Fiscal Close Focus: Tips, Training and Resources

This limited-edition newsletter delivers bi-weekly updates and guidance on fiscal close activities through July 2024. Please note that deadlines featured here are set by central offices, and your department might have earlier deadlines to manage workload and business processes effectively. For additional details, reach out to your department's business office.

In case you miss it...

Review the previous edition of Fiscal Close Focus

Resources to support fiscal close

Finance Office Hours and Trainings

• Office Hours: Available daily, offering real-time resolution of questions with special topic breakout rooms. This support channel can be utilized to answer any individual questions users may have. 
• In-Person Training: Instructor-led sessions on campus provide hands-on instruction to users. Registration is available in the UC Learning Center.  

Fiscal Close Overview and Support

• Fiscal Close Overview: The Fiscal Year-End Close Overview provides an outline of the fiscal close processes, including a detailed calendar with deadlines and support resources.  
• Report Enhancements: New reports, such as the UCD GL Balances Summary Report and the UCD Transaction Listing Report – GL and Subledger Detail, provide detailed financial information, including balances.
• Finance Experts: Available to attend specific meetings within schools, colleges, or administrative units to offer additional guidance on the general ledger and carryforward. Assistant Deans and CAOs received an email with details to coordinate these connections.  

Upcoming dates and deadlines 

Friday, June 21, 8 a.m. –Thursday, June 27, Noon 

Funding Entry Freeze  

UCPath Funding Entry Freeze (Moratorium)  

Visit the UCPath website for additional information on UCPath fiscal close processes. 

Friday, June 28, 4 p.m. 

Deadline: Deposits to Campus Central Cashier 

Deposits must be physically received by the Campus Central Cashier by 4 p.m. 

Friday, June 28, 5 p.m. 

Deadline: AggieExpense P-card expenses 

P-card expense reports must be fully approved by departments to post to FY 23-24. For guidance, see the AggieExpense: Creating a Procurement Card Reconciliation Report KBA 

Deadline: Invoice boundary applications 

Deadline for submission of invoices through boundary applications, free of errors. 

Monday, July 1, EOD  

Notification: Fiscal Year 24-25 ledgers open for feeds 

FY 24-25 opens for interface processing. 

Notification: AggieEQ requests  

July 1 through July 12, 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 12 until all FY 23-24 closing steps have been completed. Aggie EQ login 

Tuesday, July 2, EOD*  

Notification: Accounts Receivable (AR)

*This is an estimated date, contingent on successful closing of prior modules. 

All AR activity through June 30 will post to June. All payments received after June 30 will post to July. July will open July 1.  

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: Funding entry – Multiple Component of Pay (MCOP) report

MCOP report is sent to impacted schools and colleges to verify and make adjustments. 

Wednesday, July 3, 2 p.m. 

Deadline: Banner entries, including feeder systems 

This is the last day to submit Banner entries for departments that feed to Banner. 

Wednesday, July 3, 5 p.m. 

Deadline: Recharge submissions due 

Deadline to submit manual recharge requests using the Internal Billing Recharge Template. See the Cost Transfers in Aggie Enterprise KBA. 

Deadline: Accounts Payable documents 

Deadline for campus approvers to approve invoices. See the Approving Requisitions and Invoices KBA. 

Friday, July 5, EOD  

Deadline: All boundary system postings for 2024 

Last day for posting in FY24 except for Lawson and UCPath. 

Sunday, July 7, 8 p.m. 

Deadline: Salary Cost Transfers (SCT)

All UCPath SCT document processing must be completed (Final or Processed status). 

Monday, July 8, 8 p.m. 

Close: Accounts Payable (AP) subledger 

AP subledger closes. 

Monday, July 8, EOD  

Notification: Funding entry - Report 

Funding roll-over exception report available on the UC Davis UCPath website. For more information, see the UCPath Fiscal Year End-Funding Rollover Guide.  

Wednesday, July 10, 7 p.m. 

Deadline: Funding entry – bi-weekly 

Update Funding Entry as needed before the July pay confirm. 

Friday, July 12, EOD  

Deadline: Capital/non-capital transfers 

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).

Saturday, July 13, EOD*  

Salary Cost Transfer (SCT) Posts to Ledgers 

* Tentative date