<p>DATE: MAY 6, 2004</p><p>TO: ALL ANR ACCOUNT MANAGERS</p><p>FROM: ANR BUDGET OFFICE & FINANCIAL SERVICES</p><p>RE: FISCAL CLOSE – JUNE 30, 2004</p><p>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:</p><p>Preparation of annual University of California audited financial statements Budgetary closeout </p><p>Instructions regarding carryforward of funds will be discussed in detail during the meeting. A separate letter from the Budget Office will follow shortly.</p><p>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. </p><p>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:</p><p>UCLA www.accounting.ucla.edu</p><p>UCD http://accounting.ucdavis.edu</p><p>UCB http://controller-fs.vcbf.berkeley.edu</p><p>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:</p><p>DATE DESCRIPTION SEND TO May 19 Interlocation Transfer of Funds Budget Office (Last cycle for FY 03-04)</p><p>May 26 Equipment Purchases ANR</p><p>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 </p><p>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</p><p>June 30 Vendor Invoices & Check Requests ANR</p><p>June 30 All Cash/Checks/Credit Cards Deposits ANR</p><p>June 30 Travel Expense Voucher & Express Expense ANR</p><p>July 7 Non-Payroll Expenditure Adjustment requests ANR Financial (paper) Services</p><p>July12 (by On-Line Financial Journals & Adjustments ANR Financial 5pm) Services July 12 (by Responding Journals-campus ANR Financial 5pm) Financial Transaction Services</p><p>July 13 On-Line Transfer of Funds-Temporary Budget Budget Office (Location M only) July 19 Preliminary Ledgers Available ANR</p><p>August 13 Approximate release date for June Final Ledgers ANR</p><p>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</p><p>DATE DESCRIPTION</p><p>June 25 First deadline to balance and reconcile Staffing List</p><p>Deadline to enter Academic Merits and Promotions in June 30 PPS to be reflected on July 1, 2004 Staffing List</p><p>June 30 Payroll database is frozen</p><p>Deadline to enter permanent non-salary transfer of July 2 funds as BB documents</p><p>Deadline to enter temporary salary and non-salary July 2 transfer of funds as CB documents </p><p>Deadline to enter permanent non-salary transfer of July 12 funds as Year-End BB documents</p><p>Deadline to enter temporary salary and non-salary July 12 transfer of funds as Year-End CB documents</p><p>July 14 Final deadline to balance and reconcile Staffing List</p><p>August 10 July 1, 2004 Staffing List is available</p><p>Please plan ahead – deadlines are firm.</p><p>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:</p><p>Oakland-Kaiser: Tuesday, May 11th – Room 712 – 10:00-12:00</p><p>Davis Campus: Wednesday, May 12th – Maddy Room, Equine Analytical Chemistry Lab – 10:00-12:00</p><p>You may join the May 12th Davis meeting via teleconference. The conference call-in number is (530) 754-7721.</p><p>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. </p><p>If you have any questions or need additional assistance, please contact us by phone or by e-mail:</p><p>ANR Financial Services</p><p> Jo Ann Javier (510) 287-3350 ([email protected])  Regina Bertrand (510) 987-0055 ([email protected])  Jackie Johnson (510) 987-0739 ( Jacquelyn [email protected])</p><p>ANR Budget Office</p><p> Donna Jones (510) 987-0053 ([email protected])  Kristen Neal (510) 987-0049 ([email protected])</p><p>Map to Equine Analytical Chemistry Laboratory aka "Maddy Lab" on campus map http://vtour.ucdavis.edu/vs_pages/vtour/maps/map_l2.htm </p><p>Parking Instructions and directions to Parking Lot 53 http://vtour.ucdavis.edu/vs_pages/vtour/parking/l2_park.htm</p><p>D:\Docs\2018-04-11\0cfc5637fec31122a92f5b55e05a09c2.doc 4</p>