June 13, 2024 | FY23-24
Welcome to the Fiscal Close Bulletin!
The Fiscal Close Bulletin is a limited-edition newsletter, complimentary to the Weekly Digest, issued from May to July to provide you with weekly updates and guidance related to Fiscal Close.
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| Ecotime: Monthly Timekeeping entry deadline for prior periods (RETRO), PPE 06/30/2024; Pay date 07/01/2024.
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| Establish or augment capital improvement projects.
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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 to:
- Establish new FY 2023-2024 projects.
- Augment/substitute/return funds for existing projects, within FY 2023-2024.
Last day for departments to submit AP invoice non-salary cost transfer requests.
Last day to submit POs to be closed via Services & Support ticket.
Last day to submit orders to Procurement to guarantee IPPS Professional Buyer review before June 30th (must have completed FinUnit approval).
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| Deadline to provide Gift Fund Chart Strings for all gift revenue to Gift and Foundation Accounting.
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| Local approval deadline for direct retros is 5:59 AM.
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| Monthly UCPath deadline to establish new hires and employee data change, PPE 06/30/2024; Pay date 07/01/2024.
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| Biweekly Timekeeping entry deadline for prior periods (RETRO), PPE 06/22/2024; Pay date 07/04/2024.
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| Local approval deadline for SCTs (high-risk direct retros) is 8:00 PM.
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| Information Only (no action by departments): Direct retros batch reflected in DOPE.
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| Monthly Timekeeping entry deadline for current period, PPE 06/30/2024; Pay date 07/01/2024.
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| Biweekly UCPath deadline to establish new hires and employee data change, PPE 06/22/2024; Pay date 07/03/2023.
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| 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.
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Fiscal Closing 2023–2024: Departmental Action and Cutoff Dates
- Review important fiscal close dates for departments on Blink.
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Fiscal Closing Instructions for Self Supporting Activities
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For anyone looking to review the SSA instructions document for fiscal close, a link to review the document is available: Link to Document Here.
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Reminder: Year-End Approach
To all departments, please review the Accounts Receivable (AR) Aging report located on the BAH for outstanding invoices:
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BAH.edu > Budget & Finance > Accounts Receivable Panorama > Receivables Aging Report
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Additionally, review the Incoming Payments (Receipts) report to claim payments for application against outstanding invoices:
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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.
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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, 2024:
- Move Transactions from Available Expenses to applicable or new Expense Reports and complete the Report Header fields. If the trip or event does not take place until a future date, moving Card expenses to an Expense Report will curb reconciliation reminders.
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To view Outstanding Card Transactions for your department, visit the Business Analytics Hub (BAH). To view all available reports related to Concur expenses and card charges, search “Concur” in the BAH.
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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.
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We are here to support you.
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Below are resources that are available to you through Fiscal Close.
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| Call the Finance Help Line
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(858) 246-4237
Tuesdays through Thursdays
10AM - 12PM | 1PM - 3PM
Covered Topics
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The Fiscal Close Bulletin is a limited-edition newsletter issued from May to July to provide you with weekly updates and guidance related to Fiscal Close.
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