The Fiscal Year-End Closing Process Is Undertaken for Two Major Purposes

DATE: MAY 6, 2004

TO: ALL ANR ACCOUNT MANAGERS

FROM: ANR BUDGET OFFICE & FINANCIAL SERVICES

RE: FISCAL CLOSE – JUNE 30, 2004

It’s that time of the year again for the annual fiscal closing process. Processes for departments are similar to regular monthly fiscal closings. The purpose is to follow generally accepted accounting principles and match revenue and expenditures to the period incurred. The annual fiscal closing process is undertaken for two important reasons:

Preparation of annual University of California audited financial statements Budgetary closeout

Instructions regarding carryforward of funds will be discussed in detail during the meeting. A separate letter from the Budget Office will follow shortly.

The coordinated efforts of ANR departments and campus accounting and budget offices are important to ensure that all financial activities are accurately recorded. For transactions submitted directly to the various campus accounting offices, follow the appropriate campus deadlines. For transactions submitted to the ANR Central Offices including the Budget Office and Financial services, please follow the deadlines listed in this letter.

The Office of the President and campuses have posted their fiscal closing instructions and calendar. ANR departments that routinely process transactions through the Los Angeles, Berkeley, Davis, or Riverside Accounting Offices should refer to the fiscal closing procedures and schedules posted on the following Accounting websites for transaction processing deadlines:

UCLA www.accounting.ucla.edu

UCD http://accounting.ucdavis.edu

UCB http://controller-fs.vcbf.berkeley.edu

UCR www.accounting.ucr.edu/ucr.htm Transactions requiring ANR Central Office review and approval must be sent in time to be received by the following dates:

DATE DESCRIPTION SEND TO May 19 Interlocation Transfer of Funds Budget Office (Last cycle for FY 03-04)

May 26 Equipment Purchases ANR

June 14 All PRT Transactions that require ANR Budget Budget Office Office posting (Location J only) June 14 IOC Recharge to Other Campus ANR Financial Services June 16 Purchase Requisition for Supplies ANR

June 17 All non-salary Permbudg Journals that require Budget Office ANR Budget Office posting (Location J only) June 25 On-line Transfer of Funds-Permanent Budgets Budget Office (Location M only) June 28 Low Value Orders (under $2,500) ANR

June 30 Vendor Invoices & Check Requests ANR

June 30 All Cash/Checks/Credit Cards Deposits ANR

June 30 Travel Expense Voucher & Express Expense ANR

July 7 Non-Payroll Expenditure Adjustment requests ANR Financial (paper) Services

July12 (by On-Line Financial Journals & Adjustments ANR Financial 5pm) Services July 12 (by Responding Journals-campus ANR Financial 5pm) Financial Transaction Services

July 13 On-Line Transfer of Funds-Temporary Budget Budget Office (Location M only) July 19 Preliminary Ledgers Available ANR

August 13 Approximate release date for June Final Ledgers ANR

D:\Docs\2018-04-11\0cfc5637fec31122a92f5b55e05a09c2.doc 2 Location L (Davis) Transfer of Funds and July 1, 2004 Staffing List Reconciliation Deadlines to the Budget Office

DATE DESCRIPTION

June 25 First deadline to balance and reconcile Staffing List

Deadline to enter Academic Merits and Promotions in June 30 PPS to be reflected on July 1, 2004 Staffing List

June 30 Payroll database is frozen

Deadline to enter permanent non-salary transfer of July 2 funds as BB documents

Deadline to enter temporary salary and non-salary July 2 transfer of funds as CB documents

Deadline to enter permanent non-salary transfer of July 12 funds as Year-End BB documents

Deadline to enter temporary salary and non-salary July 12 transfer of funds as Year-End CB documents

July 14 Final deadline to balance and reconcile Staffing List

August 10 July 1, 2004 Staffing List is available

Please plan ahead – deadlines are firm.

D:\Docs\2018-04-11\0cfc5637fec31122a92f5b55e05a09c2.doc 3 A workshop, "Preparing for Fiscal Close", will be offered by the ANR Financial Services and Budget Office to help departments prepare for closing the fiscal year. At this time 2 sessions are planned. One workshop will be held at the ANR Offices at the Kaiser building and another at the UC Davis Campus. The dates are as follows:

Oakland-Kaiser: Tuesday, May 11th – Room 712 – 10:00-12:00

Davis Campus: Wednesday, May 12th – Maddy Room, Equine Analytical Chemistry Lab – 10:00-12:00

You may join the May 12th Davis meeting via teleconference. The conference call-in number is (530) 754-7721.

In addition, each campus Accounting Office offers a more comprehensive fiscal closing workshop or forum to assist you in preparing for the fiscal closing process. Please check the websites listed above for the schedule at your campus.

If you have any questions or need additional assistance, please contact us by phone or by e-mail:

ANR Financial Services

 Jo Ann Javier (510) 287-3350 ([email protected])  Regina Bertrand (510) 987-0055 ([email protected])  Jackie Johnson (510) 987-0739 ( Jacquelyn [email protected])

ANR Budget Office

 Donna Jones (510) 987-0053 ([email protected])  Kristen Neal (510) 987-0049 ([email protected])

Map to Equine Analytical Chemistry Laboratory aka "Maddy Lab" on campus map http://vtour.ucdavis.edu/vs_pages/vtour/maps/map_l2.htm

Parking Instructions and directions to Parking Lot 53 http://vtour.ucdavis.edu/vs_pages/vtour/parking/l2_park.htm

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