Fiscal Close Dates FY2019-20

BFS Fiscal Close Schedule

Berkeley Financial System (BFS) General Ledger Fiscal Year-End Close Schedule 2020 is available on the Controller's Office website

Fiscal close dates FY2019-20

Deadlines and how to submit
Due DateCategoryRequestExplanationHow to submit
N/ABRS Purchasing & ReimbursementsReimbursementsFor faster processing, use Direct Enter for Travel & Entertainment expenses. BRS will continue to help process complex travel reimbursements that involve extensive foreign currency and multiple destinations as well as T&E expense reimbursements for visitors and non-employee students. Please allow ten (10) business days for BRS to process these requests. Note: this does not include processing time by Accounts Payable (AP).Direct Enter at: https://reimburse.berkeley.edu/
May 15Supply Chain ManagementPurchase Order (POs) requests for amounts more than $100,000Deadline to submit PO requests for amounts more than $100,000 must be submitted with complete documentation if orders are to be completed prior to 6/30/20.SCM Buyer: https://supplychain.berkeley.edu/procurement/find-your-buyer
May 22BRS Purchasing & ReimbursementsPurchase requests for amounts over $10,000Orders over $10,000 (but less than $100,000) are due to BRS by 05/22/20 in order to adhere to Supply Chain Management's due date timeframe. Note: Low-value catalog (under $5,000) and non-catalog (under $1,000) orders that are filled out correctly will auto approve the same day (unless they're funded with Federal or Contracts & Grant funds).BearBuy: http://blu.is.berkeley.edu/
May 29Supply Chain ManagementPurchase Order (POs) requests over $10,000Deadline to submit PO requests for amounts over $10,000 in order to be completed prior to June 30.SCM Buyer: https://supplychain.berkeley.edu/procurement/find-your-buyer
May 29Financial Planning & AnalysisSubmit Non C&G Deficit Clearing WaiversIn general, deficits that are not cleared by year-end will be subject to the deficit clearing process. Waivers can be issued that exempt a Fund-L4 combination from the automated deficit clearing process. Read more on the website linked in the resources column.Deficit Clearing Waiver Form: https://cfo.berkeley.edu/divisional-finance-leaders/fiscal-closing-related/deficit-waiver-request-form
June 1BRS HR/APSPayroll Corrections/Missing PaymentsDeadline for requests for any late payroll corrections and/or missing payment requests for all employees.For BEST, ChaMPS, SHARE, ProS, and BEARS REgions, submit an online ServiceNow ticket for assistance with any HR-based requests. For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
June 1BRS HR/APSDirect Retro entries (moving fund distributions from a previous pay cycle)Requests for final entries with effective dates before 6/30/20 that are handled by BRS must be submitted by the deadline. Note: Direct Retro entries handled by departments/units, 6/17 (BW) and 6/23 (MO) are the final UCPath Pay Confirm dates. This also includes Work-Study Payroll Direct Retros. Please note that though a later Work Study deadline was commuicated by the Financial Aid and Scholarship Office on 4/30/20, additional time is needed for BRS processing.For BEST, ChaMPS, SHARE, ProS, and BEARS REgions, submit an online ServiceNow ticket for assistance with any HR-based requests. For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
June 1BRS HR/APSPosition Funding entries (changing fund distributions for the current pay cycle)Requests with effective dates before 6/30/20 that are handled by BRS must be submitted by the deadline. Note: Position Funding entries handled by departments/units, 6/17 (BW) and 6/23 (MO) are the final UCPath Pay Confirm dates.For BEST, ChaMPS, SHARE, ProS, and BEARS REgions, submit an online ServiceNow ticket for assistance with any HR-based requests. For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
June 1BRS HR/APSPersonnel Actions for Employees Retiring as of July 1, 2020.Requests for employees to retire as of July 1 are due to BRS by the deadline. To qualify for the COLA (Cost of Living Adjustment) increase in the 2020 calendar year, an employee’s final day at work must be June 29th (Monday), with June 30th (Tuesday) being their effective date of retirement; June 30th represents the 1 business day that they would not work and not receive pay. Please note, employees have to take additional actions with RASC, which has a May 15th deadline for August 1st pay. https://ucnet.universityofcalifornia.edu/compensation-and-benefits/roadmaps/retiring.html.For BEST, ChaMPS, SHARE, ProS, and BEARS REgions, submit an online ServiceNow ticket for assistance with any HR-based requests. For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
June 1BRS HR/APSMiscellaneous - STAR AwardsFinal deadline for STAR Award payment requests, both SPOT or Achievement Awards are due to BRS by the deadline.For BEST, ChaMPS, SHARE, ProS, and BEARS REgions, submit an online ServiceNow ticket for assistance with any HR-based requests. For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
June 5BRS HR/APSOther Personnel ActionsRequest for personnel actions (e.g., FTE changes, pay rate changes, separations, etc.) for both bi-weekly/non-exempt and monthly/exempt employees are due to BRS by the deadline.For BEST, ChaMPS, SHARE, ProS, and BEARS REgions, submit an online ServiceNow ticket for assistance with any HR-based requests. For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
June 8BRS HR/APSOnboarding New/Rehired Berkeley Employees (bi-weekly paid employees)All new/rehired employees for June should complete Onboarding/Hiring activities by the deadline date in order to receive on-time pay on June 24 for bi-weekly paid employees.BRS Central Onboarding/First Contact Team 510) 664-9000, option 3 or the applicable regional HR Partner For ERSO Region departments, contact the HR team using: ersohrops@erso.berkeley.edu
June 12Financial Planning & AnalysisEnter Permanent Budget transfers involving revenue rebudgetsFinal deadline for Campus to submit Permanent Budget transfers within their L3 which also includes any rebudgets to their revenue.Permanent Budget Journal Approval Request form: https://cfo.berkeley.edu/divisional-finance-leaders/dfl-concierge/additional-resources/approve-permanent-budget-journal.
June 15BRS HR/APSOnboarding New/Rehired Berkeley Employees (monthly paid employees)All new/rehired employees for June should complete Onboarding/Hiring activities by the deadline date in order to receive on-time pay on July 1 for monthly-paid employees.BRS Central Onboarding/First Contact Team 510) 664-9000, option 3 or the applicable regional HR Partner For ERSO Region departments, contact the HR team using: ersohrops@erso.berkeley.edu
June 15UDARDraft agreements dueThe deadline to submit via Fiat Docx draft agreements for pledges or outright gifts that establish new funds.Submit via Fiat Docx : https://berkeley.sharepoint.com/sites/Eureka/Gifts/Pages/Create-a-Gift-Agreement.aspx
June 15 - July 20Financial Planning & AnalysisPermanent Budget journal unavailable (to campus users)The Permanent Budget will be unavailable to campus in order to provide reports to UCOP, prepare for fiscal close, the new fiscal year, and the general allocation.N/A
June 26UDARSubmit gifts and signed gift agreements to DGSDeliveries of checks, cash or credit cards must be received by Gift Services. Gift Agreements for pledges or outright gifts to establish new funds must be signed by the donor and dean/director, as coordinated by Fund Management to be recorded for FY20.Submit to DGS as outlined in the information posted to Eureka: https://eureka.berkeley.edu/
June 29Financial Planning & Analysis​Rates posted to the recharge webpageApproved recharge rates by unit posted to recharge page.This is just an FYI.
June 30People & CultureMandatory Online Compliance TrainingEmployees are encouraged to check mandatory online training requirements before the end of the fiscal year. While deadlines vary, all required compliance training must be up-to-date by 6/30/20 and to be merit increase eligible. This includes UC Sexual Violence and Sexual Harassment Prevention, Cyber Security, and UC Ethical Values and Conduct training.Log in to the UC Learning Center and click on "Required Training" on the dashboard.
June 30Controller's OfficeApprove direct retrosThe last day to approve direct retros for posting in FY20 is June 30. Direct retros processed and / or approved after that date will be posted in the general ledger to the month of July.These are transacted in UCPath.
July 2Controller's OfficeRA submission of C&G Deficit Clearing waiver requestsResearch Administrators (RAs) or other BFS departmental users should submit FY20 Contracts & Grants Deficit Clearing Waiver Request Forms, for a waiver of deficit clearing on open awards, via the RA Grants WorkCenter no later than Thursday, July 2.More information on submitting: https://controller.berkeley.edu/cga/deficit-clearing-process
July 6Controller's OfficeReview and post Initiating Online Intercampus Financial JournalsInitiating Intercampus Financial Journals posted after July 6 must be reversed from the June ledger and posted to July.Follow instructions on Controller's webpage: https://controller.berkeley.edu/accounting-and-controls/reconciliation/about-intercampus-financial-transactions#preparation.
July 6Financial Planning & AnalysisRecharge units process and approve Online Recharge Financial JournalsRecharge units should process and approve all June online recharge entries by July 6. No recharge transaction for June should be posted after July 6. If your department receives recharges posted after July 6, contact the unit responsible for the posting to request reversal and posting in the next fiscal year.These are transacted in BFS. https://controller.berkeley.edu/accounting-and-controls/reconciliation/about-intercampus-financial-transactions
July 8Controller's OfficeApprove Deficit Clearing Waiver for C&G funds due (by DFL)The deadline for Divisional Finance Leaders (DFLs) to approve waiver requests in BFS.More information on submitting: https://controller.berkeley.edu/cga/deficit-clearing-process
July 14Controller's OfficeReview and post post all online financial journals and temporary budget journalsThis is the deadline for divisions to post all online financial journals and temporary budget journals in BFS.These are transacted in BFS.
July 15Financial Planning & AnalysisSubmit chartstring for deficit clearing to FP&ASend the FP&A team a chartstring because if there are deficits that cannot be cleared by the automated process, we will use the chartstring (DeptId and Fund) to manually clear any remaining deficits.Submit via email to centralresourcemanagement@berkeley.edu.
August 28Controller's OfficeFiscal Close Certification Letter - due backCampus senior management (Vice Chancellors, Vice Provosts, and Deans) and their Division Finance Leaders are required to complete a Fiscal Close Certification Letter annually.Submit signed paper copy to Financial Accounting & Controls 2195 Hearst Avenue, Room 130 MC 1102 Berkeley, CA 94720-1102 Telephone (510) 642-0031 Fax (510) 643-7628
Help and resources table
TeamWho can helpResources
Berkeley Regional Services Purchasing & ReimbursementsBRS regional Purchasing and Reimbursements supervisor or team lead: https://portal.berkeley.edu/regionsERSO departments: http://www.erso.berkeley.edu/erso/
Supply Chain ManagementSCM Buyer: https://supplychain.berkeley.edu/procurement/find-your-buyerhttps://supplychain.berkeley.edu/home
Berkeley Regional Services HR/APSBRS regional HR/APS Team: https://portal.berkeley.edu/regionsFor BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/human-resourcesacademic-personnel-support-hraps
Berkeley Regional Services HR/APSBRS regional HR/APS Team: https://portal.berkeley.edu/regionsFor ERSO departments: http://www.erso.berkeley.edu/erso/content/human-resources
Financial Planning & AnalysisFP&A Team: dfl_concierge@berkeley.eduhttps://cfo.berkeley.edu/dflconcierge
Financial Planning & AnalysisCentral Resources Team: centralresourcemanagement@berkeley.eduhttps://cfo.berkeley.edu/central-resource-management
Financial Planning & AnalysisRecharge Lead: hbruckert@berkeley.eduhttps://cfo.berkeley.edu/recharge
Controller's OfficeBFS Team: bfs@berkeley.eduhttps://controller.berkeley.edu/cga/deficit-clearing-process/instructions-deficit-clearing-waiver-form
Controller's OfficeFinancial Accounting and Controls: gao@berkeley.eduhttps://controller.berkeley.edu/fiscal-close-certification-letter
People & CultureUC Learning Center: https://uc.sumtotal.host/Core/dash/home?domain=4https://hr.berkeley.edu/performance/compliance
UCPathUCPath Supporthttps://ucpath.berkeley.edu/support-contacts
UDARGifts: GiftHelp@Berkeley.eduhttps://eureka.berkeley.edu/
UDARDraft gift agreements: fundhelp@berkeley.eduhttps://berkeley.sharepoint.com/sites/Eureka/Gifts/Pages/Create-a-Gift-Agreement.aspx