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Cutover Schedule

Keep track of important cutover dates related to the Financial Information System project.

This cutover table helps summarize the key dates and activities departments need to manage in order to prepare for the 'cutover' between legacy financial systems and the new Oracle and Concur platforms.

Watch the cutover webinar where we discussed key cutover dates and how departments can prepare on Monday, June 15, 10:30 a.m. FIS Cutover DeckWebinar Recording

Financial Domain  Date Cutover Task/Business Description
Accounts Receivable 5/29/2020 Student Financial Solutions to stop creating new customer accounts
Accounts Receivable 6/5/2020 Student Financial Solutions to stop receiving invoices for non-student accounts
Accounts Receivable 6/11/2020 - 6/30-2020 Cashiers to hold payments (deposit to undistributed cash account)
Accounts Receivable 6/19/2020 Last day to process credit memos for non-student invoices to clear AR balance in ISIS
Accounts Receivable 6/19/2020 Deadline for departments to complete auto-invoice template
Cash and Banking 6/25/2020 Union Bank Analysis Charge - fees drafted via ACH debit by bank for prior month
Cash and Banking 6/30/2020 Bank of America Analysis Charge- fees drafted via ACH debit by bank for prior month
Cash and Banking 6/16/2020 BNY Mellon Analysis Charge - fees drafted via ACH debit by bank for prior month
Cash and Banking 6/11/2020 Wells Fargo Analysis Charge - fees drafted via ACH debit by bank for prior month
Cash and Banking 6/3/2020 Merchant fees (Discount and Interchange) drafted via ACH debit for prior month
Cash and Banking 6/3/2020 Merchant fees AXP Discount drafted via ACH debit for prior month
Post Award Financials 4/10/2020 Last day for Campus to submit EPET cost transfers to OPAFS
Post Award Financials 4/17/2020-4/29/2020 First IFIS Freeze on new fund setup (new awards, new master indexes, sub-indexes)
Post Award Financials 5/11/2020-5/22/2020 Second IFIS Freeze on new fund setup (new awards, new master indexes, sub-indexes)
Post Award Financials 6/12/2020 FERs due for any final reports/invoices due to sponsor by 6/30/20
Post Award Financials 6/12/2020 Last day to upload Intercampus Invoices
Post Award Financials 6/12/2020 Last day for new Sponsored Fund Setup
Post Award Financials 6/19/2020 Last day for Campus to submit ENPET cost transfers to OPAFS
Post Award Financials 6/19/2020 Last day Manual Journals to move cost FE53, FE50, F053 can be submitted by departments
Post Award Financials 6/30/2020 Deadline to report CostSharing in CostSharing system. Must be completed for all awards ending 6/30/20
Procure to Pay (Marketplace) 6/9/2020 Last day for campus to submit wire requests
Procure to Pay (Marketplace) 6/10/2020 Last day for new index numbers to be added into Marketplace
Procure to Pay (Marketplace) 6/17/2020 Last day for IPPS to add a supplier to IFIS
Procure to Pay (Marketplace) 6/19/2020 Last day to submit (completed department approval) Requisitions that include iRequests/miniRequests
Procure to Pay (Marketplace) 6/19/2020 Last day for submission of manual/Transcepta invoices
Procure to Pay (Marketplace) 6/23/2020 Last day to submit (completed department approval) Requisitions that include only catalog/punchout items
Procure to Pay (Marketplace) 6/24/2020 PO freeze begins (Marketplace is unavailable for any new transactions)
PO Freeze Checklist
Travel and Expense 5/22/2020 "Legacy" Travel Cards to be inactivated - New Travel & Entertainment Cards will be mailed to campus addresses once campus reopens. For mission-critical travel or entertainment/event-related business that will occur before campus reopens, submit a Services and Support case with the address where the card should be mailed. 
Travel and Expense 5/22/2020 First day to use new Corporate Bill Travel & Entertainment Card
Travel and Expense 5/22/2020 - 7/1/2020 Book travel in Connexxus using your new UC Path Employee ID as the Trip Number
Travel and Expense 5/22/2020 - 7/1/2020 To pre-authorize trips taken/booked during this time, each department is recommended to create an internal approval process Except, if travel is to a Sanctioned Country, contact IPPS for review prior to booking.
Travel and Expense 6/3/2020 All TEP cards deactivated by end of day
Travel and Expense 6/10/2020 Last day for Express Card & TEP transactions to be uploaded in EC Manager
Travel and Expense 6/10/2020 Last day to allow for Travel Card Prepayments (against charges made on legacy travel card) and Final Reconciliation for all trips - past and future, including sponsored travel
Travel and Expense 6/10/2020 Last day for Campus to reconcile past and future trips and obtain Dept Final Approval (reach IPPS Review queue), including Sponsored travel
Travel and Expense 6/10/2020 Last day for Campus to submit MyPayments documents for "Event" payment types and obtain Dept Final Approval (reach IPPS Review queue)
Travel and Expense 6/17/2020
Last day for IPPS to add a Traveler or Payee to IFIS
Travel and Expense 6/19/2020 Last day for Campus to submit MyPayments for payment types including Petty Cash replenishments, scrip and Visa gift card requests excluding Events (see 6/10 above) and obtain Dept Final Approval (reach IPPS Review queue)
Travel and Expense 6/19/2020 Last day for Campus to redistribute Express Card & TEP card transactions
Travel and Expense 6/19/2020 Last day for Campus to reconcile catering invoices in Marketplace and obtain final department approval (reach IPPS Review queue)
Travel and Expense 7/1/2020 Campus to create expense reports for any trips authorized under sponsored projects with COA & POET
Budget & Staffing  FY 19/20 Year-End Budget & Staffing Deadline Calendar
Financial Accounting FY 19/20 Ledger Cutoff Dates
Fiscal Closing: Department Action and Cutoff Dates
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