Fiscal Close Updates

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

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

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. 

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. 

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.