DATE: May 25, 2005

TO: ALL ANR ACCOUNT MANAGERS

FROM: ANR BUDGET OFFICE & FINANCIAL SERVICES

RE: FISCAL CLOSE – JUNE 30, 2005

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

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 httphttp://www.accounting.ucr.edu

Transactions requiring review and approval of ANR Central Office must be sent in time to be received by the following dates:

DATE / DESCRIPTION / SEND TO
May 11 / Interlocation Transfer of Funds
(Last cycle for FY 04-05) / Budget Office
May 26 / Equipment Purchases / ANR
June 13 / All PRT Transactions that require ANR Budget Office posting (Location J only) / Budget Office
June 20 / IOC Recharge to Other Campus / ANR Financial Services
June 15 / Purchase Requisition for Supplies / ANR
June 17 / All non-salary Permbudg Journals that require ANR Budget Office posting (Location J only) / Budget Office
June 10 / On-line Transfer of Funds-Permanent Budgets
(Location M only) non-salary / Budget Office
June 28 / Low Value Orders (under $2,500) / ANR
June 29 / Vendor Invoices & Check Requests / ANR
June 28 / All Cash/Checks/Credit Cards Deposits / ANR
June 29 / Travel Expense Voucher & Express Expense / ANR
July 11 / Non-Payroll Expenditure Adjustment requests (paper) / ANR Financial Services
July13 (by 5pm) / On-Line Financial Journals & Adjustments / ANR Financial Services
July 13 (by 5pm) / Responding Journals-campus
Financial Transaction / ANR Financial Services
July 11 / On-Line Transfer of Funds-Temporary Budget
(Location M only) / Budget Office
July 18 / Preliminary Ledgers Available / ANR
August 08 / Approximate release date for June Final Ledgers / ANR

Location L (Davis)

Transfer of Funds and July 1, 2005 Staffing List Reconciliation Deadlines to the Budget Office

DATE / DESCRIPTION
June 24 / First deadline to balance and reconcile Staffing List
June 30 / Deadline to enter Academic Merits and Promotions in PPS to be reflected on July 1, 2005 Staffing List
June 30 / Payroll database is frozen
July 1 / Deadline to enter permanent non-salary transfer of funds as BB documents
July 1 / Deadline to enter temporary salary and non-salary transfer of funds as CB documents
July 12 / Deadline to enter permanent non-salary transfer of funds as Year-End BB documents
July 12 / Deadline to enter temporary salary and non-salary transfer of funds as Year-End CB documents
July 13 / Final deadline to balance and reconcile Staffing List
August 8 / July 1, 2005 Staffing List is available

Please plan ahead – deadlines are firm.

Each campus Accounting Office offers comprehensive fiscal closing workshops or forums 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

q  Jo Ann Javier (510) 287-3350 ()

q  Regina Bertrand (510) 987-0055 ()

q  Julia Norman (510) 987-0059 ()

ANR Budget Office

q  Donna Jones (510) 987-0053 ()

q  Jennifer Bunge (510 )987-0102 ()

4

C:\Documents and Settings\anrrbertrand\My Documents\Attachment\Fiscal close letter FY 04-05.doc