[Msoadm] FY26 Fiscal Close Weekly Update – 6/18 to 6/25

[Asirra Suguitan]

Dear Colleagues,

As we continue through FY26 Fiscal Close activities, we would like to share
important reminders, upcoming deadlines, recent updates, and available
support resources for the upcoming weeks.

Effective June 17, June Period 12 Financial Transaction Detail (FTD)
Reports began posting daily to support fiscal close activities.

Key Upcoming Deadlines & Reminders

Please review the upcoming deadlines and activities scheduled over the next
7–10 days. Some deadlines may continue appearing in multiple weekly updates
leading up to the due date to help support awareness and planning.

Responsible Office/Contact

Deadline

Cutoff Time

Action

Description

Facilities Services

06/18/26

5:00 PM

Construction and Repair Work Orders

Facilities Services will accept on-line Work Orders for all non-core work
completed on construction and repair orders up to this deadline to be
included in the 6/30 Period 12 Ledger. Any charges after this date will be
billed in July.

Financial Planning & Analysis

06/18/26

5:00 PM

Balance Staffing

Staffing needs to be balanced by the deadline, which is the last day for
Orgs to make changes in BDP. Please contact FP&A if assistance related to
the PERM budget is required. Note: The normal May 31 periodic date to
balance staff remains.

Financial Planning & Analysis/General Accounting (Accounting Office)

06/18/26

5:00 PM

Chancellor Commitment Allocation Requests

Contact the Budget Office and provide required supporting documentation,
for allocation of any pending FY26 Central Campus commitments.

Fleet Services

06/18/26

5:00 PM

Fleet Work Orders

Fleet Services will accept on-line Work Orders up to this deadline to be
included in the 6/30 Period 12 Ledger. Fleet Services will post the final
billing for June on June 18th. Any charges after this date will be billed
in July.

Payroll Coordination & Analysis (Accounting Office)

06/18/26

8:00 PM

UCPath Position Funding for Multiple Components of Pay (MCOP) updates. Last
Day for MCOP Position funding.

Submit MCOP related position funding change requests using the Position
Funding Change Request tool.

Accounts Payable (Accounting Office)

06/19/26

5:00 PM

Oracle PO Receiving/Invoice Approvals

Create PO Receipts and Approve invoices for Payment. The Oracle PO status
must be received and the invoice approved (if applicable) via Oracle
workflow before the expense posts to the ledger and payment is issued.

Reminder: All PO-related invoices must be submitted directly to the
Accounting Office by the supplier as outlined on the purchase order (
apinvoice at ucr.edu or Transcepta).

PO Receivers: Ensure POs are received promptly by the designated PO
Receiver when goods or services are received and no issues with the goods
or services have been identified. Departments should review POs within
their Accountability Structure (using the “UCR Purchase Order Detail
Report” and/or “UCR PO Encumbrance Report”) to identify goods that have
been received in good condition and/or services that were satisfactorily
performed but have not been received in Oracle. Outstanding issues should
be discussed and resolved with the department transactor to ensure
suppliers are promptly paid and the expenditure is recorded to the ledger
timely.

Invoice Approvers: The designated department invoice approver should
promptly review invoices and approve as appropriate. If the invoice cannot
be approved promptly, please communicate the concern with Accounts Payable.
For project-related invoices over $10K and all Subaward invoices, the
department C&G analyst (who receives FYI emails on the approval
notifications to the PI) should coordinate with the Principal Investigator
to review and approve invoices promptly.

Procurement Services

06/22/26

5:00 PM

Supply and/or Services Orders less than $100,000

The last day Procurement Services will accept requisitions against this
year’s appropriations to ensure issuance of orders by June 30 is
approaching. To qualify as a bona fide encumbrance, a valid purchase order
must be issued to a supplier by Procurement Services on or before June 30.
This deadline applies to all expense account classifications except
supply/service orders over $100,000, equipment, and blanket orders, which
have an earlier cutoff date. It does not apply to contract and grant funds
or other funding sources with expiration dates beyond June 30.

If you have questions regarding the preparation of your requisitions,
please contact a buyer in Procurement Services. A list of buyers and their
commodity assignments can be found on the Procurement Services website:
https://bfs.ucr.edu/who-does-what#procurement-services.
<https://bfs.ucr.edu/who-does-what#procurement-services> Please plan your
purchases well in advance to allow Procurement Services to meet deadlines,
obtain best value, and comply with procurement requirements. Note that
order complexity may result in delays, and such orders may not be reflected
as commitments on the June ledgers.

Payroll Coordination & Analysis (Accounting Office)

06/23/26

5:00 PM

Manual Payroll Cost Transfer Exceptions (MPCTs) - BW PPE 6/6/2026

BW PPE 6/6/2026

Manual Payroll Cost Transfer Exceptions Requests:

https://accounting.ucr.edu/payroll-coordination/mpct-requests
<https://accounting.ucr.edu/payroll-coordination/manual-sct-requests>

High-Risk Paper PCT submission for June to allow for sufficient review and
processing of these exceptions. Exceptions should be rare and fully explain
the reason for the exception. Remember to obtain Org CFAO approval before
submitting requests. Expectation of the need to submit MPCT should be LOW.

Payroll Coordination & Analysis (Accounting Office)

06/23/26

3:00 PM

UCPath Position Funding-Monthly Paid Employees. Last day to correct COA
roll over to be reflected on first monthly payroll of the new FY

UCPath COA rollover activities should be completed by July 1. Funding
should be verified using the Position Funding Tool and the iReport – UCPath
Local – Position Funding report to:

(1) correct any UCPath position funding associated with the UCPath Suspense
Fund 69993 to the appropriate COA,

(2) correct any positions with gaps in funding that cross fiscal years, and

(3) correct funding on positions associated with awards/projects that
expire on or before June 30. If any of these conditions exist when UCPath
performs the July monthly payroll calculation, the department’s Suspense
COA will be charged and a Salary Cost Transfer will be required. Position
Funding requests must be approved by this deadline to ensure the
information can be uploaded before the first monthly payroll processing in
the new fiscal year.

Extramural Funds (Accounting Office)

06/25/26

5:00 PM

Contract & Grant PPM Budgets on Active Awards

Process all pending PPM budget adjustments on “active” awards based on
daily “Project Budget Allocations Required” notifications to designated
department C&G analysts by this date to be reflected on 6/30 Period 12
Ledger.
Change Log Updates

Two updates were made to the FY26 Change Log this week. Please review the
changes below.

6/18/2026

Manual Payroll Cost Transfer Exceptions (MPCTs) - BW PPE 6/6/2026

Updated deadline from 6/18/26 to *6/23/26*

6/18/2026

UCPath Position Funding General updates. Last Day for Non-MCOP Position
Funding

*Removed previous entry.* June 23 is the only submission deadline for
Non-MCOP position funding requests (MO and BW).

We encourage you to review the Change Log regularly to ensure you are
working from the most current information.
Fiscal Close Resources & Upcoming Office Hours

All FY26 Fiscal Close resources are available on the Fiscal Close webpage
<https://accounting.ucr.edu/FY26-Year-End-Close>, including the Schedule &
Deadlines, Change Log, Key Contacts, Office Hours recordings and materials,
reports, forms, and training resources.

For questions, please contact the responsible office listed in the Key
Contacts section, or email fyclose at ucr.edu if your situation is not
addressed.

Thank you for your support in achieving a successful fiscal close.

Sincerely,

*Asirra Suguitan*
Associate Vice Chancellor and Campus Controller
Business & Financial Services
http://bfs.ucr.edu/
[image: ucr-logo-email]
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