Departments need to be aware of cut-off deadlines to ensure that transactions are recorded in the appropriate fiscal year.
See updated guidance for fiscal close in Aggie Enterprise
| Subject | End Date | End Time (PDT) | Description | Resources (If Available) |
|---|---|---|---|---|
| Deadline: Interlocation Transfer of Funds (ITF) | 5/15/2024 | 5:00PM | Last ITF for the fiscal year. ITFs are not processed in the month of June. | Interlocation Transfer of Funds |
| Deadline: SCM Shared Services clients to submit OPP requests for supplier registrations, or updates, to facilitate invoicing. | 5/27/2024 | 5:00PM | Deadline for SCM Shared Services clients to submit OPP (Online Pre-Purchasing) requests for supplier registrations, or updates, to facilitate invoicing. Other shared service groups or academic clusters may have different deadlines. Check with your department business office for more information. | |
| Notification: Period 12 ledgers open for all transactions, including feeds. | 6/1/2024 | 8:00AM | June Preliminary (Period 12) ledgers open for all transactions, including feeds processing (use Period 12) | |
Deadline: Supplier Set-up Requests
| 6/3/2024 | 5:00PM | Supplier set-up registration requests and supplier edit registration requests due to facilitate invoicing. | Create a New Supplier or Update an Existing Supplier Record |
| Deadline: SCM Shared Services clients to submit OPP requests for processing Payment Requests (non-PO payments). | 6/7/2024 | 5:00PM | Deadline for SCM Shared Services clients to submit OPP requests for processing Payment Requests (non-PO payments). Other shared service groups or academic clusters may have different deadlines. Check with your department business office for more information. | |
Deadline: Benefit Cost Transfer
| 6/7/2024 | EOD | Last day to request Benefit Cost Transfers from Central Payroll, Contracts & Grants Accounting or Student Accounting. Create a ServiceNow ticket for help. C&G send a request through Service Now. Student Accounting email: myaccount@ucdavis.edu | |
Deadline: Pre-Aggie Enterprise Conversion Cost Transfer
| 6/7/2024 | EOD | Last day to request Legacy Cost Transfers for data prior to Aggie Enterprise. | Cost Transfers for Expenses Dated 2023 or Earlier (processed after 1/1/2024) |
| Notification: Accounts Receivable | 6/10/2024 | EOD | Begin reviewing accounts receivable aging reports and determine if invoice write-offs are needed. | Run and Export Receivables Aging Report |
| Deadline: Invoices from Suppliers | 6/14/2024 | 5:00PM | Deadline for submission of invoices and Payment Requests to invoicing@ucdavis.edu. Submissions need to be error free with all required documentation. | |
| Deadline: Intercampus Financial Recharges (IOC) | 6/20/2024 | 5:00PM | Submit Intercampus Order/Charge Form to financialcontrols@ucdavis.edu. | Intercampus Order/Charge (IOC) |
| Deadline: Funding Entry | 6/20/2024 | 5:00PM | UCPath: Last day to approve Funding Entry for June 2024 and fiscal year 2025 effective dates. | |
| Funding Entry Freeze | 6/21/24 | 8:00AM | UCPath Funding Entry Freeze (Moratorium). (6/21/24 8AM - 6/27/2024 12PM) | |
| Deadline: Submit Request to Close PO | 6/21/2024 | 5:00PM | Last day to submit an Aggie Enterprise form request to close POs in Aggie Enterprise. | Closing Purchase Orders |
Deadline: AggieExpense - Travel Expenses
| 6/21/2024 | 5:00PM | AggieExpense travel reports must be fully approved by department and submitted to Travel team, free of errors and with all required documentation, by 5:00pm to post in FY 23-24. | |
| Deadline: AggieExpense - Pcard Expenses | 6/28/2024 | 5:00PM | PCard expense reports must be fully approved by department to post to FY 23-24. | Create a P-Card Reconciliation Report |
| Deadline: Deposits to Campus Central Cashier | 6/28/2024 | 4:00PM | Deposits must be physically received by the Campus Central Cashier by 4:00pm. | |
| Deadline: Invoice Boundary Applications | 6/28/2024 | 5:00PM | Deadline for submission of invoices through Boundary Applications, free of errors. | |
Notification: Accounts Receivable Payments
| 6/30/2024 | EOD | All AR activity through June 30 will post to June. All PAYMENTS received after June 30th will post to July. July will open July 1. Note for invoices: As is the case each period (month), when the new period is open, the default date on the invoice is the new period. If you are creating the invoice in July for June activity, you can change the period to June as long as that period is displayed as an option in the dropdown menu. | |
| Notification: Fiscal Year 24-25 ledgers open for feeds | 7/1/2024 | EOD | FY 24-25 opens for interface processing. | |
Notification: AggieEQ Requests
| 7/1/2024 | EOD | July 1st through July 12th, Equipment Management will only process AggieEQ requests related to FY 23-24. Equipment Management will not process any requests related to the new fiscal year or requests that are submitted after July 12th until all FY 23-24 closing steps have been completed. | Aggie EQ Login |
| Funding Entry - MCOP Report | 7/2/2024 | EOD | Multiple Component of Pay (MCOP) report is sent to impacted schools and colleges to verify and make adjustments. | |
Deadline: Recharge Submissions Due
| 7/3/2024 | 5:00PM | Deadline to submit manual recharge requests in using the Internal Billing Recharge Template. | KBA0009774 Download the Internal Billing Recharge Template |
| Deadline: Submit Banner entries, including Feeder systems | 7/3/2024 | 2:00PM | This is the last day to submit banner entries for departments that feed to banner. | |
| Deadline: Accounts Payable Documents | 7/3/2024 | 5:00PM | Deadline for campus approvers to approve invoices. | Approving Requisitions and Invoices |
| Deadline: All Boundary System postings for 2024 | 7/5/2024 | EOD | Last day for posting in FY24 except for Lawson and UCPath. | |
| Deadline: Salary Cost Transfers | 7/7/2024 | 8:00PM | All UCPath SCT document processing must be completed (FINAL or PROCESSED status). | UCPath Fiscal Year End |
| Close: AP Subledger | 7/8/2024 | 8:00PM | Accounts Payable Subledger closes. | |
| Funding Entry - Report | 7/8/2024 | EOD | Funding roll-over exception report available on the UC Davis UCPath website. | Funding Rollover Process |
| Funding Entry - Bi-Weekly | 7/10/2024 | 7:00PM | Update Funding Entry as needed before the July pay confirm. | |
| Deadline: Capital / Noncapital Transfers | 7/12/2024 | EOD | Last day for departments to submit requests to transfer expenses to/from capital to/from noncapital for inclusion in FY 23/24. (Not including equipment.) | |
| Notification: Salary Cost Transfers Post to Ledgers | 7/13/2024 | EOD | Salary Cost Transfers completed by 8:00pm on 7/7/2024 post to the ledgers. | Salary Cost Transfer Processing Schedule (see FY 23-24 tab) |
| Notification: Composite Benefit Rate (CBR) Add-on (Prop 2) - Period 12 | *Estimated 7/15/24 | EOD | Period 12 CBR Add-on will post at the GL level after the final Salary Cost Transfers are posted. | Composite Benefit Rate Add-on (Prop 2) |
| Deadline: PPM Subledger Closes | 7/16/2024 | 5:00PM | Project Portfolio Management Subledger Closes | |
| Deadline: AR Subledger closes | *Estimated date 7/17/24 | 12:00PM | *This is an estimated date, contingent on successful closing of prior modules. Accounts Receivable Subledger Closes | |
| Deadline: Accrual/Deferral Deadline for Departments | 7/17/2024 | 12:00PM | In compliance with Generally Accepted Accounting Principles (GAAP), goods and services must be recorded in the year they were received or performed and income must be recorded in the same year as the expenses that generated the income. The 100000D Accrual Deferral journal is used to make these adjustments. | Fiscal Close - Using Accruals and Deferrals |
Deadline: Gift & Endowment Overdrafts
| 7/17/24 | EOD | Last day to clear Gift/Endowment fund overdrafts. Transfer sufficient expenses to an appropriate alternative fund source. To monitor funds use the UCD GL Summary Balances Report, running by financial department and parent codes: 1000C, 1010C, 1020C, 6000C, 7000C, 8000C, 3000C. If your fund uses multiple financial departments, run the report by fund to get a more accurate balance of the fund. | Create Manual Journal for UCD Expense Transfer |
| Deadline: Accrual/Deferral Deadline - Central Finance | 7/18/2024 | 12:00PM | ||
| Notification: Campus Income Assessment Period 12 | 7/19/2024 | 11:59PM | After AR subledger closes, final income assessment will post to the ledgers. | |
| Deadline: Central Campus Funding Allocation Requests to Budget Office | 7/22/2024 | 11:59PM | Last day for Dean/VC Office to submit for previously approved Central Campus Funding Commitments to BIA analyst. | |
| Deadline: Campus General Ledger 2024 transactions | 7/24/2024 | 11:59PM | Last day to post to the General Ledger. | |
| Funding Entry - Monthly | 7/25/2024 | 7:00PM | Update Funding Entry as needed before the July pay confirm | |
| Deadline: Period 1 Closes to Campus | 8/8/2024 | 7:00PM | Last day for departments to process documents for the July (Period 1) fiscal period. Documents must be fully approved by 7:00pm. |