[Botanystaff] Reminder - Department Fiscal Close Notices

[April Meinzer]

FISCAL CLOSE NOTICES
[Text  Description automatically generated]<https://plantbiology.ucr.edu/>
I am writing to you with an important fiscal closing deadline for our administrative offices. Please read these deadlines carefully as the deadlines listed in this communication are critical as we undergo various financial system conversions as part of the campus Impact 23 Program<https://impact23.ucr.edu/> that will modernize our financial applications as well as implement the UC mandated Common Chart of Accounts (CCOA).
As you read the deadlines below, play close attention to the blackout periods as certain systems will be unavailable for an extended period during the cutover<https://impact23.ucr.edu/cutover-fiscal-close>.
May 31st
Orders less than $200
In preparation of the system conversion orders below $200 will not be processed as those purchase orders will not convert into Oracle.
If a low dollar order must be placed we can utilize the procurement card, however we do not guarantee that the order will post to the June 2023 ledger. Pcard orders often do not post until items are shipped which is dependent on each vendor and item availability.
June 7th at 12:00PM
Concur Travel and Expense
Due to the high volume of activity at year-end, travel expense reimbursement requests must be approved and in the Accounting Office queue by June 12 at 5:00 p.m. to ensure posting to the Period 12 Ledger.
Therefore, all requests must be received by the Department no later than June 7 to allow for processing and corrections.
Cutover: Concur will have a blackout period of June 13 - July 4. Any reimbursements not submitted on time will not be processed until the system is available again on July 5.
June 12th
Cash/ Check Deposits
All cash and check donations must be received by the department no later than June 12 to allow for processing. Donations must be accompanied by a signed 700U form by the donation recipient.
Cutover: The Cash Collection Reconciliation and Reporting System (CCRRS) and VCUA Gift Acceptance System will be unavailable until July 3. Checks received between June 27 to July 7 can be secured at the department until we are able to make the deposit. Please contact your financial analyst immediately if you have a deposit that did not meet the cutoff.
June 14th at 12:00PM
ePay Payment Requests

Due to the high volume of activity at year-end, ePay payment requests must be approved and in the Accounting Office ePay queue by June 16th at 5:00 p.m. to ensure posting to the Period 12 Ledger.
Therefore, all requests must be received by the Department no later than June 14th at 12:00 PM to allow for processing and corrections.
Cutover: The ePay system will have a blackout period of June 17 - July 6. Any reimbursements not submitted on time will not be processed until the system is available again on July 7.
June 16th
ALL Department Authorized Purchase Orders Below $5,000
Last day for departments to process Department Authorized Purchase Orders (DAPOs) is June 21.
Therefore, all requests must be received by the Department no later than June 23 to allow for processing.
Cutover: eBuy will have a blackout period from June 22 to July 4. During this time the system will be available as a read-only repository. Information on where to submit new orders will be announced in June.
CONTACT
For all procurement questions or concerns please contact isaac.martinez at ucr.edu<mailto:isaac.martinez at ucr.edu>
For ePay or Travel questions or concerns please contact toni.vanbuhler at ucr.edu<mailto:toni.vanbuhler at ucr.edu>
Monday through Friday   8:00AM- 12:00PM   &   1:00PM- 5:00PM


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