A successful close is of the utmost importance for UCLA’s financial stewardship, helping us remain accountable, transparent, and compliant with internal and external obligations. This process also allows us to provide the precise data that is critical to sound decision-making across the UC system.
Overview
The below calendar consolidates fiscal year-end activities and procedures for the CFO organization. It is designed to prepare departments for the Preliminary General Ledger close with most activities scheduled to take place between May 28 and July 14, 2025.
The calendar is highly coordinated with many interdependent activities. Please carefully review the provided deadlines and reach out in advance if you have questions — there is little flexibility for exceptions.
Table of Contents
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At a Glance
May: As announced in the May 2 communication, most Procurement activities (e.g., requisitions, change requests, invoices) as well as reimbursement approvals are due May 30, 2025, for processing and payment in fiscal year 2024 - 2025.* Access the calendar for specific transaction details and considerations.
- June through July: Campus departments must complete transactions by each deadline and closely monitor financial activity.
- Because deadlines vary by transaction type, departments should review the calendar in detail to ensure their financial activity is appropriately recorded.
- As an update this year, Accounts Payable and Travel Accounting will complete all non-exception processing by June 18 at 5:00 p.m., allowing campus to review the ledger on June 20 and submit all accruals by June 30.
Most revenue and expense transactions will post before July 7. Central adjustments will post through preliminary close on July 14, 2025.
- August through September: The central finance team will finalize close information and support an external audit for the UC annual report. Users will be able to review and report on transactions at the end of each month. However, due to the impact of ongoing fiscal year end processes, final balances for July and August are not available in the ledger until September.
- Please refer to the Schedule of Data Availability for more information about General Ledger data availability for the June, July, and August final ledgers. Departments are encouraged to share this schedule with their IT and reporting teams.
- Please refer to the Schedule of Data Availability for more information about General Ledger data availability for the June, July, and August final ledgers. Departments are encouraged to share this schedule with their IT and reporting teams.
*PCard purchases are due May 28.
Calendar
Use the + to Calendar button to access a deadline's downloadable event file. Review the Schedule of Deadlines spreadsheet for a sortable view of the below information.
Looking for a chronological view of all dates? Access the Fiscal Close events feed.
| Activity | Details | Support & Resources |
|---|---|---|
Transfer of Funds – Permanent Budget – Subs 00 and 01 Friday, June 27, 8 p.m. PT | N/A | Elisabeth Pilcher
|
Balance Staffing Roster – Permanent Budget – Subs 00 and 01 (19900 / 69087 funds only) Friday, June 27, 8 p.m. PT | Departments need to validate that all permanently budgeted Sub 00 faculty and Sub 01 career staff are included on the Staffing Roster. The perm budget and the budgeted amount must be equal on this report. This ensures that there is sufficient recurring funding to cover recurring salary expenses. | Elisabeth Pilcher
|
Academic Savings Target Friday, June 27, 8 p.m. PT | Clear deficit associated with historical academic savings target. 19900 Perm Sub 00.
| Elisabeth Pilcher
|
Balance Sub 06 – Permanent (19900 / 69087 funds only) Friday, July 11, 8 p.m. PT | Utilize Staffing Roster to calculate the benefits projection. The Sub 06 (benefits) perm budget must be updated to match the projected need for the next fiscal year. | Elisabeth Pilcher
|
Clear Temporary Budget Deficits on Subs 00, 01, and 06 (19900 / 69087 funds only) Friday, July 11, 8 p.m. PT | Transfer funding from other subs (TOF). | Elisabeth Pilcher
|
Revenue Account Perm Budgets Friday, July 11, 8 p.m. PT | For revenue generating funds owned by campus departments:
| Elisabeth Pilcher
|
Close Out Fund Balance and Reserve Accounts (all funds) Friday, July 11, 8 p.m. PT | Any balance must be closed out to an expense account or an unallocated 8xxxxx account. No balances are allowed to remain on the fund balance or reserve account. | Elisabeth Pilcher
|
Info Only Perm Budgets Friday, July 11, 8 p.m. PT | Info only permanent budgets must be reviewed and adjusted to reflect the projected revenue and expense for the next fiscal year. These funds include:
| Elisabeth Pilcher
|
Transfer of Funds – Permanent Budget Friday, July 11, 8 p.m. PT | For all FAU (Subs 00 and 01 cutoff was 6/27/25). | Elisabeth Pilcher
|
| Activity | Details | Support & Resources |
|---|---|---|
Final PCard Purchases Wednesday, May 28, 5 p.m. PT | PCardholders are encouraged to place orders as soon as possible since UCLA does not control when transaction details are sent to U.S. Bank. NOTE: It takes two (2) to three (3) business days for a PCard transactions to post to Concur. If a transaction posts after May 31, it will reflect in FY 2025 – 2026. | |
Invoice Submission Friday, May 30, 5 p.m. PT | Invoices must be submitted no later than 5 p.m. PT Friday, May 30, and will be processed by Accounts Payable no later than Wednesday, June 18. Irregular invoices that have not been fully actioned by departments by May 30 will not be paid in FY 2024 – 2025.
| |
Shipping Forms Friday, May 30, 5 p.m. PT | On-time Shipping form requests without submission errors will be processed this year. If a request is submitted by the deadline but includes errors, Accounts Payable cannot guarantee it will be recorded in FY 2024 – 2025. | |
Non-Travel & Non-Entertainment (Non-T&E) Reimbursement Approvals Friday, May 30, 5 p.m. PT | If a non-travel & non-entertainment (non-T&E) reimbursement for an unrestricted expense reflects the Approved & In Accounting Review Concur workflow status by Friday, May 30, it will be recorded in the 2024 – 2025 fiscal year. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Accounts Payable for final review and processing.* Reimbursements received by Accounts Payable after May 30 will reflect in FY 2025 – 2026. To learn more, review the Non-T&E Reimbursements hub and How to View Approval Workflow training guide. *Some reimbursements may route to a specialized approval workflow step(s) prior to being sent to Accounts Payable. | |
Direct Pay Forms Friday, May 30, 5 p.m. PT | The payee must be fully onboarded by this deadline for Accounts Payable to guarantee FY 2024 – 2025 processing. Direct Pay form submissions for the following payments are excluded from this deadline and will continue to be processed on a first-come, first-served basis through June 18:
| |
PCard Statement Report Approval Friday, June 13, 5 p.m. PT | All outstanding 2024 – 2025 Concur PCard statement reports must receive departmental approval no later than Friday, June 13. The May 16 – May 31 statement report can be submitted as early as June 3. Review the PCard Reconciliation Calendar for additional information. | |
General Refund Department Approvals Wednesday, June 18, 5 p.m. PT | General refunds submitted and approved by June 18 will be processed this fiscal year. Confidential refunds and refunds of $10,000 or more may require additional lead time for central office review and approval. REMINDER: A Concur general refund refers to a repayment made to an individual that cannot be facilitated through alternative University systems (e.g., BruinBill, UCPath, Transact). Concur does not handle patient refunds or refunds to an entity. |
| Activity | Details | Support & Resources |
|---|---|---|
Requisitions Friday, May 30, at 5 p.m. PT | Orders requiring negotiation of terms and conditions need more lead time and may not be completed prior to closure.
*This BruinBuy Plus form is only accessible to a subset of users. | |
Change Requests Friday, May 30, at 5 p.m. PT | Change requests submitted after this date will not be processed until July 1, 2025. |
| Activity | Details | Support & Resources |
|---|---|---|
June UCPath Monthly Payroll Run Friday, June 27, 5 p.m. PT | UCPath monthly payroll run for June. | Create a CRU Case web page |
Last June UCPath Biweekly Payroll Run Monday, June 30, 5 p.m. PT | Last UCPath biweekly payroll run for June. | Create a CRU Case web page |
Payroll (UCPath) Direct Retros Tuesday, July 1, 5 p.m. PT | All Direct Retros that pertain to FY2024-2025 must be approved in UCPath by 5 p.m. PT on Tuesday, July 1, in order to be included in the FINAL FY2025 DR batch process. This is a firm cutoff. No journals will be processed after July 1, 5 p.m. PT. | Create a CRU Case web page |
Payroll (UCPath) Salary Cost Transfers (non-EFM) Thursday, July 3, 5 p.m. PT | SCT must be approved by 5 p.m. PT. | Create a CRU Case web page |
| Activity | Details | Support & Resources |
|---|---|---|
Receipt of Cylinder Management Orders Friday, June 6, 5 p.m. PT | Receipt of Cylinder Management Orders via telephone for delivery of items chargeable to FY 2024-2025 funds. | Tony Franco
|
| Activity | Details | Support & Resources |
|---|---|---|
Web Center Orders Friday, June 20, 5 p.m. PT | All orders completed by June 20, 2025, will be included on the June 2025 bill and billed during the current fiscal year. Departments are encouraged to consult with their assigned DTS representative when placing orders to confirm feasibility of completion by June 20. All orders not completed by June 20 will be billed in the following fiscal year. | Unified Communications & Communications Infrastructure Orders (Voice & Cabling): PCR-360 Customer Center |
| Activity | Details | Support & Resources |
|---|---|---|
Adjustments to Graduate Student Award Transmittals Friday, May 30, 5 p.m. PT | Online via go.grad. | Jenny Tang
|
Adjustments to Remission Benefits Wednesday, June 11, 5 p.m. PT | N/A | Jenny Tang
|
| Activity | Details | Support & Resources |
|---|---|---|
UCLA Foundation Monetary Transfer Form (MTF) Monday, June 16, 5 p.m. PT | N/A | External Affairs - Advancement Services
|
Campus Gift Acceptance Monday, June 30, 5 p.m. PT |
| External Affairs - Gift Processing
|
| Activity | Details | Support & Resources |
|---|---|---|
Payroll (UCPath) Salary Cost Transfer and Direct Retro Expense Transfer (EFM) Thursday, June 26, 5 p.m. PT | This is the deadline for departments to submit Salary Cost Transfers/Direct Retros to EFM for review. EFM reviews Salary Cost Transfers/Direct Retros that will charge a federal or federal flow-through C&G fund and are considered high risk (120 days from original transaction or has expired greater than 90 days). NOTE: This is different from CRU's Salary Cost Transfer/Direct Retro deadline. | efmoperations@research.ucla.edu |
PPS Salary Cost Transfer Journal Request Friday, June 27, 8 p.m. PT | This is the deadline for departments to submit PPS Salary Cost Transfer journal request forms to EFM for review. Since the discontinuation of PPS, EFM reviews PPS Salary Cost Transfer journal requests only when a C&G fund is being credited to remove a salary expense onto an unrestricted fund. Requests that include debit of payroll expense onto C&G funds for PPS payroll will not be considered. | efmoperations@research.ucla.edu |
Year-End Accruals and Deferrals Forms Submission (all funds) Monday, June 30, 10 a.m. PT | See additional instructions at http://ga.accounting.ucla.edu/fcr/. NOTE: This activity is owned by both EFM and FMR. | |
Non-Payroll Expenditure Adjustments (C&G funds) Monday, July 7, 5 p.m. PT | This is the EFM deadline for NPEARs that will impact a C&G fund and is considered high risk (120 days from original transaction or has expired greater than 90 days). High risk NPEARs should be submitted earlier to give EFM time to approve. | efmoperations@research.ucla.edu |
Transfer of Funds – Temporary Budget Monday, July 14, 8 p.m. PT | NOTE: This activity is owned by both EFM and FMR. |
| Activity | Details | Support & Resources |
|---|---|---|
Facilities Service Requisitions (FSR) Wednesday, June 18, 5 p.m. PT | Estimated job orders. | Kelly Kearns
|
| Activity | Details | Support & Resources |
|---|---|---|
Work-Study Direct Retros through April 2025 Friday, May 9, 5 p.m. PT | Direct Retro transaction in UCPath to adjust Work-Study payments through April 2025. | Brianne Compton, Assistant Director Sandra Machuca, Assistant Director (310) 206-0429 |
Financial Aid Award Transmittal Friday, June 6, 5 p.m. PT | Form SZO-7060 | Tamara Tsang, Scholarship Program Manager
Elizabeth Aguilera
|
Adjustments to Financial Aid Award Transmittal Form SZO-7060 Friday, June 6, 5 p.m. PT | N/A | Tamara Tsang, Scholarship Program Manager
Elizabeth Aguilera
|
Academic Year Work Study Terminates Saturday, June 7, 5 p.m. PT | Earnings paid after this date will be charged 100% to departmental accounts. | Sandra Machuca, Assistant Director
|
Work-Study Direct Retros through May 2025 Wednesday, June 18, 5 p.m. PT | Direct Retro transaction in UCPath to adjust Work-Study payments through May 2025. | Brianne Compton, Assistant Director Sandra Machuca, Assistant Director (310) 206-0429 |
| Activity | Details | Support & Resources |
|---|---|---|
Interlocation Transfer of Funds (ITF) Tuesday, May 20, 5 p.m. PT | Any requests received after this date cannot be processed until FY 2025-26. | Nalina Shivers
|
Recharges to Other UC Campuses (intercampus) Friday, June 20, 5 p.m. PT | Be sure to post using effective date 06/30/25. | Fiscal Close Inquiry Form |
Non-Payroll Expense Transfers to Other UC Campuses (intercampus) Friday, June 20, 5 p.m. PT | N/A | Fiscal Close Inquiry Form |
Recharge Orders Friday, June 20, 8 p.m. PT | Orders placed by the deadline may be posted for FY 2024-2025 (at the discretion of the service unit). Blood donation credit recharge orders placed after the deadline will be posted in FY 2025-26 (order effective date cannot be changed back to 6/30/2025 after this date). | Fiscal Close Inquiry Form |
Year-End Accruals and Deferrals Forms Submission (all funds) Monday, June 30, 10 a.m. PT | See additional instructions at http://ga.accounting.ucla.edu/fcr/. NOTE: This activity is owned by both EFM and FMR. | |
Recharges Between UCLA Departments (intracampus) Monday, June 30, 8 p.m. PT | Be sure to post using effective date 06/30/25. | Fiscal Close Inquiry Form |
Non-Payroll Expenditure Adjustments (non-C&G funds within UCLA) Monday, July 7, 5 p.m. PT | Non-Payroll Expenditure Adjustments for fiscal year funds CANNOT be posted after the June PRELIMINARY ledger closes, nor will adjustments be accepted in the next fiscal year. Please reconcile all accounts on a timely basis and post adjustments prior to cutoff. | Fiscal Close Inquiry Form |
Financial Journals Between UCLA Departments (intracampus) Monday, July 14, 8 p.m. PT | N/A | Fiscal Close Inquiry Form |
Transfer of Funds – Temporary Budget Monday, July 14, 8 p.m. PT | NOTE: This activity is owned by both EFM and FMR. |
| Activity | Details | Support & Resources |
|---|---|---|
Brinks Pickup Friday, June 6, 2 p.m. PT | To guarantee your Brinks pickup for Thursday, June 26, and Friday, June 27, you must send a request to Payment Solutions & Compliance through the MyUCLA Message Center by 2:00 PM on Friday, June 6, 2025. | Local Main Cashier
|
Transact Payment Posting Monday, June 30, 6:30 p.m. PT | All cash/checks/credit card receipts received as of June 30 must be posted in Transact by Monday, June 30, 6:30 p.m. PT to be marked as JUNE business. Plan to reconcile and close batches prior to the cutoff time to ensure any last-minute issues are resolved before the deadline. An extension to the cutoff time is not possible. See “June Cash Collection for Fiscal Closing 2024-2025” memo for complete instructions. | Local Main Cashier
|
| Activity | Details | Support & Resources |
|---|---|---|
UCLA Bulk Mail Services Projects Friday, May 30, 8 a.m. PT | UCLA Bulk Mail Services Projects must be submitted in advance so that mailing list results are approved and materials requiring mailing are present/ready for final assembly by 8:00 AM on June 1, 2025. Projects started after June 1, 2025, will be handled on a first-come, first-served basis without a guarantee of completion or billing before the end of FY 2024-2025. | David Aberbuch
|
Receipt of Stamp Sale Orders Friday, June 6, 5 p.m. PT | Receipt of Stamp Sale Orders via mail/telephone/email for delivery of items chargeable to FY 2024-2025 funds. | Lucy Karas
|
Bulk Mailings Submission Friday, June 20, 5 p.m. PT | Final day for off-campus mailing agents to submit completed bulk mailings to USPS (UCLA BULK MAIL SERVICES permit postage requests) for items chargeable to FY 2024-2025 funds. | David Aberbuch
|
| Activity | Details | Support & Resources |
|---|---|---|
Human Subject, Employee Recognition, and Non-Employee Disbursement Requests Friday, May 23, 2 p.m. PT | To guarantee orders are expensed to the 2024-2025 fiscal year and delivery fulfilled by Friday, June 28, all Human Subject, Employee Recognition, and Non-Employee disbursement requests must be submitted to the MyUCLA Message Center by 2:00 PM on Friday, May 23, 2025. This does not include non-preferred gift card types which may take up to 4 weeks to process. | Kattya Hidalgo
|
University Petty Cash Funds Reimbursement Requests Tuesday, June 10, 5 p.m. PT | Requests for reimbursement for all outstanding disbursements made through June 9, 2025, from University Petty Cash Funds. Custodians of a Petty Cash Fund should submit a request for reimbursement. Annual audit questionnaires will be sent to custodians on Monday, May 5, 2025 and due Friday, June 6, 2025. | Kattya Hidalgo
|
BAR Invoices Monday, June 30, 8 p.m. PT | University Invoices – BAR system for services rendered for FY 2024-2025. | Andrew Torres
|
| Activity | Details | Support & Resources |
|---|---|---|
Travel & Entertainment Reimbursement Approvals Friday, May 30, 5 p.m. PT | If a travel & entertainment (T&E) reimbursement reflects the Approved & In Accounting Review Concur workflow status by Friday, May 30, it will be recorded in the 2024 – 2025 fiscal year. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Travel Accounting for final review and processing. Reimbursements received by Travel Accounting after May 30 will reflect in FY 2025 – 2026. To learn more, review the How to View Approval Workflow training guide. NOTE: Travel Accounting is a separate department from UCLA Campus Purchasing & Payables. |
Schedule of Data Availability
This schedule summarizes General Ledger data availability for the June, July, and August final ledgers. Departments are encouraged to share this schedule with their IT and reporting teams.
| Topic | Campus deadline to process Transacations | Mainframe Close Date | Data Availability in OFSR & CDW | Description |
|---|---|---|---|---|
| June Final End Balances | Refer to Schedule of Deadlines for the Preliminary Ledger | September 5 | September 8 | The June Final ledger will be marked as closed on Friday, September 5. Although unlikely, it is possible that departmental June end balances may change between the period of Thursday, July 31, through Friday, September 5, due to adjustment journal entries identified during the audit. |
| July 1 Beginning Balances & Re-Appropriations | N/A | N/A | September 8 | The July 1 beginning balances and re-appropriation is dependent on the June Final ledger close, which will occur on Friday, September 5. Thus, it will be available for the campus to view starting on Monday, September 8. |
| July End Balances | August 12 | September 12 | September 13 | Users will be able to view and report on July transactions any time after Tuesday, July 1. However, the final balances will be available on Saturday, September 13, due to the actual close date occurring on Friday, September 12. Note that July beginning balances are dependent on the June final balances, which will be available on Monday, September 8. |
| August End Balances | September 9 | September 19 | September 20 | Users will be able to view and report on August transactions any time after Friday, August 1. However, the final balances will be available on Saturday, September 20, due to the actual close date occurring on Friday, September 19. Note that August beginning balances are dependent on the July final balances, which will be available on Saturday, September 13. |
