<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 15 (filtered medium)">
<!--[if !mso]><style>v\:* {behavior:url(#default#VML);}
o\:* {behavior:url(#default#VML);}
w\:* {behavior:url(#default#VML);}
.shape {behavior:url(#default#VML);}
</style><![endif]--><style><!--
/* Font Definitions */
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin-top:0in;
margin-right:0in;
margin-bottom:8.0pt;
margin-left:0in;
line-height:105%;
font-size:11.0pt;
font-family:"Calibri",sans-serif;
mso-ligatures:standardcontextual;}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:#0563C1;
text-decoration:underline;}
span.EmailStyle20
{mso-style-type:personal-compose;
font-family:"Calibri",sans-serif;
color:windowtext;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;
mso-ligatures:none;}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1027" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<table class="MsoNormalTable" border="0" cellspacing="0" cellpadding="0" width="624" style="width:6.5in;margin-left:.5in;border-collapse:collapse">
<tbody>
<tr>
<td width="372" colspan="2" style="width:278.75pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:0in;line-height:normal"><b><span style="font-size:16.0pt;color:#003EA5">FISCAL CLOSE NOTICES</span></b><o:p></o:p></p>
</td>
<td width="252" valign="top" style="width:189.25pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:0in;line-height:normal"><!--[if gte vml 1]><v:shapetype id="_x0000_t75" coordsize="21600,21600" o:spt="75" o:preferrelative="t" path="m@4@5l@4@11@9@11@9@5xe" filled="f" stroked="f">
<v:stroke joinstyle="miter" />
<v:formulas>
<v:f eqn="if lineDrawn pixelLineWidth 0" />
<v:f eqn="sum @0 1 0" />
<v:f eqn="sum 0 0 @1" />
<v:f eqn="prod @2 1 2" />
<v:f eqn="prod @3 21600 pixelWidth" />
<v:f eqn="prod @3 21600 pixelHeight" />
<v:f eqn="sum @0 0 1" />
<v:f eqn="prod @6 1 2" />
<v:f eqn="prod @7 21600 pixelWidth" />
<v:f eqn="sum @8 21600 0" />
<v:f eqn="prod @7 21600 pixelHeight" />
<v:f eqn="sum @10 21600 0" />
</v:formulas>
<v:path o:extrusionok="f" gradientshapeok="t" o:connecttype="rect" />
<o:lock v:ext="edit" aspectratio="t" />
</v:shapetype><v:shape id="Picture_x0020_3" o:spid="_x0000_s1026" type="#_x0000_t75" alt="Text
Description automatically generated" href="https://plantbiology.ucr.edu/" target="""_blank""" style='position:absolute;margin-left:-.25pt;margin-top:2.85pt;width:150pt;height:45pt;z-index:251659264;visibility:visible;mso-wrap-style:square;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:9pt;mso-wrap-distance-top:0;mso-wrap-distance-right:9pt;mso-wrap-distance-bottom:0;mso-position-horizontal:absolute;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:line;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page' o:allowoverlap="f" o:button="t">
<v:fill o:detectmouseclick="t" />
<v:imagedata src="cid:image001.png@01D9792D.A195D260" o:title="Text
Description automatically generated" />
<w:wrap type="square" anchory="line"/>
</v:shape><![endif]--><![if !vml]><a href="https://plantbiology.ucr.edu/" target="""_blank"""><img border="0" width="200" height="60" style="width:2.0833in;height:.625in" src="cid:image001.png@01D9792D.A195D260" align="left" hspace="12" alt="Text
Description automatically generated" title="" v:shapes="Picture_x0020_3"></a><![endif]><o:p></o:p></p>
</td>
</tr>
<tr>
<td width="624" colspan="3" valign="top" style="width:6.5in;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<div style="border:none;border-top:solid windowtext 1.0pt;padding:1.0pt 0in 0in 0in">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">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
</span><a href="https://impact23.ucr.edu/"><span style="font-size:12.0pt">Impact 23 Program</span></a><span style="font-size:12.0pt"> that will modernize our financial applications as well as implement the UC mandated Common Chart of Accounts (CCOA).
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><span style="font-size:12.0pt">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
</span></b><a href="https://impact23.ucr.edu/cutover-fiscal-close"><b><span style="font-size:12.0pt">cutover</span></b></a><b><span style="font-size:12.0pt">.<o:p></o:p></span></b></p>
</div>
</td>
</tr>
<tr>
<td width="179" valign="top" style="width:134.15pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><span style="font-size:14.0pt">May 31<sup>st</sup> <o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">Orders less than $200</span><o:p></o:p></p>
</td>
<td width="445" colspan="2" valign="top" style="width:333.85pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">In preparation of the system conversion orders below $200 will not be processed as those purchase orders will not convert into Oracle.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">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.
</span><o:p></o:p></p>
</td>
</tr>
<tr>
<td width="179" valign="top" style="width:134.15pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><span style="font-size:14.0pt">June 7<sup>th</sup> at 12:00PM<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">Concur Travel and Expense</span><b><span style="font-size:14.0pt"><o:p></o:p></span></b></p>
</td>
<td width="445" colspan="2" valign="top" style="width:333.85pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">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. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">Therefore, all requests must be received by the Department no later than June 7 to allow for processing and corrections.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:3.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<b><i><span style="font-size:12.0pt;line-height:105%">Cutover:</span></i></b><span style="font-size:12.0pt;line-height:105%"> 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.<o:p></o:p></span></p>
</td>
</tr>
<tr>
<td width="179" valign="top" style="width:134.15pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><span style="font-size:14.0pt">June 12<sup>th</sup><o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">Cash/ Check Deposits</span><o:p></o:p></p>
</td>
<td width="445" colspan="2" valign="top" style="width:333.85pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">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. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><i><span style="font-size:12.0pt">Cutover:</span></i></b><span style="font-size:12.0pt"> 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.
<o:p></o:p></span></p>
</td>
</tr>
<tr>
<td width="179" valign="top" style="width:134.15pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><span style="font-size:14.0pt">June 14<sup>th</sup> at 12:00PM<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">ePay Payment Requests
</span><o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><o:p> </o:p></p>
</td>
<td width="445" colspan="2" valign="top" style="width:333.85pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:3.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt;line-height:105%">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 16<sup>th</sup> at 5:00 p.m. to ensure posting to the Period 12 Ledger.
</span><span style="font-size:8.0pt;line-height:105%"><o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:3.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt;line-height:105%">Therefore, all requests must be received by the Department no later than June 14<sup>th</sup> at 12:00 PM to allow for processing and corrections.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><i><span style="font-size:12.0pt">Cutover:</span></i></b><span style="font-size:12.0pt"> 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.</span><o:p></o:p></p>
</td>
</tr>
<tr>
<td width="179" valign="top" style="width:134.15pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><span style="font-size:14.0pt">June 16<sup>th</sup><o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">ALL Department Authorized Purchase Orders Below $5,000</span><o:p></o:p></p>
</td>
<td width="445" colspan="2" valign="top" style="width:333.85pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">Last day for departments to process Department Authorized Purchase Orders (DAPOs) is June 21.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><span style="font-size:12.0pt">Therefore, all requests must be received by the Department no later than June 23 to allow for processing.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><i><span style="font-size:12.0pt">Cutover:</span></i></b><span style="font-size:12.0pt"> 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.</span><o:p></o:p></p>
</td>
</tr>
<tr>
<td width="179" valign="top" style="width:134.15pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><b><span style="font-size:14.0pt">CONTACT</span></b><o:p></o:p></p>
</td>
<td width="445" colspan="2" valign="top" style="width:333.85pt;border:none;border-bottom:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:3.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
For all procurement questions or concerns please contact <a href="mailto:isaac.martinez@ucr.edu">
isaac.martinez@ucr.edu</a> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:3.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
For ePay or Travel questions or concerns please contact <a href="mailto:toni.vanbuhler@ucr.edu">
toni.vanbuhler@ucr.edu</a><o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:normal"><i>Monday through Friday</i> 8:00AM- 12:00PM & 1:00PM- 5:00PM
<o:p></o:p></p>
</td>
</tr>
<tr>
<td width="179" style="width:134.15pt;padding:0in 0in 0in 0in"></td>
<td width="193" style="width:144.6pt;padding:0in 0in 0in 0in"></td>
<td width="252" style="width:189.25pt;padding:0in 0in 0in 0in"></td>
</tr>
</tbody>
</table>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
</body>
</html>