

If you use Outlook, you can download the 2023 Fiscal Close Calendar.ics link and add the dates to your Outlook calendar.

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.