Fiscal Close Calendar & Procedures

2024 - 2025

Fiscal close requires a strong partnership between campus units and the Office of the Vice Chancellor & Chief Financial Officer. Together, we will ensure UCLA’s financial activity from July 1, 2024, through June 30, 2025 (the current fiscal year), is accurately recorded in UCLA’s general ledger and appropriately reported on the University of California annual report.

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.

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At a Glance

Calendar

Schedule of Data Availability

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.

*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 + to calendar	N/A	Elisabeth Pilcher (310) 206-3752 epilcher@ponet.ucla.edu
Balance Staffing Roster – Permanent Budget – Subs 00 and 01 (19900 / 69087 funds only) Friday, June 27, 8 p.m. PT + to calendar	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 (310) 206-3752 epilcher@ponet.ucla.edu
Academic Savings Target Friday, June 27, 8 p.m. PT + to calendar	Clear deficit associated with historical academic savings target. 19900 Perm Sub 00. 801112/2A DEAN OF ARTS-OPERATIONS/ADMINISTRATION 801117/2A DEAN OF TFTV-OPERATIONS/ADMINISTRATION 801121/ UNDISTR ALLOC-DENTISTRY 801122/2X DEAN/CONTROL/PASSTHROUGH 801125/ UNDISTR ALLOC-BASIC BIOMEDICAL SCIENCES 801140/1A LAW-UNDISTRIBUTED ALLOCATION	Elisabeth Pilcher (310) 206-3752 epilcher@ponet.ucla.edu
Balance Sub 06 – Permanent (19900 / 69087 funds only) Friday, July 11, 8 p.m. PT + to calendar	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 (310) 206-3752 epilcher@ponet.ucla.edu
Clear Temporary Budget Deficits on Subs 00, 01, and 06 (19900 / 69087 funds only) Friday, July 11, 8 p.m. PT + to calendar	Transfer funding from other subs (TOF).	Elisabeth Pilcher (310) 206-3752 epilcher@ponet.ucla.edu
Revenue Account Perm Budgets Friday, July 11, 8 p.m. PT + to calendar	For revenue generating funds owned by campus departments: Update permanent budget (if any) to match projected revenue for the next fiscal year. Transfer balance at year-end to expense account or unallocated 8xxxxx account. No balances are allowed to remain on the revenue account.	Elisabeth Pilcher (310) 206-3752 epilcher@ponet.ucla.edu
Close Out Fund Balance and Reserve Accounts (all funds) Friday, July 11, 8 p.m. PT + to calendar	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 (310) 206-3752 epilcher@ponet.ucla.edu
Info Only Perm Budgets Friday, July 11, 8 p.m. PT + to calendar	Info only permanent budgets must be reviewed and adjusted to reflect the projected revenue and expense for the next fiscal year. These funds include: 20290/1 SUMMER SESSIONS 20300 UNIVERSITY EXTENSION 63000 UC HOSPITAL 63200 UC HOSPITAL (SANTA MONICA) 65100 NPH 66124 CENTENNIAL CAMPAIGN 66125 UCLA EXTERNAL AFFAIRS 70077 RESIDENCE HALLS 70080 TIVERTON HOUSE 70500 INTERCOLLEGIATE ATHLETICS	Elisabeth Pilcher (310) 206-3752 epilcher@ponet.ucla.edu
Transfer of Funds – Permanent Budget Friday, July 11, 8 p.m. PT + to calendar	For all FAU (Subs 00 and 01 cutoff was 6/27/25).	Elisabeth Pilcher (310) 206-3752 epilcher@ponet.ucla.edu

Activity

Details

Support & Resources

Transfer of Funds – Permanent Budget – Subs 00 and 01

Friday, June 27, 8 p.m. PT

Activity	Details	Support & Resources
Final PCard Purchases Wednesday, May 28, 5 p.m. PT + to calendar	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.	Procurement & Travel Accounting Fiscal Close web page PCard hub UCLA Finance Support Portal
Invoice Submission Friday, May 30, 5 p.m. PT + to calendar	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. To help avoid irregular invoices, ensure receiving and fund manager / principal investigator approvals (if applicable) are completed by May 30. Invoices submitted after this date will be processed and paid in FY 2025 – 2026 unless they have a discount date of June 30, 2025, or earlier. Catalog order invoices submitted via electronic file (cXML) will continue to be processed for FY 2024 – 2025 through Monday, June 30.	Procurement & Travel Accounting Fiscal Close web page Electronic Invoicing web page BruinBuy Plus hub Office hours Service Desk
Shipping Forms Friday, May 30, 5 p.m. PT + to calendar	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.	Procurement & Travel Accounting Fiscal Close web page BruinBuy Plus hub Office hours Service Desk
Non-Travel & Non-Entertainment (Non-T&E) Reimbursement Approvals Friday, May 30, 5 p.m. PT + to calendar	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.	Procurement & Travel Accounting Fiscal Close web page Non-T&E Reimbursement hub UCLA Finance Support Portal How to View Approval Workflow
Direct Pay Forms Friday, May 30, 5 p.m. PT + to calendar	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: Awards / prizes, Fellowships / scholarships, Human subjects, Transient occupancy tax, Utilities, and Visiting scholars / graduate researchers or non-matriculated students	Procurement & Travel Accounting Fiscal Close web page BruinBuy Plus hub Office hours Service Desk
PCard Statement Report Approval Friday, June 13, 5 p.m. PT + to calendar	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.	Procurement & Travel Accounting Fiscal Close web page PCard hub UCLA Finance Support Portal
General Refund Department Approvals Wednesday, June 18, 5 p.m. PT + to calendar	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.	Procurement & Travel Accounting Fiscal Close web page Lifecycle of a General Refund UCLA Finance Support Portal

Activity	Details	Support & Resources
June UCPath Monthly Payroll Run Friday, June 27, 5 p.m. PT + to calendar	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 + to calendar	Last UCPath biweekly payroll run for June.	Create a CRU Case web page
Payroll (UCPath) Direct Retros Tuesday, July 1, 5 p.m. PT + to calendar	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 + to calendar	SCT must be approved by 5 p.m. PT.	Create a CRU Case web page

Activity	Details	Support & Resources
Payroll (UCPath) Salary Cost Transfer and Direct Retro Expense Transfer (EFM) Thursday, June 26, 5 p.m. PT + to calendar	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 + to calendar	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 + to calendar	See additional instructions at http://ga.accounting.ucla.edu/fcr/. NOTE: This activity is owned by both EFM and FMR.	Fiscal Close Inquiry Form EFM Fund Management Teams
Non-Payroll Expenditure Adjustments (C&G funds) Monday, July 7, 5 p.m. PT + to calendar	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 + to calendar	NOTE: This activity is owned by both EFM and FMR.	Fiscal Close Inquiry Form EFM Fund Management Teams

Activity	Details	Support & Resources
Interlocation Transfer of Funds (ITF) Tuesday, May 20, 5 p.m. PT + to calendar	Any requests received after this date cannot be processed until FY 2025-26.	Nalina Shivers (310) 825-0730 nshivers@finance.ucla.edu
Recharges to Other UC Campuses (intercampus) Friday, June 20, 5 p.m. PT + to calendar	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 + to calendar	N/A	Fiscal Close Inquiry Form
Recharge Orders Friday, June 20, 8 p.m. PT + to calendar	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 + to calendar	See additional instructions at http://ga.accounting.ucla.edu/fcr/. NOTE: This activity is owned by both EFM and FMR.	Fiscal Close Inquiry Form EFM Fund Management Teams
Recharges Between UCLA Departments (intracampus) Monday, June 30, 8 p.m. PT + to calendar	This is a firm system cutoff - NO EXCEPTION. 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 + to calendar	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 + to calendar	N/A	Fiscal Close Inquiry Form
Transfer of Funds – Temporary Budget Monday, July 14, 8 p.m. PT + to calendar	NOTE: This activity is owned by both EFM and FMR.	Fiscal Close Inquiry Form EFM Fund Management 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.