Accounting Office

FY2025 Year End Closing
FY2025 Fiscal Closing Dates & Resources


As we approach the fiscal year ending June 30, 2025, the Business & Financial Services Accounting Office is providing the FY2025 Fiscal Closing Dates & Resources webpage (FY25) as a central resource to support departments in completing a timely and accurate year-end close. The page includes key deadlines, reference materials, and instructions for meeting this year’s close requirements.

Departments should carefully review the information and ensure that all required items are submitted by the specified cutoffs.
 
  • Fiscal Close Key Information

    The goal over the next few months is to ensure closing procedures can be completed with the June Preliminary (Period 12) Ledgers. In order to achieve this schedule, it is important that cutoff dates be strictly followed. In addition to meeting the cutoff dates, the following actions should be taken in each campus department:

    • Ensure all outstanding invoices can be paid promptly by:

      • Receiving goods and services in Oracle as soon as physically received and verified
      • Approving all pending invoices as appropriate
      • Addressing all communication requests from Accounts Payable

    • Continue to promptly reconcile and certify your monthly ledgers through the Ledger Reconciliation and Storage System (LRSS) to identify errors and initiate corrections as soon as possible. See campus policy Campus Policy Number 200-97 (open link in new tab).

    • April (Period 10) ledger should be treated like Preliminary ledgers for Fiscal Closing purposes. If transactions are not appearing on the ledger as expected, please research and take the appropriate action to ensure they will be included on the May (Period 11) ledger. See fiscal closing dates and resources for detailed information.

    • Ensure all material financial transactions for FY2025 are processed by the June (Period 12) ledger. Material transactions not recorded by the 6/30 Period 12 Ledger cutoff and related to FY2025 business must be communicated to the Accounting Office for accrual/deferral consideration as soon as possible.

    • Incentive Award Offsets manual journals for FY2025 will be posted in the April, May, and June ledgers.

    • Financial Transaction Detail Reports (FTDR) will be produced at least weekly beginning the week after the May ledgers are officially closed through mid-July. The reports will be made available via Financials Web Reports.

    • Notifications will be sent to the MSOADM and LRSS Users list when the FTD Reports are available.

    • The June “Final” ledgers are anticipated to be available in late August (Note: the final is called Period 13).

  • FY2025 Accruals & Deferrals
    Review this PowerPoint presentation on accruals and deferrals
     

    ⚠️ Special attention should be devoted to the review of transactions processed in July and August for potential accruals. Please contact the Accounting Office as soon as possible if a transaction should be evaluated for accrual consideration.


    Criteria for Material Transactions

    UCR has established the following criteria for determining whether a transaction is material for reporting purposes:

    • Expense Accrual: Goods and/or services are received in FY2025, but the expense is not reflected on the 6/30 campus ledgers.
    • Revenue Deferral: Revenue is received in FY2025 for services to be conducted in FY2026.
    • Expense Deferral: Payment is made for goods/services in FY2025 with expected benefit in FY2026.
    • Revenue Accrual: Services are performed in FY2025 but not billed.
    • High-Value Transactions: Any transaction of $100,000 or more received after the accrual/deferral deadline, but relating to the current fiscal year, must be reviewed through August for potential accrual or deferral to ensure proper financial reporting.

    Action Required
    • Accruals and deferrals submitted by the July 7 deadline will be included in the 6/30 Period 12 Ledger.
    • As soon as such a transaction is identified, complete the FY25 Accrual/Deferral Worksheets and submit to the Accounting Office.
  • Schedule & Deadlines (Calendar)

    📅 Use the "Schedule" view in the upper right corner of the calendar to see events in a simple list format. Additionally, please avoid clicking the “More details” button, as no further information is provided.

  • Schedule & Deadlines (Sortable Table)
    Responsible Office/Contact Deadline  Cutoff Time Action  Description 
    Payroll Coordination & Analysis (Accounting Office) 05/15/25 5:00 PM Manual Salary Cost Transfer Exceptions (MSCTs) for pay periods prior to May Manual Salary Cost Transfer Exceptions Requests:
    https://accounting.ucr.edu/payroll-coordination/

    High-Risk Paper SCT submission for pay periods prior to May to allow for sufficient review and processing of these exceptions. Exceptions should be rare and fully explain the reason for the exception. Remember to obtain Org CFAO approval before submitting request.

    Note: Request SCTs via the SCT tool sooner than later to minimize the need for MSCT. Update position funding to reduce MSCTs in May and June.
    Procurement Services  05/16/25 5:00 PM Supply/Services Orders greater than $100,000  The deadline affects requisitions for supply/service orders greater than $100K which must have funds committed by June ledgers. This deadline does not apply to contract and grant projects or other funds with expiration dates after June 30.

    Your cooperation is requested in anticipating needs as far in advance of the deadline as possible. Please note that the complexity of the order may result in a delay and the order may not be reflected as a commitment on the June ledgers. 
    Procurement Services  05/16/25 5:00 PM Equipment Orders  The deadline effects requisitions for equipment and facilities purchases which must have funding committed on the June ledgers. This does not apply to contract and grant projects or other funds with expiration dates after June 30.

    Your cooperation is requested in anticipating your needs as far in advance of the deadline as possible. Please note that the complexity of the order may result in a delay and the order may not be reflected as a commitment on the June ledgers. 
    Procurement Services  05/16/25 5:00 PM PO Blankets  Submit a purchase requisition to Procurement Services for all new blankets which commence on or about July 1. Please note that the complexity of the order may result in a delay and the order may not be reflected as a commitment on the June ledgers. 
    Payroll Coordination & Analysis (Accounting Office)  05/16/25 5:00 PM Clear UCPath Suspense Fund 69993  Clear UCPath Suspense Fund 69993. By this date, all prior month postings to fund 69993 should be cleared by initiating Salary Cost Transfer (SCT) requests using the SCT Tool and submitting approved requests to SSCs for processing.  

    Departments should regularly review position funding reports and adjust COAs using the Position Funding Tool to avoid postings to 69993. Postings to fund 69993 should be cleared on a regular basis and throughout the year to ensure department COAs accurately reflect all salary charges.

    Note: Update position funding to reduce SCTs in May and June
    Payroll Coordination & Analysis (Accounting Office)  05/16/25 5:00 PM Salary Cost Transfer Requests via SCT Request Tool  SCT request related to prior month’s payrolls should be submitted as soon as possible to avoid a large number of requests in June.

    SCTs should be submitted on a monthly basis to ensure the prompt posting of corrections. Cost transfers to contract and grant award/projects must be processed within 120 days of the original transaction or within 90 days of the fund expiration date, whichever comes first. Untimely FCT transfers have been noted during past UC federal compliance audits and late cost transfer should be truly exceptional and unavoidable. Departments are encouraged to pursue C&G pre-awards to avoid the need for salary cost transfers.

    Note: Update position funding to reduce SCTs in May and June
    General Accounting (Accounting Office) 05/13/25 5:00 PM Accrual/Deferral Worksheets Available Now More information on accruals/deferrals and how to submit requests see: https://accounting.ucr.edu/FY25-Year-End-Close#accruals-deferrals. FY25 Accrual/Deferral Worksheets
    Financial Planning & Analysis  05/21/25 5:00 PM Inter-location Transfer of  Funds (ITF)  Memos requesting transfer of funds (budgetary) between campuses must be in the FP&A by this deadline. This cut off date/time applies to all UC Campuses.

    ITF allocations not appearing on the May ledgers will not be processed until the new fiscal year. Please be sure to coordinate with the “sending” campus as soon as possible to receive your ITF allocations. 
    General Accounting (Accounting Office) 05/23/25 5:00 PM Review BC60 transactions for classification criteria  Review BC60-Inventorial Equipment for correct classification and initiate corrections. Review all transactions posted to BC60 to ensure the item purchased meets the criteria for Inventorial Equipment: a unit cost of $5,000 or more including sales tax, freight, and installation charges, and a useful life of 12 months or more.

    Particular attention should be given to transactions charged to Sponsored Projects and/or classified as 560260-Rental Allowance, 560290-Animals, and 560295-Furniture. In most cases, the $5,000 per unit cost is not met, and these transactions are operating expenses. These items must be reclassified to an appropriate expense account, such as 541000 - Furniture Non Inventorial or 541370 - Lab Supplies Other.

    This is an ongoing activity that should be performed throughout the fiscal closing process. Direct questions to equipment@ucr.edu.
    General Accounting (Accounting Office) 05/23/25 5:00 PM Review Fabrications to close out  Ensure fabrications are closed out and reported to General Accounting for assignment of a property number. In the event a fabrication does not result in a functional piece of equipment that meets inventorial equipment criteria (i.e., unit cost of $5,000 or more and a useful life of 12 months or more), prepare and submit a cost transfer request to reclassify all expenses from account 560220 (Equipment Fabrication) to the appropriate operating expense accounts. Direct questions to equipment@ucr.edu.
    Academic Personnel & Accounting Office 05/20/25 5:00 PM Identify Salary Cap Payroll (UCPath) Adjustments  Department Financial Managers, Department FAOs, and Organization CFAOs should review salaries paid on capped awards/project to ensure compliance with the Agency Salary Cap limitations and initiate payroll expense transfers as appropriate. Salaries charged to NIH awards/projects cannot exceed the cap and are subject to audit disallowances.

    Note: NIH cap now to include Payroll Direct Costs + Indirect Costs

    Campus NIH guidelines revised on 5/16/2025: https://academicpersonnel.ucr.edu/compensation#local-compensation-policy-and-
    Financial Planning & Analysis  05/31/25 5:00 PM Funding for Academic & Staff Salary Increases  Provide requests for previously approved staff and academic salary increases including supporting documentation to FP&A. (Excludes July 1 new fiscal year academic and staff merits & promotions) 
    Accounts Payable
    (Accounting Office)    		 05/31/25 5:00 PM PCard Expense Reports approved in Concur  Please ensure all outstanding charges from prior statements are immediately distributed to an appropriate COA and approved. Unit PCardholders and/or designated Department Admins are responsible for distributing charges weekly in Concur or risk revocation of the cardholder’s privileges. As a reminder, designated department approvers must take action by reviewing and approving in Concur so the transactions can be submitted to Oracle.
    Financial Planning & Analysis/
    General Accounting (Accounting Office)    		 05/31/25 5:00 PM CFAOs review and update recharge, sales & service rates for the new Fiscal Year Organizational CFAOs should coordinate with departments under their organization to review and update all rates for recharges and sales and service activities that are not subject to a campus review process. Per UC Policy Business & Finance Bulletin A-47, “prices shall be adjusted at least annually to eliminate any surpluses or deficits,” and UCR Policy and Procedure 300-66 states that “a revised rate schedule must then be published no later than 30 days before its effective date.” For Service Providers using Web Recharge, Department Financial Officers should ensure rates are ready to be updated in the Work Order system and reviewed annually.
    Payroll Coordination & Analysis (Accounting Office)  06/02/25 5:00 PM Clear UCPath Suspense Fund 69993 for May 2025 By this date, all prior month postings to fund 69993 should be cleared by initiating Salary Cost Transfer (SCT) requests using the SCT Tool and submitting approved requests to SSCs for processing. Departments should regularly review position funding reports and adjust COAs using the Position Funding Tool to avoid postings to 69993. Postings to fund 69993 should be cleared on a regular basis and throughout the year to ensure department COAs accurately reflect all salary charges.
    General Accounting (Accounting Office) 06/03/25 5:00 PM Annual Transfer to Asset Acquisition/Reserve for Equipment  Sales & Service and Auxiliary enterprises are eligible to request a year-end transfer of funds from Operations to an Asset Acquisition/Reserve Fund to cover the cost of capital equipment already purchased or to set aside funding for the future purchase of capital equipment, in accordance with Campus Policies 300-66 and 300-66B. For guidance, please refer to the following resources:
    (1) Service & Auxiliary Equipment Reserve Transfer Guide (https://bfs.ucr.edu/document/service-aux-equipment-reserve-transfer-guide)
    (2) Transfers Related to Equipment Use (https://bfs.ucr.edu/document/svc-aux-transfer-asset-acq-equip)
    (3) Transfers Related to Software Use (https://bfs.ucr.edu/document/svc-aux-transfer-asset-acq-softw)
    Payroll Coordination & Analysis (Accounting Office) 06/05/25 5:00 PM Manual Salary Cost Transfer Exceptions (MSCTs) Manual Salary Cost Transfer Exceptions Requests:
    https://accounting.ucr.edu/payroll-coordination/

    High-Risk Paper SCT submission for pay periods for May to allow for sufficient review and processing of these exceptions. Exceptions should be rare and fully explain the reason for the exception. Remember to obtain Org CFAO approval before submitting request.

    Note: Request SCTs via the SCT tool sooner than later to minimize the need for MSCT
    Update position funding to reduce MSCTs in June
    Financial Planning & Analysis/
    General Accounting (Accounting Office)    		 06/06/25 5:00 PM Chancellor Commitment Allocation Requests  Submit budget requests via Oracle Budget, including required supporting documentation, for allocation of any pending FY25 Chancellor’s commitments.
    Accounts Payable
    (Accounting Office)    		 06/06/25 5:00 PM Invoices from Suppliers Due (including subcontracts)  Due to the higher volume of activity at year-end, suppliers should submit invoices directly to Accounting as outlined on the PO as soon as possible to ensure processing by June 30. Invoices must be submitted by the supplier via Transcepta or to apinvoice@ucr.edu and related POs marked as received by the deadline to ensure priority for posting to the 6/30 6/30 Period 12 Ledger. The invoice must match the PO, and approval workflow must be completed for invoices over $10,000.

    Departments are encouraged to continue prompt receiving and workflow approval of invoices after this cutoff. Note: Invoices that are ready for Oracle AP validation and payment (i.e., no invoice holds) after this date will be prioritized for 6/30 Period 12 Ledger processing. Departments will need to evaluate invoices not processed as potential accrual items. More information on accruals/deferrals here: https://accounting.ucr.edu/FY25-Year-End-Close#accruals-deferrals

    Please ensure related purchase orders are marked as received in Oracle when goods or services are received to avoid delays in payment to the supplier and posting of expenditures to the ledger. Note: This category includes subcontract invoices that require the Principal Investigator’s approval to pay.
    Procurement Services  06/06/25 5:00 PM PO Change Requests Requiring Action from Central Office Procurement  Change Requests on POs over $10k or POs in a restricted category must be submitted in Oracle by the deadline to ensure priority processing to reflect changes on the 6/30 Period 12 Ledger.
    Accounts Payable
    (Accounting Office)    		 06/09/25 5:00 PM Concur Travel (and T&E Card charges) and Non-Travel Reimbursement Expense Reports  Due to the higher volume of activity at year-end, travel (and T&E Card charges) and non-travel expense reimbursement expense reports must be approved and in the Accounting Office queue by the deadline to ensure priority processing for posting to the 6/30 Period 12 Ledger. Departments are encouraged to submit travel expense reimbursement requests after this cutoff; however, it is important to note that requests submitted after this date will be prioritized for Period 12 Ledger processing.

    Departments will need to evaluate invoices not processed as potential accrual items. More information on accruals/deferrals here: https://accounting.ucr.edu/FY25-Year-End-Close#accruals-deferrals
    Accounts Payable
    (Accounting Office)    		 06/09/25 5:00 PM ePay Requests  Due to the higher volume of activity at year-end, ePay payment requests must be approved and in the Accounting Office ePay queue by the deadline to ensure posting to the 6/30 Period 12 Ledger. Departments are encouraged to submit requests for payments early and to continue submitting requests after this cutoff. However, it is important to note that requests submitted after the deadline will be prioritized for Period 12 Ledger processing.

    Note: If an ePay request is returned to the department for additional information and is resubmitted in a timely manner, AP will make every effort to prioritize it for the current fiscal year. Please notify the appropriate AP processor via email once the request has been resubmitted to the Accounting Office queue.

    Departments will need to evaluate invoices not processed as potential accrual items. More information on accruals/deferrals here: https://accounting.ucr.edu/FY25-Year-End-Close#accruals-deferrals
    General Accounting (Accounting Office) 06/12/25 5:00 PM May Month End Ledgers available  Approximate date the May ledgers will be available to campus.
    Accounts Payable
    (Accounting Office)    		 06/13/25 5:00 PM Oracle PO Receiving/Invoice Approvals  Create PO Receipts and Approve invoices for Payment. The Oracle PO status must be received and the invoice approved (if applicable) via Oracle workflow before the expense posts to the ledger and payment is issued.

    Reminder: All PO-related invoices must be submitted directly to the Accounting Office by the supplier as outlined on the purchase order (apinvoice@ucr.edu or Transcepta).

    PO Receivers: Ensure POs are received promptly by the designated PO Receiver when goods or services are received and no issues with the goods or services have been identified. Departments should review POs within their Accountability Structure (using the “UCR Purchase Order Detail Report” and/or “UCR PO Encumbrance Report”) to identify goods that have been received in good condition and/or services that were satisfactorily performed but have not been received in Oracle. Outstanding issues should be discussed and resolved with the department transactor to ensure suppliers are promptly paid and the expenditure is recorded to the ledger timely.

    Invoice Approvers: The designated department invoice approver should promptly review invoices and approve as appropriate. If the invoice cannot be approved promptly, please communicate the concern with Accounts Payable. For project-related invoices over $10K and all Subaward invoices, the department C&G analyst (who receives FYI emails on the approval notifications to the PI) should coordinate with the Principal Investigator to review and approve invoices promptly.
    General Accounting (Accounting Office) 06/13/25 5:00 PM Resolve and eliminate deficits in all funding sources  Department financial management responsibilities include acting on deficit situations throughout the year and resolving them by year-end. This action will improve financial reporting and reduce the necessity for prior year cost transfers.
    General Accounting (Accounting Office) 06/13/25 5:00 PM Service Providers submit feeder journals for activity through June 13  All Service Providers are asked to submit journal feeds to Oracle by June 13 in order to allow campus departments the opportunity to review the charges and make corrections before the cost transfer cut-offs. The relevant feeder source codes include: Communications WO, Facilities WO, Fleet WO, Media Service WO, Mail Services WO, Printing WO, Storehouse, and Other WO (also known as Web Recharge). All remaining journal feeds for goods/services must be submitted to Oracle in order to be reflected on the June 30 ledgers.
    General Accounting (Accounting Office) 06/13/25 5:00 PM Intercampus Recharges Other Than Payroll  Bills for services to/from other UC campuses submitted on the Request for Intercampus Order and/or Charge forms must be completed with the COA elements for the receiving and providing campuses, and received in the Accounting Office by the deadline.  Send to Accounting by emailing the document to ioc@ucr.edu
    Payroll Coordination & Analysis (Accounting Office) 06/16/25 5:00 PM Last day for Departments to submit approved requests for Salary Cost Transfers to SSC to be reflected in this fiscal year SCT requests should be fully approved and in the Shared Service Centers’ queues by this date in order to be reflected in the Period 12 Ledgers, UCPath, and Looker-Payroll Details. Departments should coordinate directly with their SSC to determine when requests must be submitted to the SSC for processing by the UCPath deadline. SCTs should be submitted on a monthly basis to ensure the prompt posting of corrections and to avoid an excessive number of requests at year-end. Cost transfers to contract and grant award/projects must be processed within 120 days of the original transaction or within 90 days of the fund expiration date, whichever comes first. Untimely FCT transfers have been noted during past UC federal compliance audits, and late cost transfers should be truly exceptional and unavoidable. Departments are encouraged to pursue C&G pre-awards to avoid the need for salary cost transfer
    General Accounting (Accounting Office) 06/16/25 5:00 PM Last day for Manual Non-Payroll Cost Transfers (NCT) via Universal Request (UR) Form If a correction cannot be made using the NCT tool, a Manual NCT form must be submitted via Finance and Administration Support portal under “General Accounting, Web Recharge & NCTs,” with all required approvals, by the stated deadline.

    Exception: You may submit Manual NCTs through 6/30 for expenses posted in June.

    The instructions can be found at the Accounting Office website: https://bfs.ucr.edu/document/coa-cost-transfer-form-and-guidelines. It is extremely important that cost transfers be processed within 120 days of the original transaction. Untimely Manual NCTs have been noted during past UC Federal Compliance audits, and late cost transfers should be truly exceptional and unavoidable. 
    General Accounting (Accounting Office) 06/16/25 5:00 PM FTD Report posting frequency increases to support fiscal close Beginning mid-June, June Period 12 FTD Reports will be posted weekly, shifting to daily in July with each report reflecting most transactions through the prior business day. The Financial Transaction Detail Reports (FTDR) are available in R’Space under the Tools - “Financial Web Reports” or https://finwebreports.ucr.edu/
    Procurement Services  06/16/25 5:00 PM Last day for PCard purchases to appear on June statement   If PCard charges are incurred by this date, expenses should be included in the 6/16–6/22 Concur statement period and eligible for posting to the 6/30 Period 12 Ledger.

    Note: The actual post date depends on the supplier’s ability to fulfill the order and process the transaction. PCardholders can continue to use the PCard after this date, but should be aware that charges may appear on the July statement in the new fiscal year.
    Payroll Coordination & Analysis (Accounting Office) 06/18/25 3:00 PM UCPath deadline for employee/data changes for Monthly Payroll. Please contact your SSC for their cut-off date to receive requests.  Last day for Shared Service Centers (SSC) to finalize employee and other data changes in UCPath that involve the June monthly (MO) payroll. Departments should coordinate directly with their SSC to determine when requests must be submitted to the SSC for processing by the UCPath deadline.
    Fleet Services 06/18/25 5:00 PM Fleet Work Orders  Fleet Services will accept on-line Work Orders up to this deadline to be included in the 6/30 Period 12 Ledger. Fleet Services will post the final billing for June on June 18th. Any charges after this date will be billed in July.
    Payroll Coordination & Analysis (Accounting Office) 06/19/25 8:00 PM UCPath Position Funding for Multiple Components of Pay (MCOP) updates 

    Last Day for MCOP Position funding    		 Primarily related to School of Medicine and position funding on sources with salary caps.
    Financial Planning & Analysis  06/20/25 5:00 PM Balance Staffing  Staffing needs to be balanced by the deadline, which is the last day for Orgs to make changes in BDP. Please contact FP&A if assistance related to the PERM budget is required. Note: The normal May 31 periodic date to balance staff remains.
    Payroll Coordination & Analysis (Accounting Office) 06/20/25 8:00 PM UCPath Position Funding General updates 
    Last Day for Non-MCOP Position Funding    		 Use the Position Funding Tool and the iReport – UCPath Local – Position Funding report to:
    (1) correct any UCPath position funding associated with the UCPath Suspense Fund 69993 to the appropriate COA,
    (2) correct any positions with gaps in funding that cross fiscal years, and
    (3) correct funding on positions associated with funds that expire on or before June 30.
    If any of these conditions exist when the funding rollover occurs in late June, the department’s Suspense COA will be associated with the position in the new fiscal year. Please take action by this date to avoid the need for salary cost transfers.
    Facilities Services 06/20/25 5:00 PM Construction and Repair Work Orders  Facilities Services will accept on-line Work Orders for all non-core work completed on construction and repair orders up to this deadline to be included in the 6/30 Period 12 Ledger. Any charges after this date will be billed in July.
    Procurement Services  06/23/25 5:00 PM Supply and/or Services Orders less than $100,000  The last day Procurement Services will accept requisitions against this year’s appropriations to ensure issuance of orders by June 30 is approaching. To qualify as a bona fide encumbrance, a valid purchase order must be issued to a supplier by Procurement Services on or before June 30. This deadline applies to all expense account classifications except supply/service orders over $100,000, equipment, and blanket orders, which have an earlier cutoff date. It does not apply to contract and grant funds or other funding sources with expiration dates beyond June 30.

    If you have questions regarding the preparation of your requisitions, please contact a buyer in Procurement Services. A list of buyers and their commodity assignments can be found on the Procurement Services website: https://bfs.ucr.edu/who-does-what#procurement-services. Please plan your purchases well in advance to allow Procurement Services to meet deadlines, obtain best value, and comply with procurement requirements. Note that order complexity may result in delays, and such orders may not be reflected as commitments on the June ledgers.
    Payroll Coordination & Analysis (Accounting Office) 06/23/25 3:00 PM Last day for SSCs to process and approve transactions for Bi-weekly (B1) Payroll.  Contact your SSC for their cut-off date to receive requests.  Last day for Shared Service Centers (SSC) to employee and other data changes in UC Path that involve the Bi-weekly (B1) pay period ending June 21. Departments should coordinate directly with their SSC to determine when requests must be submitted to the SSC for processing by the UCPath deadline.
    Cashiers Office  06/25/25 5:00 PM Cash Deposits to Main Cashiers Office  The Main Cashiers Office must receive all cash and checks by this deadline to ensure they are recorded in the 6/30 Period 12 Ledger. Please continue to submit deposits to Cashiers after this date. Accruals can be submitted as appropriate according to the guidelines here: https://accounting.ucr.edu/FY25-Year-End-Close#accruals-deferrals
    General Accounting (Accounting Office) 06/26/25 5:00 PM Web Recharge System  Last day for Service Providers to bill via the Web Recharge System website for work completed by June 30. Transactions must be marked “billable” by this deadline to be recorded in the Period 12 Ledger. Please coordinate with individual Service Providers on the required lead time to meet the June 30 billing deadline.
    Payroll Coordination & Analysis (Accounting Office) 06/27/25 5:00 PM Manual Salary Cost Transfer Exceptions (MSCTs) Manual Salary Cost Transfer Exceptions Requests:
    https://accounting.ucr.edu/payroll-coordination/

    High-Risk Paper SCT submission for pay periods for June to allow for sufficient review and processing of these exceptions. Exceptions should be rare and fully explain the reason for the exception. Remember to obtain Org CFAO approval before submitting request.
    General Accounting (Accounting Office) 06/27/25 5:00 PM Finalize resolution and elimination of deficits in all funding sources  Finalize pending transactions that will resolve and eliminate deficits in all funding sources. Department financial management responsibilities include taking action on deficit situations throughout the year and completely resolving them by year-end. This action will reduce the necessity for prior year cost transfers.
    Extramural Funds (Accounting Office) 06/27/25 5:00 PM Contract & Grant PPM Budgets on Active Awards  Process all pending PPM budget adjustments on “active” awards based on daily “Project Budget Allocations Required” notifications to designated department C&G analyst by this date to be reflected on 6/30 Period 12 Ledger. 
    Accounts Payable
    (Accounting Office)    		 06/27/25 5:00 PM PCard Expense Reports approved in Concur  All PCard expense reports for June weekly statements must be completed and approved in Concur by this date. Note: All prior weekly statements should have already been distributed. 
    Campus Business Services 06/27/25 3:00 PM Gas Cylinder, Ethyl Alcohol, IDT Orders  To avoid a disruption in service in the new fiscal year, please submit your online order at cbs.ucr.edu under “Receiving” by this deadline. 
    Student Business Services 06/27/25 5:00 PM Sales & Service Banner Billing Campus Department billing must be posted in Banner by this deadline to ensure transactions will be reflected on the 6/30 Period 12 Ledger.
    General Accounting (Accounting Office) 06/27/25 5:00 PM All feeder work order system transactions for June submitted to GL  All feeder system departments must submit transactions for June to Oracle no later than this deadline. Note: this cutoff date is earlier than the normal month-end cutoffs for feeder systems.
    Campus Business Services 06/27/25 5:00 PM Mail Work Orders  Mail Services will accept on-line Work Orders up to this deadline to be included in the 6/30 Period 12 Ledger. Any charges after this date will be billed in July.
    Campus Business Services 06/27/25 5:00 PM Printing Work Orders  Printing and Reprographics will accept on-line Printing Work orders for specific jobs up to this deadline to be included in the 6/30 Period 12 Ledger. Any charges after this date will be billed in July.
    General Accounting (Accounting Office) 06/30/25 5:00 PM PO Change Requests Under $10K Not Requiring Action from Central Office Procurement  All Change Requests must be approved to ensure the PO is included in the fiscal close carryforward process to the new fiscal year
    Extramural Funds (Accounting Office) 06/30/25 5:00 PM Contract & Grant PPM Project Deficits  All Contract & Grant PPM project deficits must be cleared. Please note that clearing deficits at the  Award level is not sufficient (each project must have a positive or zero balance)
    General Accounting (Accounting Office) 06/30/25 5:00 PM May ledger reconciliation completed/documented via LRSS (Reconciler)  May ledger reconciliation should be completed and documented via LRSS (Reconciler role) to allow errors to be identified, corrected and reflected on the 6/30 Period 12 Ledger.
    Financial Planning & Analysis  06/30/25 5:00 PM Permanent Budget adjustments for FY2026  Process all of your permanent budget adjustments to establish your PERM budget for FY2026 by June 30.
    Payroll Coordination & Analysis (Accounting Office) 07/01/25 5:00 PM June Monthly (MO) payroll related feeder journal is targeted to post  INFO ONLY – The monthly payroll-related feeder journal is targeted to post. Please note that UCPath journals are fed throughout the month.

    Note: The last biweekly payroll-related feeder journal is targeted to post on June 30
    Payroll Coordination & Analysis (Accounting Office) 07/01/25 5:00 PM Last FY25 Bi-weekly (B1) payroll related feeder journal is targeted to post  INFO ONLY – The bi-weekly payroll-related feeder journal for the pay period ending June 21 is targeted to post.
    General Accounting (Accounting Office) 07/01/25 5:00 PM Biweekly Payroll Review for Possible Accrual  Review bi-weekly payroll (B2) information and the time & attendance system for possible accruals. Hours worked between June 22–30 would be eligible for consideration if the expense meets the accrual requirements. If an accrual is required, complete the accrual worksheet posted at: https://accounting.ucr.edu/FY25-Year-End-Close#accruals-deferrals, and submit it no later than the deadline. Note: This primarily relates to Service & Auxiliary units.
    Payroll Coordination & Analysis (Accounting Office) 07/02/25 3:00 PM UCPath Position Funding-Monthly Paid Employees. Last day to correct COA roll over to be reflected on first monthly payroll of the new FY  UCPath COA rollover activities should be completed by July 2. Funding should be verified using the Position Funding Tool and the iReport – UCPath Local – Position Funding report to:
    (1) correct any UCPath position funding associated with the UCPath Suspense Fund 69993 to the appropriate COA,
    (2) correct any positions with gaps in funding that cross fiscal years, and
    (3) correct funding on positions associated with awards/projects that expire on or before June 30. If any of these conditions exist when UCPath performs the July monthly payroll calculation, the department’s Suspense COA will be charged and a Salary Cost Transfer will be required. Position Funding requests must be approved by this deadline to ensure the information can be uploaded before the first monthly payroll processing in the new fiscal year.
    General Accounting (Accounting Office) 07/05/25 5:00 PM Reconciled May ledger should be reviewed/certified in LRSS (Certifier)  Reconciled May ledgers should be reviewed and certified via LRSS (Certifier role) to allow errors to be identified, corrected and reflected on the 6/30 Period 12 Ledger.
    General Accounting (Accounting Office) 07/07/25 5:00 PM Accruals/Deferrals worksheet request(s) due Requests for accruals and deferrals of expenses and/or revenues using the worksheet must be received by this deadline. Every effort will be made to process all accruals and deferrals so they are included in the ledgers published on July 8. More information on accruals/deferrals here: https://accounting.ucr.edu/FY25-Year-End-Close#accruals-deferrals. 
    Payroll Coordination & Analysis (Accounting Office) 07/08/25 3:00 PM UCPath Position Funding-Biweekly Paid Employees. Last day to correct COA roll over to be reflected on first biweekly payroll of the new FY.  UCPath COA rollover activities should be completed by this date. Funding should be verified using the Position Funding Tool and the iReport – UCPath Local – Position Funding report to:
    (1) correct any UCPath position funding associated with the UCPath Suspense Fund 69993 to the appropriate COA,
    (2) correct any positions with gaps in funding that cross fiscal years, and
    (3) correct funding on positions associated with awards/projects that expire on or before June 30.
    If any of these conditions exist when UCPath performs the July biweekly and monthly payroll calculations, the department’s Suspense FAU COA will be charged and a Salary Cost Transfer will be required. Position Funding requests must be approved by this deadline to ensure the information can be uploaded before the first biweekly payroll processing in the new fiscal year.
    General Accounting (Accounting Office) 07/08/25 5:00 PM Non-Payroll Cost Transfer Tool deadline All Non-Payroll Cost Transfers affecting fiscal year must be completed and approved for posting no later than this deadline to be recorded in the 6/30 Period 12 ledgers. Units should coordinate the timing of approvals accordingly. Guidance will be issued on how unapproved transfers will be handled (e.g., deleted, returned to transactors, processed in July, etc.). Only costs related to this fiscal year will be available in the application until this date. The expenditure item date will default to 6/30 this fiscal year.
    Financial Planning & Analysis  07/11/25 5:00 PM Temporary Budget Adjustments in Oracle Budget (non-C&G)   Please note that all adjustments must be completed by this deadline in order to be reflected on the June Period 12 Financial Transaction Detail Reports.
    General Accounting (Accounting Office) 07/14/25 5:00 PM Preliminary (Period 12) June 2025 Ledgers available  Approximate date the Preliminary (Period 12) June 2025 will be available.
    General Accounting (Accounting Office) 08/31/25 5:00 PM Final June 2025 Ledgers available  A campus-wide email will be sent once the FY2025 final ledgers are available, targeted for release in late August.
    General Accounting (Accounting Office) 09/30/25 5:00 PM Equipment Inventory – Complete Annual Verifications and bi-annual physical verifications  All departments who have not completed a physical inventory since June 2023 must complete a physical inventory of their inventorial equipment for FY2025 (this fiscal year). If a physical inventory was performed after June 2023, only the Annual Verification is required for FY2025 (this fiscal year). Ensure all annual verifications are completed (as required) and marked in the Asset Management System (AMS) for FY2025 (this fiscal year). Please review the AMS guide for additional information: https://accounting.ucr.edu/equipment/equipment-amsguide_home.

     

  • Reports & Resources
    Reports or Resources Purpose Link 
    Accruals and Deferrals Presentation Presentation providing guidance on identifying and processing accruals and deferrals for year-end Link
    Accruals and Deferrals Worksheet Request Forms Comprehensive guidance and worksheets for requesting accruals and deferrals Link
    AMS Equipment Annual Verification Guide Guide to completing annual equipment verifications and marking items in AMS Link
    Card Aging Report showing outstanding University Card transactions and aging to ensure timely reconciliation and submission Link
    Financial Transaction Detail Reports (FTDR) Provides detailed transaction listings, updated daily during close to help departments track expenses. Beginning mid-June, June Period 12 FTD Reports will be posted weekly, shifting to daily in July with each report reflecting most transactions through the prior business day. The Financial Transaction Detail Reports (FTDR) are available in R’Space under the Tools - “Financial Web Reports” or https://finwebreports.ucr.edu/ Link
    Financials Web Reports Portal access to various financial reports including ledgers, transaction details, and summary views Link
    iReport UCPath Local Position Funding report Assists with verification and correction of position funding before fiscal rollover  
    Looker-Payroll Details Used to reconcile payroll entries and confirm salary cost transfers are reflected  
    Manual Salary Cost Transfer (MSCT) Guidelines Instructions and submission details for manual salary cost transfer exception requests Link
    NIH Salary Cap Guidelines Guidelines on NIH salary cap compliance, including treatment of direct and indirect costs Link
    UCR Campus Procure-to-Pay Report Tracks purchase order creation, changes, receipts, and invoice activity
    /shared/Custom/UCR/Reports/Supply Chain/Procurement/BI    		  
    Position Funding Tool Used to adjust COAs and correct UCPath position funding issues, especially related to Suspense Fund 69993  
    Service & Auxiliary Equipment Reserve Transfer Guide Provides steps and compliance guidance for transferring funds to capital equipment reserves Link
    Transfers Related to Equipment Use Instructions for inter-fund transfers related to equipment acquisitions Link
    Transfers Related to Software Use Instructions for inter-fund transfers related to software acquisitions Link
    UCR PO Encumbrance Report Monitors encumbrances related to purchase order commitments. 
    /shared/Custom/UCR/Reports/Supply Chain/Procurement/BI    		  
    UCR Purchase Order Detail Report Among other details, identifies purchase order status — for example, whether goods or services have been received in Oracle. 
    /shared/Custom/UCR/Reports/Supply Chain/Procurement/BI    		  
  • Key Contacts
     Responsible Office  Action Item/Expertise Contact Name Contact Info
    Accounts Payable
    (Accounting Office)    		 ePay Select "Travel & Expense" for Service/Business Area. Include "ePay" in Short Description on Ticket/Universal Request  https://ucrsupport.service-now.com/finadmin_portal

    Accounts Payable
    (Accounting Office)

    		 AP inquiries AP Team AP Contact Tree
    Travel & Entertainment (Accounting Office) Concur/Travel & Entertainment Select "Travel & Expense" for Service/Business Area. Include "Concur" in Short Description on Ticket/Universal Request  https://ucrsupport.service-now.com/finadmin_portal
    Extramural Funds
    (Accounting Office)    		 Contracts & Grants EMF Team emf@ucr.edu 
    General Accounting (Accounting Office) FYE closing inquiries, exceptions, or unique circumstances not covered in the published guidance General Accounting Team fyclose@ucr.edu
    General Accounting (Accounting Office) Plant Funds  Michael Mochache  mochache@ucr.edu 
    General Accounting (Accounting Office) General Ledger  General Accounting Team fyclose@ucr.edu 
    General Accounting (Accounting Office) Service & Auxiliary Enterprises  General Accounting Team fyclose@ucr.edu 
    General Accounting (Accounting Office) Encumbrances Select "General Accounting, Web Recharge & NCTs" for Service/Business Area. Include "Encumbrance" in Short Description on Ticket/Universal Request  https://ucrsupport.service-now.com/finadmin_portal
    General Accounting (Accounting Office) Accruals/Deferrals General Accounting Team fyclose@ucr.edu
    General Accounting (Accounting Office) Equipment Management  Margaret Tjia  equipment@ucr.edu
    Payroll Coordination & Analysis (Accounting Office) Payroll Inquiries PCA Team ucrpayroll@ucr.edu
    Feeder Systems Work Order Systems Service Provider Contacts WO System Portal & Web Recharge | Business & Financial Services
    Financial Planning & Analysis Budgeted Adjustments  Susana Salazar  susana.salazar@ucr.edu
    Financial Planning & Analysis  Lapsing Funds Stephanie Flores  stephanie.flores@ucr.edu
    Financial Planning & Analysis  Other FP&A Inquiries Stephanie Flores  stephanie.flores@ucr.edu
    Financial Planning & Analysis  Budget Inquiries Susana Salazar  susana.salazar@ucr.edu
    Financial Planning & Analysis  Staffing - Academic and Staff Jennifer Douglas jennifer.slocum@ucr.edu
    Procurement Services  Procurement Inquiries Gae Purvis  gae.purvis@ucr.edu
    Procurement Services  PCard-Report Submission Inquires Select "Travel & Expense" for Service/Business Area. Include "PCard" in Short Description on Ticket/Universal Request  https://ucrsupport.service-now.com/finadmin_portal
    Procurement Services  PCard-Administrative & Exception Inquiries David Ramos  pcard@ucr.edu
    Student Business Services Campus Sales and Service Billing via Banner Rhonda High  sbsadmin@ucr.edu
    Student Business Services Cashiers Office Daphne Pleasant  cashandmerchant@ucr.edu

Office Hours

Fiscal Close Office Hours will be held on Monday, May 19, from 8:30–9:30 a.m. to demonstrate how to navigate the web page, answer questions, and provide clarification as needed.