| TITLE | DESCRIPTION | BSO DEADLINE | SUBMIT REQUEST TO: |
|---|---|---|---|
| Interlocation Transfer of Funds | Departments transferring funds to University of California, Office of the President (OP) or another campus. This will be the Final input for FY25 | May 6, 2025 @ 5 pm | sllbso@uci.edu |
| High Value/High Risk and Contract Requisitions | Last day to submit a high value/high risk and contract requisition to ensure sufficient processing and lead time to post in the current fiscal year. | May 30, 2025 @ 5 pm | KFS REQ |
| Purchase Order Amend (POA) for High Value/High Risk, Contract, and Recurring Payment POs | Last day to request Procurement Services to process a POA for high value/high risk, contract, and recurring payment POs to ensure sufficient processing and lead time to post in the current fiscal year. Ensure POs have sufficient funds to process payments before fiscal year-end. | May 30, 2025 @ 5 pm | KFS POA |
| Submit UCIBuy High Value based Requisitions | Last day for generating high value/UCIBuy catalog requisitions (>$5,000 and/or containing any potential restricted commodities). | June 4, 2025 @ 5pm | KFS-REQ |
| Travel & Event Management | Deadline to submit TR & ENT documents in KFS to be recorded as expenses for the current fiscal year Note: If you miss the deadline, DO NOT hold the documents. Submit your transactions and upload receipts to the Image Scanning tab immediately. Do not upload back up documentation into the notes/attachments tab. | June 10, 2025 @ 5pm | KFS TR & KFS ENT |
| Disbursement Vouchers (DV) | Deadline to submit DV’s in KFS to be recorded as an expense for the current fiscal year. Note: If you miss the deadline, DO NOT hold the documents. Submit your documents and upload receipts to the Image Scanning tab immediately. | June 10, 2025 @ 5pm | KFS DV |
| PALCard (Procurement Card) Online Purchases | The last recommended day for PALCard online purchases to ensure the vendor/bank submits the charge by June 30. | June 20, 2025 | PalCard |
| Monetary Transfer Forms (MTF) | Final deadline to transfer Foundation funds fro FY25. Note: Clearly describe purpose & ensure signature by authorized signers. | June 20 @ noon | MTF docusign form |
| Submit UCIBuy Requisitions as Automated Purchase Orders | Last recommended day for submitting UCIBuy requisitions meeting criteria for APOs (≤ $5000 and not containing restricted items) in KFS. | June 18, 2025 @ 5pm | KFS REQ |
| PALCard In-Store Purchases | The last recommended day for in-store PALCard purchases to ensure the vendor/bank submits the charge by June 30. | June 25, 2025 | PalCard |
| Deposits to Payment Services (Irvine Campus) | To ensure the recording of deposits for the current fiscal year, campus departments and sub-cashiering stations must submit their deposit information through the Campus Online Deposit System (COD) and actual deposits must be physically received by Payment Services Deposits with discrepancies will be rejected online, so check deposits for accuracy before submitting and delivering to Payment Services to avoid delay in processing. | June 26, 2025 @ 5pm | sllbso@uci.edu |
| Campus Billing System Online (CBSO) University Student Invoices | Bills for Student Invoices (only) through June 30 must be submitted online through CBSO and forwarded to Financial Services no later than the cut-off date so that accounts can be credited in the current fiscal year. University Student invoices received in CBSO AFTER will be recorded in FY2025-26. The deadline for submitting invoices in CBSO is at Noon on June 27 to guarantee approvals by June 30. | June 26, 2025 | CBSO |
| Third Party Billing | Bills for goods and services rendered through June 30 must be submitted by the cut-off date so that accounts can be credited in the current fiscal year. University invoices received or approved AFTER will be recorded in FY2025-26. | June 24, 2025 @ 5pm | sllbso@uci.edu |
| Intercampus Recharges | Department planning to recharge another campus for services or materials supplied in the current fiscal year should transmit the information and process an Intercampus Transfer (ICT) document and submit to Central Accounting to be processed against the departmental account by the cut-off date. Intercampus recharges received AFTER the cut-off date will be recorded in FY2025-26. | June 25, 2025 @ 5 pm | sllbso@uci.edu |
| Clear Department PO Encumbrances | Departments should clear out old or invalid leftover encumbrances before year-end. POs that are open with expected payments/credits after July 1 should remain open. Only those without expected future activity should be closed or voided. Closing or voiding a PO will release all remaining encumbrances and no more activity (payments) can be done. | June 26, 2025 @ 5 pm | sllbso@uci.edu |
| Invoices from Vendors – Charges under Specific Purchase Orders | Submit invoices to Accounts Payable. Accounts Payable will be processing all invoices submitted as long as they are an open PO, with sufficient remaining funds. If you miss the deadline, DO NOT hold the invoices. Send the invoice to Accounts Payable immediately and every effort will be made to post them to the June 2024 (period 12) ledger. | July 2, 2025 @ 5 pm | accounts-payable@uci.edu |
| Recharges for Internal Billing (IB) and Service Billing (SB) Documents | Cut-off date for submission of all recharges, including IB and SB documents to be included in the departmental accounts for the current fiscal year. | July 3, 2025 @ Noon | sllbso@uci.edu |
| PALCard / PALCard Document (PCDO) Creation | Last PCDO create date for the current fiscal year (which includes bank file posting dates 06/30/2025 and prior). | July 3, 2025 (all backup information must be uploaded by July 7) | PalCard |
| FY2025-26 PALCard Purchases | PALCard purchases made on or after July 1 will not appear in KFS until after period 12 closes. | July PalCard expenses will show up in action list on July 16. | PalCard |
Fiscal Close Deadlines
