FY26 Fiscal Close Weekly Update – 6/4 to 6/11

Accounts Payable (Accounting Office)

06/05/26

5:00 PM

Invoices from Suppliers Due (including subcontracts) 

Due to the higher volume of activity at year-end, suppliers should submit invoices directly to Accounting as outlined on the PO as soon as possible to ensure processing by June 30. Invoices must be submitted by the supplier via Transcepta or to apinvoice@ucr.edu and related POs marked as received by the deadline to ensure priority for posting to the 6/30 6/30 Period 12 Ledger. The invoice must match the PO, and approval workflow must be completed for invoices over $10,000.

Departments are encouraged to continue prompt receiving and workflow approval of invoices after this cutoff. Note: Invoices that are ready for Oracle AP validation and payment (i.e., no invoice holds) after this date will be prioritized for 6/30 Period 12 Ledger processing. Departments will need to evaluate invoices not processed as potential accrual items. More information on accruals/deferrals here: https://accounting.ucr.edu/FY26-Year-End-Close#accruals-deferrals

Please ensure related purchase orders are marked as received in Oracle when goods or services are received to avoid delays in payment to the supplier and posting of expenditures to the ledger. Note: This category includes subcontract invoices that require the Principal Investigator’s approval to pay.

Financial Aid Office

06/05/26

5:00 PM

Submit 2025-26 aid year departmental scholarship/stipend requests to post in Fiscal Year 2026.

Departments should submit 2025-26 aid year requests for scholarships, stipends and performance agreements via Workfront to avoid the risk of them not being processed prior to the close of 2026 fiscal year end. Awards for the 2025-26 aid year include Summer 2025, Fall 2025, Winter 2026 and Spring 2026. All requests are to be directed through Workfront, which can be accessed here: https://ucr.my.workfront.com/requests/new. For any questions related to student awards, Monica Martinez-Daniels (monica.martinez@ucr.edu) will be the primary point of contact. For funding related questions, Alex Mayer (alex.mayer@ucr.edu) and Cesar Lopez (cesar.lopez@ucr.edu) will be the contacts. For additional information, please visit the Staff Resources page located here: https://financialaid.ucr.edu/staff-resources

Procurement Services 

06/05/26

5:00 PM

PO Change Requests Requiring Action from Central Office Procurement 

Change Requests on POs over $10k or POs in a restricted category must be submitted in Oracle by the deadline to ensure priority processing to reflect changes on the 6/30 Period 12 Ledger.

Accounts Payable (Accounting Office)

06/08/26

5:00 PM

Concur Travel (and T&E Card charges) and Non-Travel Reimbursement Expense Reports

Due to the higher volume of activity at year-end, travel (and T&E Card charges) and non-travel expense reimbursement expense reports must be approved and in the Accounting Office queue by the deadline to ensure priority processing for posting to the 6/30 Period 12 Ledger. Departments are encouraged to submit travel expense reimbursement requests after this cutoff; however, it is important to note that requests submitted after this date will be prioritized for Period 12 Ledger processing.

Departments will need to evaluate invoices not processed as potential accrual items. More information on accruals/deferrals here: https://accounting.ucr.edu/FY26-Year-End-Close#accruals-deferrals

Accounts Payable (Accounting Office)

06/08/26

5:00 PM

ePay Requests 

Due to the higher volume of activity at year-end, ePay payment requests must be approved and in the Accounting Office ePay queue by the deadline to ensure posting to the 6/30 Period 12 Ledger. Departments are encouraged to submit requests for payments early and to continue submitting requests after this cutoff. However, it is important to note that requests submitted after the deadline will be prioritized for Period 12 Ledger processing.

Note: If an ePay request is returned to the department for additional information and is resubmitted in a timely manner, AP will make every effort to prioritize it for the current fiscal year. Please notify the appropriate AP processor via email once the request has been resubmitted to the Accounting Office queue.

Departments will need to evaluate invoices not processed as potential accrual items. More information on accruals/deferrals here: https://accounting.ucr.edu/FY26-Year-End-Close#accruals-deferrals

Payroll Coordination & Analysis (Accounting Office)

06/10/26

5:00 PM

Clear UCPath Suspense Fund 69993 for May

By this date, all prior month postings to fund 69993 should be cleared by initiating Salary Cost Transfer (SCT) requests using the SCT Tool and submitting approved requests to SSCs for processing. Departments should regularly review position funding reports and adjust COAs using the Position Funding Tool to avoid postings to 69993. Postings to fund 69993 should be cleared on a regular basis and throughout the year to ensure department COAs accurately reflect all salary charges.

Payroll Coordination & Analysis (Accounting Office)

06/10/26

5:00 PM

Manual Payroll Cost Transfer Exceptions (MPCTs) - May

Manual Payroll Cost Transfer Exceptions Requests:

https://accounting.ucr.edu/payroll-coordination/mpct-requests

High-Risk Paper PCT submission for pay periods for May 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 a request.

Note: Request SCTs via the SCT tool sooner than later to minimize the need for MPCT

Update position funding to reduce SCTs in June