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Fiscal year-end reminders

Here's a look ahead at the upcoming year-end deadlines.
Jun 16, 2020

June 30 is the end of University of the Pacific's financial year. Please be aware of these deadlines as we approach fiscal year-end closing.

By Friday, June 12, 2020

  • Submit university budget any JE transferring FY20 expenses to GBUDxx and GCPW01 (reserve funds) with the exception of June uploads/feeds.
  • Initiate/route sponsored programs employment authorizations forms (EAs, EPAFs, PeopleAdmin) for approval to ensure employee time is not charged to a closed grant after June 30.  

By Friday, June 26, 2020

  • Enter all payroll redistributions.

By noon on Monday, June 29

  • Process gifts to the university (see separate Advancement Services memo re: due dates/times).
  • Submit FY20 deposits to university cashiers.

By 11 a.m. on Tuesday, June 30

See separate Advancement Services memo re: gift processing due dates/times (209.946.2202)

  • Deadline for submitting FY20 deposits to the University’s Cashiers.

By Tuesday, June 30

  • All goods and services for FY20 should be received and in service.
  • Reconcile department petty cash and change funds; prepare and submit authorization for payment with supporting documentation to university cashiers.
  • Department PacificCard accounts will be reduced to a zero balance.
  • Complete physical inventory counts.

By Monday, July 6

  • Deadline for all JPM online coding and submission of Procard stmts/receipts to Procurement Services.

By Tuesday, July 7

  • Complete June uploads for FAMIS, Pacific Print, Bookstore, etc. in Banner Finance.

By Thursday, July 9

  • Telcom and Procard upload must be completed in Banner Finance.

By Friday, July 10

  • Last Payroll affecting FY20 posts in Banner Finance—automatically splitting expenses across the fiscal years.

Monday, July 13

Deadline for FY20 paperwork:
  • Receiving reports (purchase order purchases)
  • Journal Entries (including 3-part 8500 JE/BT process)
  • Fiscal year-end accruals
  • Authorizations for payment

July 14–16

  • Procurement Services will be closed for FY20 year-end processing.

Thursday, July 16

  • Last day departments may enter FY20 online budget transfers. 

Friday, July 17:

  • Banner Finance System Maintenance.

Monday, July 20:

  • Deadline to submit budget transfer requests to University Budget.
  • Start date to enter FY21 Chart T purchase requisitions.

Friday, July 31:

Deadline to submit FY20 paperwork:
  • Fundraising special event templates due to Financial Reporting.
  • Unrelated business income surveys due to Financial Reporting.
  • Private Business Use (PBU) questionnaires due to Treasury.

Friday, July 31: Banner Finance Fiscal Year End Maintenance

Banner Finance will not be available Friday, July 31 for fiscal year-end maintenance (due to new chart of accounts). You may not post any transactions such as requisitions, purchase orders, change orders, budget transfers, journal entries, and invoices. Cashiering operations are a separate Banner module and are therefore not affected by this maintenance. If you have questions, please contact Audrey George, associate controller, at 209.946.7368 or ageorge@pacific.edu.

The Fiscal Year-end Closing Memo can be found on the Controller's Office  Forms, Policies and Procedures web page under the "Controller's Office" heading.

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