Deadlines have been established to ensure timely review and submission of items and processes critical to closing the 2022-23 fiscal year on June 30, 2023. This page details actions and resources related to each deadline. It is cross-referenced with a quick, easy-to-scan guide of the deadlines and processes.
Individual Outlook "appointments" are being sent as reminders ahead of each deadline to help teams navigate the year-end process. Content from each reminder will be archived here.
Important Notes
- Late transactions or documents received after these deadlines may not be processed by June 30, 2023, and could be charged to fiscal year 2023-24 budgets.
- All goods or services must be received and invoiced by June 30 to be accounted for in FY22/23. The creation of a purchase order does not guarantee funds will be available if expenses are invoiced in FY23/24. Please follow applicable UC Merced accrual and carry-forward processes for expenses that need to be accounted for in the upcoming fiscal year.
- All items submitted to the campus shared services department should be submitted five days before these deadlines to ensure the deadlines are met.
- All journal entry requests received in the department by these deadlines will be processed in FY22/23.
July 3
Requests for intercampus recharge requests and intercampus requests for reimbursement.
- Intercampus recharge requests
- Requests are for technical service for the posting of intercampus recharge activity in the general ledger.
- Intercampus request for reimbursement (sponsored research funds)
- IRR is a billing of expenses between two UC campuses’ EMF groups where a multi-campus agreement is in place for specific research projects.
Campus users, Financial & Accounting Services, and Financial Planning & Analysis all have roles in creating and managing intercampus recharge requests.
Resource: PPM IRR Budget Guide (PDF)
What actions are required with this deadline?
Complete an Intercampus Order Charge template with all required data parameters. The template also can be found here as Intercampus Order Charge Template.
July 10-21: Identify and accrue expenses of $0.00 or more for goods received or services completed by June 30, 2023.
What actions are required with this deadline?
Submit a request to Financial & Accounting Services with a Financial Journal Entry ticket. Requests must include a completed UCM AP Accrual Batch Template and documentation that includes the invoice and confirmation of the received date or date of service.
Additional resources
To identify invoices submitted to Oracle that need to be accrued, run the Invoice Transaction Report. You can learn how to run this report step by step with the Oracle Guided Learning option in Oracle.
June 20
Final day to receive requests to process Accounts Payable invoice accruals for guaranteed processing in FY23. Submit service requests to Accounts Payable:
- Invoice hold resolutions
- Payment requests (i.e., honorarium, cost of living allowance (COLA), petty cash replenishments)
- Wire transfer requests
What actions are required for this deadline?
Submit an applicable Accounts Payable request in the ServiceNow catalog:
Other important reminders
- Invoice Approvals: Be sure to review and approve any invoices when you are notified via email from Oracle. If you choose to reject an invoice, add a reason in the comment box.
- Be sure to submit all invoices to invoices@ucmerced.edu. Invoices should reference a valid PO.
Additional resources
To identify invoices on hold in Oracle, run the AP Invoice Holds Report. You can learn how to run this report step by step with the Oracle Guided Learning option in Oracle.
Invoice Approvals & Payment Status
From July 10 - 21, submit an AP Invoice Accrual request to Financial and Accounting Services using the Financial Journal Entry ticket. Requests must include a completed UCM AP Accrual Batch Template and documentation that includes the invoice and confirmation of the received date or date of service.
June 14
What deadlines are approaching?
- Final day to enter purchase requisitions from the catalog for FY23. All items must be received and invoiced by June 30, 2023, to use FY23 budget.
Individuals who submit transactions to shared services (CBS2) must submit catalog purchase orders by EOD Wednesday, June 7 to ensure transactions are approved by the June 14 deadline via a CBS2 General Purchasing Request. The request should include the funding source and a quote from the vendor to ensure the item is purchased in a timely manner. Please note: Catalog orders can be purchased by using Oracle self-service.
Additional resources: Self-service users can use Oracle Guided Learning for additional assistance when opting to enter requisitions directly in Oracle. Once you have launched Oracle Guided Learning, you can access the Create Requisition from Catalog guide for step-by-step instructions.
- Last day to submit receipts for Procurement Card transactions (including all gift card purchases). All P-Card transactions must be reconciled, approved and paid by June 30, 2023.
- Final day to enter travel and reimbursement transactions in Concur. Ensure expense reports are submitted and in the UC Merced Audit queue for approval and payment processing.
Between July 10 – 20, complete the Travel & Expense Accrual Journal Entry template with all required data parameters for transactions made on or before June 30, 2023, but not recorded in the ledger as of that date. On or after July 5, review the Concur Accrual Report for your HR unit(s). Submit a Financial Journal Entry ticket to Financial & Accounting Services and select AP Invoice Accrual as the Type of Request.
Additional resources: Step-by-step guides for processing in Concur
June 9
What deadlines are approaching?
Payroll expense transfers: Requests for processing in FY23 must be submitted to Payroll Services by June 8 for bi-weekly employees and June 9 for monthly employees.
June 9: Budget files and staffing lists for May due to UCOP.
Questions? Submit an inquiry to Payroll Services.
June 2
What deadline is approaching?
Due June 2: Final day to issue all non-catalog purchase orders in the FY2023 budget. All goods and services must be received and invoiced by June 30, 2023.
Note: Individuals who submit transactions to the shared services department (CBS2) must submit non-catalog purchase orders by EOD Monday, May 29 to ensure transactions meet the June 2 deadline.
All purchase orders entered after the FYE close deadline will be entered automatically into FY 2023-24.
What actions are required with this deadline?
Please submit all Purchase Requisition requests for non-catalog purchase orders via a CBS2 General Purchasing Request. The request should include the applicable funding source and a quote from the vendor to ensure your item is purchased in a timely manner.
Resources
FY23 Year-End Preparedness calendar
May 26
What deadlines are approaching?
Due May 26: Requests for new chart string segments.
Due May 26: Final day to enter purchase requisitions for equipment, services and supplies for FY23. Note that all equipment services and supplies must be received and invoiced by June 30, 2023, to use the FY23 budget.
Common Chart of Accounts Terms
What actions are required with these deadlines?
Requests for new CCoA: Submit via Service Now:
- For projects: https://dfa.ucmerced.edu/content/new-project-oracle-configuration
- For funds: https://dfa.ucmerced.edu/content/coa-change-request-fund
- For HR unit, Account, Function, Program, Physical Location, Sub-Activity: https://dfa.ucmerced.edu/content/coa-change-request
Please include documentation you have (i.e. award letter), the name of your segment, the start date, the end date and the type of project (see additional resources).
Purchase requisitions: Submit all requests for equipment and equipment-related services and supplies to CBS2 by May 19 via a CBS2 General Purchasing Request. The request should include the applicable funding source and a quote from the vendor to ensure your item is purchased in a timely manner. Please note that some equipment and equipment-related items can be purchased by using the DFA Service Catalog (ServiceNow).
Additional resources
New CCoA requests
Purchase requisitions: Users can use Oracle Guided Learning for additional assistance when opting to enter requisitions directly in Oracle. Open the Create Requisition from Catalog guide for step-by-step instructions.
May 15
Requests for Interlocation Transfer of Funds (ITF): ITF requests are financial transactions between campuses that track budget enhancement or adjustments on both actuals and budget. Campus users, Financial and Accounting Services (FAS), and Financial Planning & Analysis (FP&A) all have roles in creating and managing ITF requests.
What actions are required with this deadline?
Complete the ITF template with all required data parameters (see the “instructions” tab on this workbook: ITF Intercampus Transfer of Funds (Excel)
The template also can be found at FP&A’s resources page under the link Outgoing Intercampus Transfer of Funds (ITF) Form
Additional Resources
Details about the full ITF process can be found here.
