FY24-25

June 19, 2025 | 4th Edition

Welcome to the Fiscal Close Bulletin.

The Fiscal Close Bulletin is a limited-edition newsletter issued from May to July to provide you weekly updates and guidance related to Fiscal Close.

View Department Deadlines

June 19

Informational Only (no action by departments): Direct retros batch reflected in DOPE on June 19, 2025.

June 19, EOD

Deadline for Final Approval of Funding Entry. Do not enter or approve any new transactions from 6/20 - 6/27 because it will interfere with the UCPath year-end rollover process is end of day, June 19, 2025.

Resource: UCPath Job Aids

June 20 - 27

Informational Only (no action by departments): UCPath funding entry freeze starts June 20, 2025 at 8:00 AM and ends on June 27, 2025 at 12:00 PM.

June 20, EOD

Deadline to submit subaward invoices in Transcepta is end of day, June 20, 2025.

June 20, EOD

Deadline for submission and final approval of P-Card Expense Reports for June posting is end of day, June 20, 2025.

Resource: KBA: How to Reconcile Transactions and Create a Procurement Card Expense Report

June 20, EOD

Deadline to submit PO Invoices for June posting is end of day, June 20, 2025.

June 20, EOD

Deadline to submit Payment Requests for June posting - All payment types with final approval excluding Events is end of day, June 20, 2025.

Resource: KBA: Payment Requests

June 21

Informational Only (no action by departments): SCT batch reflected in DOPE on June 21, 2025 at 8:00 AM.

June 22, 2:30 PM

Monthly Timekeeping entry deadline for current period, PPE 6/30/2025; Pay date 7/1/2025 is June 22, 2025 at 2:30 PM.

Resource: Blink: Ecotime Campus Timekeeping

June 23, 2:30 PM

Biweekly Timekeeping entry deadline for current period, PPE 6/21/2025; Pay date 7/2/2025 is June 23, 2025 at 2:30 PM.

Resource: Blink: Ecotime Campus Timekeeping

June 25, 5:00 PM

Deadline for local approval of direct retros (BW/MO High-Risk and Non High-Risk) is June 25, 2025 at 5:00 PM.

Resource: UCPath Job Aids

June 25, EOD

Deadline to approve AP in Oracle to be posted in June ledger and have a June payment date is end of day, June 25, 2025.

Resources:
- KBA: How to Approve Invoices and Requisitions from a Non-UCPath Email
- KBA: How to Approve Invoices in Oracle Procurement

June 26, 8:00 PM

Deadline for local approval of SCTs (High-Risk) is June 26, 2025 at 8:00 PM.

Resource: UCPath Job Aids

June 30, 1:30 PM

The Central Cashier’s unit will be closing at 2 p.m. on June 30th for deposit processing. Still, all campus deposits (including sub-cashier's) should be delivered to Central Cashier’s unit by 1:30 PM on June 30, 2025.

Deadline to deposit cash receipts (i.e., cash or checks on hand) with the Central Cashier is June 30, 2025 at 1:30 PM.

Resource: Blink: Cashiering Services: How to Make a Deposit

June 30, EOD

Deadline for SSAs to take physical inventory for June 30th is end of day, June 30, 2025.

Resource: Blink: Fiscal Close Instructions for SSAs

June 30, EOD

Deadline to submit new chart of account segment requests for fiscal close is end of day, June 30, 2025.

Resource: KBA: How to Request New Chart of Account (COA) Segments

June 30, EOD

Deadline for departments to resolve financial deficits within the fiscal year per Policy 300-2 is end of day, June 30, 2025.

Resource: Blink: Financial Deficit Policy

June 30, EOD

Deadline for UCSD Medical Center sub cashiers to make their deposits on the last business day of June is end of day, June 30, 2025.

June 30, EOD

Deadline for central office and recharge operations to ensure account 773046 is reconciled is end of day, June 30, 2025.

Resource: Blink: Fiscal Close Instructions for SSAs

June 30, EOD

Deadline to submit intercampus recharge requests is end of day, June 30, 2025.

Resource: Intercampus Recharge Request Form

Concur Accruals – Fiscal Close Overview

Review the detailed guidance in the Fiscal Close: Overview Blink site under Concur Accruals

Preliminary accrual data linked here.
- Columns starting with “f_entity” all the way to the right represent a preview of the accrual data

Recommended Actions:

Continue to reconcile outstanding card charges.
- Allocate expenses to the appropriate chart strings
- Delete expense reports that are no longer needed or make corrections in order to reflect correct accruals
- Submit and Approve expense reports that are ready to go

Best Practice for future Travel and Events (that will take place after June 30th)

Move card transactions from Available Expenses to Expense Reports
- For Travel Expenses, be sure to have an approved Travel Request (pre-authorization) in place
Fill out the Report Header fields (particularly the Business Travel Dates or Event Dates)
Allocate the expenses to the appropriate department chart string(s)
Save the Expense Report
Finalize the report within 45 days after the trip/event has taken place

Submit a Services & Support case with any questions

Attend Office Hours (see Procure to Pay/Travel and Expense) for live assistance

Use TritonGPT to get a quick response for your Travel, Entertainment and Travel & Entertainment Card and Procurement Card Program questions.

Self Supporting Instructions for Fiscal Close

The SSA document for campus users is now published. Visit the Fiscal Close: Overview page to download a copy.

Department Action and Cutoff Dates Now Available!

The Department Action and Cutoff Dates Blink page for campus users is now published! Find key actions and cutoff dates to help you prepare. Please note: the listed deadlines are set by central offices—your department may have additional requirements or earlier deadlines, so be sure to check internally as well.

Link to Fiscal Year Updates Blink Page