[Physics-staff] FW: Important Fiscal Closing Deadlines

[Wendi Tapia]

Good Afternoon,

Friendly reminder that Friday, June 17th, is the last day for Pro Card purchases.  Beyond June 17th, we are unable guarantee purchases made will post to the ledger by June 30th.
Please remember, this is to guarantee expenses are charged to expiring funds.

Best,
Wendi


From: Wendi Tapia
Sent: Tuesday, May 10, 2022 7:40 AM
To: Physics-faculty at lists.ucr.edu; physics-staff at lists.ucr.edu
Cc: Guille Vallejo <guille.vallejo at ucr.edu>
Subject: Important Fiscal Closing Deadlines

Good Morning!

As expected this time of year, we are focusing on fiscal closing deadlines. The purpose of fiscal closing is to assist UCR in meeting our collective fiduciary responsibilities by accurately recording financial transactions/commitments in preparation for year-end reporting up to UCOP.

These deadlines are specific to expiring funds as well as any fund in overdraft. In addition to assisting* you with exhausting expiring allocations, it is imperative that overdrafts are both avoided and cleared on all fund sources.

Please submit your requests by 5:00 pm of the date listed to guarantee expenses are charged to expiring funds. (Expenses may continue to post beyond these dates, but are guaranteed by Central Accounting to post if accurately submitted by the fiscal closing deadlines.)

Below are the remaining deadlines for FY21/22 closing which most commonly affect your funds:

Day
Date
Transaction
Friday
May 13
equipment orders to post FY22
Tuesday
June 7
vendor invoices (including subcontracts)
Wednesday
June 8
ePay requests
Wednesday
June 8
Travel reimbursements
Wednesday
June 8
Petty cash reimbursements
Wednesday
June 8
Clear all overdrafts
Wednesday
June 8
Salary Cost Transfers
Friday
June 10
eBuy requests
Wednesday
June 15
Charges from other campuses
Friday
June 17
FAU Changes
Friday
June 17
Pro Card purchases
Monday
June 27
Clear encumbrances
Monday
June 27
Expense transfers*

* Please note, our role is to assist you in calculating projections and determining final balances. However, we must rely on you to inform us of which specific expenses are appropriate against the fund sources in your portfolios.

Should you have any questions about how these deadlines affect you, please contact us as soon as possible.


Wendi Tapia
Financial & Administrative Officer
Department of Physics & Astronomy
UNIVERSITY OF CALIFORNIA, RIVERSIDE
900 University Ave.| Office: 951-827-3981  | Fax:  951-827-4529

Available via zoom  https://ucr.zoom.us/my/wenditapia

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