Fiscal Close Information

Fiscal Closing Dates

May
9		Deadline to submit Interlocation Transfer of Funds (ILT) forms to General Accounting.
June
1		June Preliminary ledgers open for feeds processing.
5		June Preliminary ledgers open for all transactions.
11		May ledgers available in Decision Support - Review May ledgers closely in order to reduce June adjustments.
13		Last day to submit Lien Clearing Request Forms to clear outstanding lien errors in FY 07-08. Liens on forms received after this date will be cleared in FY 08-09.
13		Work study changes for any previous payroll must be approved by the Work Study office.
16		Last day to submit Intercampus Financial Recharges (Intercampus Order/Charge Form).
20		Approved previous Work Study payroll adjustments for Work Study must be entered into OPTRS on the B2 by noon.
23		University Invoice / Sundry Debtors (Banner) must be submitted to Student Accounting by 4:00pm.
24		First day to enter time for B1 payroll for reporting student work study payroll from 6/15 through 6/30.
30		Last day to submit Direct Cost Agreements to General Accounting.
30		Deadline to change Billing ID dates to 6/30/08 will be at 5:00pm. This will automatically extend the Billing ID dates to 6/30/09.
30		Final date to enter adjustments in PPS to balance Staffing Lists.
30		Cash Deposit Deadline - June deposits that are received by the Campus Cashier’s Office (Dutton Hall) by 8:00pm and by the UCDMC Cashier's Offices by 4:00pm will be processed as June business and will appear on the June Preliminary ledgers. (All deposits received after the deadlines will be processed as July business.)
July
1		FY 08-09 opens for feeds.
2		New vendor requests processed for FY 07-08 must be submitted no later than noon. Any vendor requests received after this time may not be available for this FY 07-08 transactions.
3		Payroll Expenditure Transfers - All online (OPTRS) expense transfers (EDTS- Single Expense Transfers & EDTM – Mass Expense Transfers) must be completed by noon, B1 compute.
3		Last day to process work study payroll for the time period of 6/15 through 6/30. Must be entered by noon for the B1 compute. This will be the last opportunity to ensure that the work study is split for students on work study.
3		Banner Feeder System Deadline. Banner Feeder Systems must be submitted to Banner for processing by 5:00pm. The Banner feeds are uploaded to DaFIS the following day to be included on the June Preliminary ledgers.
3		Last day to initiate and approve all documents for June Preliminary ledger. Must be entered by 7:00pm.
3		Departments using the Zero-Dollar Statement of Cash Collection (SCCZ) document - The Internal Control Division of Accounting and Financial Services must receive documentation by 4:00pm to process June business and have it included on the June ledger. (Off Campus sites can fax a copy of the SCCZ and the bank deposit slip to Internal Control at 530-754-9258. The original documents should be sent to the Internal Control Department as usual.)
3		Feeder System Deadline. All FY 07-08 business from Feeder Systems (e.g., Storehouse, Telecommunications) must be fed to DaFIS by this date in order to be included on the June Prelim ledgers.
3		Accounts Payable Deadline - All hardcopy requests must be received in Accounts Payable by 1:00pm and the associated DaFIS document must have a document status of 'R' (awaiting Accounts Payable approval). Documents received by 1:00pm will appear in FY 07-08. Documents received after 1:00pm will be recorded in FY 08-09 and should be accrued with a Year End Accrual Voucher (YEAV) document to FY 07-08 if appropriate.
3		CAMS documents and Online Asset Maintenance unavailable to users at 4:00pm on 7/3 through 7/11. All documents should be approved by 7/3 at 4:00pm. Users will be notified when CAMS will be available; it may be sooner than 7/11.
4		Do not process any Account (ACCT) documents to change the OP Account or the OP Fund number from 7/4 through 8/8, unless you obtain approval from General Accounting. Organization changes can be made within the same school/vice chancellor's office.
4		June Final opens for Departmental posting of Year End (YEXX) document processing.
4		From 7/4 through 7/7 Current Budget Adjustment (CB), Current Budget Adjustment-Restricted (RCB), Restricted Error Correction (REC), Error Correction (EC), Distribution of Expense (DI), Accrual Voucher (AV), Medical Center Accrual Voucher (AVH), Interdepartmental Bill (IB) and Medical Center Interdepartmental Bill (IBH) documents are not available for July posting and cannot be seen in DaFIS Transaction Processing (TP).
4		PO/DPO/DRO numbers will be reset for FY 08-09.
4		All AP documents in DaFIS TP are available to view and use for FY 08-09 transactions.
8		All non-year-end documents in DaFIS TP are available to view and use for FY 08-09 transactions.
10		June Preliminary ledgers available in Decision Support.
11		June Final closes for Departmental Year End (YEXX) document processing.
15		Deadline to balance staffing lists.
15		Dean/Vice Chancellor's office access closes for Year End (YEXX) document processing.
16		Year End (YEXX) documents will NOT be available for viewing in TP on or after 7/16, but they can be viewed in Decision Support.
August
5		FY 08-09 July Fiscal Period - Departmental cutoff for TP Processing.
11		FY 08-09 July Fiscal Period closed and balances available in Decision Support.