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Fiscal Period and Fiscal Close Information

• Fiscal Period Information
• What is Fiscal Close?
• Fiscal Closing Preparation Checklist (PDF)  (Word)
• Accruals and Deferrals
• Encumbering Carry Forward Amounts using the DE Document
• Automatic Fiscal Close Entries
• Reappropriations after Fiscal Close
• Year End Documents
• Fiscal Closing Dates

Fiscal Closing Dates - Fiscal Year 2011-2012

For detailed information on a particular deadline below, please refer to the appropriate section in the Fiscal Closing Preparation Checklist - (PDF)  (Word)

May
18		Submit Interlocation Transfer of Funds (ILT) forms to General Accounting by 5:00pm
June
1		June Preliminary ledgers open for feeds processing (use Period 12)
6		June Preliminary ledgers open for all transactions
8		Work study changes for any previous payroll must be approved by the Work Study office
11		May ledgers available in Decision Support
15		Enter Approved Work Study payroll adjustments into OPTRS on the B2 by noon Submit Lien Clearing Request Forms for the current fiscal year by 5:00pm Submit Intercampus Financial Recharges (Intercampus Order/Charge Form) by 5:00pm
19		First day to enter time for B1 payroll for reporting student work study payroll from 6/10 through 6/30
28		Process work study payroll by noon SET documents must be approved 5:00 pm
29		Billing ID expiration dates of 6/30/11 will extend to 6/30/12 at 5:00pm Submit all travel & entertainment reports for FY 11-12 by 5:00pm to post in FY 11-12. Reports must have status "AP Review". Cash Deposit Deadline: Campus by 7:00pm; UCDHS by 4:00pm KFS Cash Receipt (CR) documents fully approved and documentation submitted to Internal Control by 4:00pm
July
2		FY 12-13 opens for feeds Cash documents available in KFS for FY 12-13 New vendor requests for FY 11-12 submitted no later than noon Banner Feeder Systems submitted to Banner for processing by 5:00pm
5		Approve all documents for June Preliminary ledger by 7:00pm KFS Advance Deposit (AD) documents fully approved and documentation submitted to Internal Control by 4:00pm Accounts Payable Deadline - all documentation must be received by 1:00pm to post in FY 11-12 CAMS documents and Online Asset Maintenance unavailable to users starting at 4:00pm (through 7/20) Last day to submit DaFIS feeds for FY 11-12
6		The following documents for FY 12-13 will not be available: KFS - BA, PE, DI, GEC, IB; DaFIS TP - DPO, DRO Do not process any KFS Account (ACCT) documents that change the UC account or the UC fund number or Dean’s/VC Reports To organization without approval from General Accounting June Final opens for departmental posting; Year End documents and Auxiliary Voucher and Pre-Encumbrance documents Period 13 available in KFS Approve all non year-end General Ledger documents by 7:00pm to post to June Prelim FY 11-12 (Will post to FY 12-13 if approved after 7/6) PO/DPO/DRO numbers will be reset for FY 12-13
7		Purchasing, AP, and AR documents available in DaFIS TP for FY 12-13; all other documents available in KFS for FY 12-13
11		June Preliminary ledgers available in Decision Support
12		June Final closes for Departmental Year End (YEXX) document processing at 7:00pm
16		Dean/Vice Chancellor's office access closes for Year End (YEXX) document processing at 7:00pm Deadline to balance staffing lists
17		Year End (YEXX) documents will be available for viewing in KFS and in Decision Support.
20		CAMS documents and Online Asset Maintenance re-open to users
August
3		FY 12-13 July Fiscal Period - Last day for departments to process documents in KFS and DaFIS TP for this fiscal period
9		FY 12-13 July Fiscal Period closed and balances available in Decision Support