Fiscal Close Dates FY2021-22

Due dateCategoryRequest or SubmissionExplanationHow to submit
N/A Berkeley Regional Services Purchasing and Reimbursements Reimbursements

For faster processing, use Direct Enter for Travel and Entertainment expenses. BRS will continue to help process complex travel reimbursements that involve extensive foreign currency and multiple destinations. Please allow ten (10) business days for BRS to process these requests.

Please note: this does not include processing time by Accounts Payable (AP).

Reimbursement System

May 6

Berkeley Regional Services Purchasing & Reimbursements (P&R)

Purchase requests for amounts over $100,000

Orders over $100,000 are due to BRS by May 6, 2022 in order to adhere to Supply Chain Management's due date timeframe.

BearBuy
May 13 Supply Chain Management (SCM)

Purchase Order (POs) requests for amounts more than $100,000

Deadline to submit PO requests to SCM for amounts more than $100,000 must be submitted with complete documentation if orders are to be completed prior to June 30.

Supply Chain Management Find Your Buyer
May 20 Berkeley Regional Services Purchasing and Reimbursements (P&R)

Purchase requests for amounts over $10,000

Orders over $10,000 (but less than $100,000) are due to BRS by May 20, 2022 in order to adhere to Supply Chain Management's due date timeframe.

Please note: Correctly completed BearBuy requisitions under $10,000 will be processed based on departmental approvers' availability.

BearBuy
May 27 Supply Chain Management (SCM) Purchase Order (PO) requests over $10,000 

Deadline to submit PO requests for amounts over $10,000 (but less than $100,000) to SCM in order to be completed prior to June 30.

Supply Chain Management Find Your Buyer
May 27 Financial Planning and Analysis Submit Non Contracts and Grants Deficit Clearing Waivers

In 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
June 1 Berkeley Regional Services HR/APS Payroll Corrections/Missing Payments Deadline 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 HR Service Hub ticket for assistance with any HR-based requests
  • For ERSO Region departments, contact the team for assistance with any HR-based request at: ersohrops@erso.berkeley.edu
  • For RA assistance, departments should contact their respective BRS Research Administrator (RA)
June 1 Berkeley Regional Services Research Administration (RA) Direct Retro entries (moving fund distributions from a previous pay cycle)

Deadline for requests for final entries with effective dates before June 30, 2022 that are handled by BRS.

Please note: Departments/units who process their own direct retro entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting. The June 1 BRS deadline also relates to Work-Study Payroll Direct Retros. Other work study funding details will be communicated separately to campus by the Financial Aid and Scholarship Office.

June 1 Berkeley Regional Services Research Administration (RA) Position Funding entries (changing fund distributions for the current pay cycle)

Deadline for requests with effective dates before June 30, 2022 that are handled by BRS.

Please note: Departments/units who process their own position funding entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting.

June 1 Berkeley Regional Services HR/APS Personnel 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.

Please note: employees have to take additional actions with RASC, which typically has a May 13, 2022 deadline for August 1 pay.

Preparing for Retirement

June 1 Berkeley Regional Services HR/APS Miscellaneous - STAR Awards Final deadline for SPOT Award payment requests to BRS. Requests for additional certificates/letters have earlier deadlines - please contact the respective BRS HR Business Partner for details.
June 3 Berkeley Regional Services HR/APS Other Personnel Actions Request 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.

(A) June 3, 2022 - Bi-Weekly

(B) June 17, 2022 - Bi-Weekly

Berkeley Regional Services HR/APS Onboarding New/Rehired Berkeley Employees (bi-weekly paid employees)

All new/rehired employees for June should complete Onboarding/Hiring activities by the applicable deadline date in order to receive on-time pay on:

  • (A) June 22 for bi-weekly-paid employees hired May 29 to June 11
  • (B) July 6 for bi-weekly paid employees hired June 12 to June 25

Contact the respective regional Onboarding team (or HR Partner):

June 11 Berkeley Regional Services HR/APS Onboarding New/Rehired Berkeley Employees (monthly paid employees) All new/rehired monthly paid employees for June should complete Onboarding/Hiring activities by the deadline date in order to receive on-time pay on July 1.
June 15 University Development and Alumni Relations (UDAR) Submit draft gift agreements for any pledge of $25k or more and any pledge or gift that establishes a new fund Draft gift agreements for any pledge of $25k or more, and any pledge or gift that establishes a new fund, must be received by Fund Management via Fiat Docx UDAR Gift Services 2022 flyer
June 17 Financial Planning and Analysis Enter Permanent Budget transfers  Final 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
June 17 Financial Planning and Analysis ​Rates posted to the recharge webpage Approved recharge rates by unit posted to recharge page. This is just an FYI.
June 20 - August 12 Financial Planning and Analysis Permanent Budget journal unavailable (to campus users) The Permannet 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. This is just an FYI.
June 27 University Development and Alumni Relations (UDAR) Submit adjustment requests The deadline to submit adjustment requests for FY22 gifts, payments and pledges. Adjustment requests may be sent to Adjustments@berkeley.edu. UDAR Gift Services 2022 flyer
June 29 Controller's Office Approve direct retros for FY22 The cut-off to approve direct retros for posting in FY22 is 5 pm June 29. Direct retros processed and/or approved after that point will be posted in the general ledger to the month of July. These are transacted in UCPath.
June 30 University Development and Alumni Relations (UDAR) Submit gifts and gift agreements
  • Deliveries of checks, cash or credit cards must be received by Gift Services

  • Gift Agreements must be fully signed to be recorded for FY22. For info on how signatures are collected, please take a look at the DocuSign page in Eureka

  • Securities gifts must be credited in the UC Berkeley brokerage account. Email GiveSecurities@berkeley.edu with questions.

  • Gifts via wire transfer or ACH must be credited into UC Berkeley account. Email GiftHelp@berkeley.edu with questions.

  • Donors may make online gifts at Give.Berkeley.edu until 11:59 pm for inclusion in FY22 totals.

UDAR Gift Services 2022 flyer
July 1 Controller's Office Submit final deficit clearing waivers in BFS, related to open Contracts and Grants awards, for DFL approval The deadline to submit waivers for Divisional Finance Leaders' (DFL's) approval in BFS. Departments can begin submitting waiver forms in BFS for any open awards in deficit, with proper justification, starting June 1, 2022. 
  • Navigate to the MyForms-DFC Waiver option on the RA Grants Workcenter
  • Select the waiver form to complete, refer to the action dots in the blue header row at the top of the screen for instructions
July 5 University Development and Alumni Relations (UDAR)

Request adjustments for FY22 gifts, payments, and pledges

Deadline to submit adjustment requests for FY22 gifts, payments and pledges to adjustments@berkeley.edu. UDAR Gift Services 2022 flyer
July 6 Controller's Office

UCB deadline for receiving Intercampus Financial Journals

Intercampus Financial Journals received by UCB after July 6 must be reversed from the June ledger and posted to July.  Review other campuses' deadlines on the Controller's Intercampus Financial Transactions page
July 6 Financial Planning and Analysis Recharge units process and approve Online Recharge Financial Journals Recharge 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.
About Intercampus Financial Transactions

July 11 Controller's Office Approve Deficit Clearing Waiver for Contracts and Grants funds due (by DFL) The deadline for Divisional Finance Leaders (DFLs) to approve waiver requests in BFS.

Navigate to the following page in BFS in order to approve waivers:

  • Enterprise Components > Forms > Approve/Review a Form
  • Enter 'CGADFCWVR' in Form field
July 13 Controller's Office Review and post All Online Financial Journals and Temporary Budget Journals (Campus Units) This is the deadline for divisions to post all online financial journals and temporary budget journals in BFS.  These are transacted in BFS.
July 15 Financial Planning and Analysis Submit chartstring for deficit clearing to Financial Planning and Analysis Send the Financial Planning and Analysis 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 29 Controller's Office Fiscal Close Certification Letter - due back Campus senior management (Vice Chancellors, Vice Provosts, and Deans) and their Division Finance Leaders are required to complete a Fiscal Close Certification Letter annually.  Soft copy with signature or DocuSign are due from deans and senior management to the Controller’s Office. Signed letters are to be uploaded into Division’s Box file folder by DFLs.

BFS monthly close

The BFS General Ledger Monthly Close Schedule is available on the Controller's Office website.

Help and Resources

TeamWho can helpResources
Berkeley Regional Services Purchasing and Reimbursements BRS regional Purchasing and Reimbursements supervisor or team lead
Berkeley Regional Services HR/APS The respective BRS regional HR/APS Team
Berkeley Regional Services Research Administration (RA)
Controller's Office
Financial Planning and Analysis
Supply Chain Management Supply Chain Management Find Your Buyer Supply Chain Management
UDAR GiftHelp@Berkeley.edu UDAR Gift Services 2022 flyer