Fiscal Closing 2023–2024: Departmental Action and Cutoff Dates

Last day to submit May interlocation transfer of funds requests (no June ILTF for system).

Last day for departments to request in Services & Support manual invoice in ISIS (non-Oracle) so that charges are reflected on June 2024 STUDENT billing statements.

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.

Deadline for June stipends for Graduate Financial Support.

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

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

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

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

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

Monthly Timekeeping entry deadline for prior periods (RETRO), PPE 06/30/2024; Pay date 07/01/2024.

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 2023-2024 projects
• Augment/substitute/return funds for existing projects, within FY 2024-2024

June 14 (EOD)

Last day to upload and approve subaward invoices in KR. KR subaward integration will be on pause from June 15 to July 4.

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

June 14 (EOD)

Last day to submit requisitions to Procurement to guarantee IPPS Professional Buyer review before June 30th (must have completed FinUnit approval).

Deadline to provide Gift Fund Chart Strings for all gift revenue to Gift and Foundation Accounting.

Local approval deadline for direct retros is 5:59 AM.

Monthly UCPath deadline to establish new hires and employee data change, PPE 06/30/2024; Pay date 07/01/2024.

Biweekly Timekeeping entry deadline for prior periods (RETRO), PPE 06/22/2024; Pay date 07/04/2024.

Local approval deadline for SCTs (high-risk direct retros) is 8:00 PM.

Information Only (no action by departments):  Direct retros batch reflected in DOPE.

Blink: Ecotime Campus Timekeeping

Biweekly UCPath deadline to establish new hires and employee data change, PPE 06/22/2024; Pay date 07/03/2023.

Last day for Final Approval of Funding Entry.

Do not enter or approve any new transactions from 6/21-6/27/2024 because it will interfere with the UCPath year-end rollover process.

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

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

Biweekly Timekeeping entry deadline for PPE 06/22/2024; Pay date 07/03/2024.

Last day to approve AP invoices in Oracle to be posted in June ledger and have a 06/30/2024 payment date.

The Central Cashier’s unit will close at 2:00 PM on June 28th for deposit processing, and all campus deposits (including sub-cashiers) should be delivered to Central Cashier’s Office by 1:30 PM.

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

Information Only (no action by departments): Transfers from the Foundation to Campus ledger for Foundation gift funds are automatically processed.

N/A

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

UCSD Medical Center sub cashiers are requested to make their deposits on the last business day of June, June 28th (does not apply to Medical Center pharmacy and cafeteria).

For central offices and recharge operations, ensure account 773046 is reconciled.

Last day to submit intercampus recharge requests.

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

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

Final local approval deadline for direct retros.

Final local approval deadline for SCTs.

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

KBA: Creating an Invoice in 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.

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

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

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.

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.

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

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

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

Last day for Receivables and PPM subledger transactions (note: subledger transactions cannot be processed after this day because subledgers are being closed on the next business day).

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

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

Information Only (no action by departments) - UCPath is processing 2nd interval for direct retros from 7/8-7/10 and expect to post them to PPM and GL on July 12.

Information Only (no action by departments) - Period 12 subledgers closed.