FY26 Fiscal Close Weekly Update – 6/18 to 6/25

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@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. 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

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.

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).