Register for our May 12 Fiscal Year-End Information Session!
A successful close is of the utmost importance for UCLA’s financial stewardship, helping us remain accountable, transparent, and compliant with internal and external obligations. This process also allows us to provide the precise data that is critical to sound decision-making across the UC system.
Overview
The below calendar consolidates fiscal year-end activities and procedures for the CFO organization. It is designed to prepare departments for the Preliminary General Ledger close with most activities scheduled to take place between May 19 and July 13, 2026.
The calendar is highly coordinated with many interdependent activities. Please carefully review the provided deadlines and reach out in advance if you have questions — there is little flexibility for exceptions.
Table of Contents
Easily jump to your desired section with the below buttons:
At a Glance
- May: Deadlines include Interlocation Transfer of Funds (ITF) cutoff, CAO certification, and PCard transaction posting.
- June through July: Campus departments must complete transactions by each deadline and closely monitor financial activity.
- Because deadlines vary by transaction type, departments should review the calendar in detail to ensure their financial activity is appropriately recorded.
- Most procurement activities (e.g., requisitions, change requests, invoices) are due June 5 for processing this fiscal year.
- Accounts Payable and Travel Accounting will complete all non-exception processing by June 24 at 5 PM PT, allowing campus to review the ledger on June 25 and submit all accrual / deferral by July 2.
- Most revenue and expense transactions will post before July 9. Central adjustments will post through preliminary close on July 13, 2026.
- August through September: The central finance team will finalize close information and support an external audit for the UC annual report. Users will be able to review and report on transactions at the end of each month. However, due to the impact of ongoing fiscal year end processes, final balances for July and August are not available in the ledger until September.
- Please refer to the Schedule of Data Availability for more information about General Ledger data availability for the June, July, and August final ledgers. Departments are encouraged to share this schedule with their IT and reporting teams.
Calendar
Use the + to Calendar button to access a deadline's downloadable event file. Review the Schedule of Deadlines spreadsheet for a sortable view of the below information.
Looking for a chronological view of all dates? Access the Fiscal Close events feed.
| Activity | Details | Support & Resources |
|---|---|---|
Transfer of Funds – Permanent Budget – Subs 00 and 01 Friday, June 26, 8 p.m. PT | 19900, 19924, 19935, 66122, 69087, 69750, 69601 funds only | Elisabeth Pilcher
|
Balance Staffing Roster – Permanent Budget – Subs 00 and 01 Friday, June 26, 8 p.m. PT | 19900, 19924, 19935, 66122, 69087, 69750, 69601 funds only Departments need to validate that all permanently budgeted Sub 00 faculty and Sub 01 career staff are included on the Staffing Roster. The perm budget and the budgeted amount must be equal on this report. This ensures that there is sufficient recurring funding to cover recurring salary expenses. | Elisabeth Pilcher
|
Academic Savings Target Friday, June 26, 8 p.m. PT |
SOAA: 801112/2A DEAN OF ARTS-OPERATIONS/ADMINISTRATION | Elisabeth Pilcher
|
Balance Sub 06 – Permanent Friday, July 10, 8 p.m. PT | 19900, 19924, 19935, 66122, 69087, 69750, 69601 funds only Utilize Staffing Roster to calculate the benefits projection. The Sub 06 (benefits) perm budget must be updated to match the projected need for the next fiscal year. | Elisabeth Pilcher
|
Clear Temporary Budget Deficits on Subs 00, 01, and 06 Friday, July 10, 8 p.m. PT | 19900, 19924, 19935, 66122, 69087, 69750, 69601 funds only Transfer funding from other subs (TOF). | Elisabeth Pilcher
|
Update Revenue Account Perm Budgets Friday, July 10, 8 p.m. PT | For revenue generating funds owned by campus departments:
| Elisabeth Pilcher
|
Close Out Fund Balance and Reserve Accounts (all funds) Friday, July 10, 8 p.m. PT | Any balance must be closed out to an expense account or an unallocated 8xxxxx account. No balances are allowed to remain on the fund balance or reserve account. | Elisabeth Pilcher
|
Info Only Perm Budgets Friday, July 10, 8 p.m. PT | Info only permanent budgets must be reviewed and adjusted to reflect the projected revenue and expense for the next fiscal year. These funds include:
| Elisabeth Pilcher
|
Transfer of Funds – Permanent Budget Friday, July 10, 8 p.m. PT | For all FAUs (Subs 00 and 01 cutoff was June 26). | Elisabeth Pilcher
|
| Activity | Details | Support & Resources |
|---|---|---|
PCard Transaction Posting Deadline Sunday, May 31, 5 p.m. PT | PCardholders are encouraged to place orders as soon as possible since UCLA does not control when transaction details are sent to U.S. Bank. NOTE: It takes two (2) to three (3) business days for a PCard transactions to post to Concur. If a transaction posts after May 31, it will reflect in FY 2026-2027. | |
Non-Travel & Non-Entertainment (Non-T&E) Reimbursement Approvals Friday, June 5, 5 p.m. PT | If a non-travel & non-entertainment (non-T&E) reimbursement for an unrestricted expense reflects the Approved & In Accounting Review Concur workflow status by June 5, it will be recorded in FY 2025-2026. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Accounts Payable for final review and processing.* Reimbursements received by Accounts Payable after June 5 will reflect in FY 2026-2027. To learn more, review the Non-T&E Reimbursements hub and How to View Approval Workflow training guide. *Some reimbursements may route to a specialized approval workflow step(s) prior to being sent to Accounts Payable. | |
Invoice & Direct Pay Form Submission Friday, June 5, 11:59 p.m. PT | Invoices Invoices must be submitted no later than 11:59 PM on June 5 and will be processed by Accounts Payable no later than Wednesday, June 24. Irregular invoices that have not been fully actioned by departments by June 5 will not be paid in FY 2025-2026. To help avoid irregular invoices, ensure receiving and fund manager / principal investigator approvals (if applicable) are completed by June 5. Invoices submitted after this date will be processed and paid in FY 2026-2027 unless they have a discount date of June 30, 2026, or earlier. Catalog order invoices submitted via electronic file (cXML) will continue to be processed for FY 2025-2026 through June 30. Direct Pay Forms The payee must be fully onboarded by this deadline for Accounts Payable to guarantee FY 2025-2026 processing. Direct Pay form submissions for the following payments are excluded from this deadline and will continue to be processed on a first-come, first-served basis through June 24:
| |
PCard Statement Report Approval (by Department) Tuesday, June 16, 5 p.m. PT | All outstanding 2025-2026 Concur PCard statement reports must receive departmental approval no later than June 16. The May 16 – May 31 statement report can be submitted as early as June 3. Review the PCard Reconciliation Calendar for additional information. | |
General Refund Department Approval Monday, June 22, 5 p.m. PT | General refunds submitted and approved by June 22 will be processed this fiscal year. Confidential refunds and refunds of $10,000 or more may require additional lead time for central office review and approval. REMINDER: A Concur general refund refers to a repayment made to an individual that cannot be facilitated through alternative University systems (e.g., BruinBill, UCPath, Transact). Concur does not handle patient refunds or refunds to an entity. | |
Accounts Payable / Travel Accounting Completes Final Approval of Concur PCard and Reimbursement Expense Reports with an Approved & In Accounting Review Status Tuesday, June 23, 5 p.m. PT | Transactions approved by central team by this date will be reflected in the General Ledger on June 25. | |
Accounts Payable Completes All Non-Exception Processing Wednesday, June 24, 5 p.m. PT | Invoices processed by this date will be reflected in the General Ledger on June 25. |
| Activity | Details | Support & Resources |
|---|---|---|
Requisitions Friday, June 5, 11:59 p.m. PT | Orders requiring negotiation of terms and conditions need more lead time and may not be completed prior to closure.
NOTE: Pharmaceutical purchases and purchases related to Covered Services are excluded from this deadline. | |
Change Requests Friday, June 5, 11:59 p.m. PT | Transactions submitted after June 5 will be reviewed on a first-come, first-served basis with no guarantee of FY 2025-2026 processing. If you have a transaction that was submitted after June 5 and requires “rush” processing refer to the Procurement & Travel Accounting Fiscal Close website. |
| Activity | Details | Support & Resources |
|---|---|---|
CAO Certification Due Friday, May 29 5, 5 p.m. PT | N/A | Natasha Plengsangtip |
| Activity | Details | Support & Resources |
|---|---|---|
Last Biweekly Payroll Run Reflects in GL Wednesday, July 1, 8 a.m. PT | UCPath last biweekly payroll run for June reflects in GL. | Create a CRU Case |
June Monthly Payroll Run Reflects in GL Thursday, July 2, 8 a.m. PT | UCPath monthly payroll run for June reflects in GL. | Create a CRU Case |
Payroll (UCPath) Salary Cost Transfer Approvals (non-EFM) Thursday, July 2, 5 p.m. PT | SCT must be approved by 5 PM PT. | Create a CRU Case |
| Activity | Details | Support & Resources |
|---|---|---|
Receipt of Cylinder Management Orders Tuesday, June 16, 5 p.m. PT | Receipt of Cylinder Management Orders via telephone for delivery of items chargeable to FY 2025-2026 funds. | Tony Franco
|
| Activity | Details | Support & Resources |
|---|---|---|
Web Center Orders Friday, June 19, 5 p.m. PT | All orders completed by June 19 will be included on the June bill and billed during the current fiscal year. Departments are encouraged to consult with their assigned DTS representative when placing orders to confirm feasibility of completion by June 19. All orders not completed by June 19 will be billed in the following fiscal year. | Unified Communications & Communications Infrastructure Orders (Voice & Cabling): PCR-360 Customer Center |
| Activity | Details | Support & Resources |
|---|---|---|
Adjustments to Graduate Student Award Transmittals Friday, June 5, 5 p.m. PT | Online via go.grad. | Jenny Tang |
Adjustments to Remission Benefits Wednesday, June 10, 5 p.m. PT | N/A | Jenny Tang |
| Activity | Details | Support & Resources |
|---|---|---|
UCLA Foundation Monetary Transfer Form (MTF) Monday, June 15, 5 p.m. PT | N/A | External Affairs - Advancement Services
|
| Activity | Details | Support & Resources |
|---|---|---|
Campus Gift Acceptance Tuesday, June 30, 5 p.m. PT | All gift checks received as of June 30 must be sent to 10889 Wilshire, Suite 1000, for gift processing. Include the gift submission transmittal along with the check. Gifts should be submitted through the Gift Submission site to generate the completed transmittal form: https://giftsubmission.support2.ucla.edu/ | Liz Highstrete
|
| Activity | Details | Support & Resources |
|---|---|---|
Accrual & Deferral Process Begins Thursday, June 25, 8 a.m. PT | Campus to begin accrual and deferral process as the ledger now reflects processed Procurement & Travel Accounting transactions submitted before deadline. NOTE: This activity is owned by both EFM and FMR. | |
Payroll (UCPath) Salary Cost Transfer Approval (EFM) Thursday, June 25, 5 p.m. PT | This is the deadline for departments to submit Salary Cost Transfers to EFM for review. EFM reviews Salary Cost Transfers that will charge a federal or federal flow-through C&G fund and are considered high risk (120 days from original transaction or has expired greater than 90 days). NOTE: This is different from CRU's Salary Cost Transfer deadline. | efmoperations@research.ucla.edu |
Legacy PPS Salary Cost Transfer and Direct Retro Journal Request Friday, June 26, 8 p.m. PT | This is the deadline for departments to submit PPS Salary Cost Transfer or Direct Retro journal request forms to EFM for review. Since the discontinuation of PPS and Direct Retro from UCPath, EFM reviews PPS Salary Cost Transfer and Direct Retro journal requests only when a C&G fund is being credited to remove a salary expense onto an unrestricted fund. Requests that include debit of payroll expense onto C&G funds will not be considered. | efmoperations@research.ucla.edu |
Year-End Accruals and Deferrals Forms Submission (all funds) Thursday, July 2, 5 p.m. PT | See additional instructions at http://ga.accounting.ucla.edu/fcr/. NOTE: This activity is owned by both EFM and FMR. | |
Non-Payroll Expenditure Adjustments (C&G funds) Thursday, July 9, 5 p.m. PT | This is the EFM deadline for NPEARs that will impact a C&G fund and is considered high risk (120 days from original transaction or has expired greater than 90 days). High risk NPEARs should be submitted earlier to give EFM time to approve. | efmoperations@research.ucla.edu |
Transfer of Funds – Temporary Budget Monday, July 13, 8 p.m. PT | NOTE: This activity is owned by both EFM and FMR. |
| Activity | Details | Support & Resources |
|---|---|---|
Facilities Service Requisitions (FSR) Wednesday, June 17, 5 p.m. PT | Estimated job orders. | Kelly Kearns
|
| Activity | Details | Support & Resources |
|---|---|---|
Work-Study Salary Cost Transfer through April 2026 Tuesday, May 19, 5 p.m. PT | SCT in UCPath to adjust work-study payments through April 2026. | (310) 206-0429 Brianne Compton, Assistant Director Sandra Machuca, Assistant Director |
Financial Aid Award Transmittal Friday, June 5, 5 p.m. PT | Form SZO-7060 | Tamara Tsang, Scholarship Program Manager
Elizabeth Aguilera
|
Academic Year Work Study Terminates Saturday, June 6, 5 p.m. PT | Earnings paid after this date will be charged 100% to departmental accounts. | Sandra Machuca, Assistant Director
|
Adjustments to Financial Aid Award Transmittal Form SZO-7060 Tuesday, June 16, 5 p.m. PT | N/A | Tamara Tsang, Scholarship Program Manager
Elizabeth Aguilera
|
Work-Study Salary Cost Transfer through May 2026 Tuesday, June 23, 5 p.m. PT | SCT in UCPath to adjust work-study payments through May 2026. | (310) 206-0429 Brianne Compton, Assistant Director Sandra Machuca, Assistant Director |
| Activity | Details | Support & Resources |
|---|---|---|
Interlocation Transfer of Funds (ITF) Tuesday, May 19, 5 p.m. PT | Any requests received after this date cannot be processed until FY 2026-2027. | Nalina Shivers
|
Recharges to Other UC Campuses (intercampus) Friday, June 19, 5 p.m. PT | Be sure to post using effective date 06/30/26. | Fiscal Close Inquiry Form |
Non-Payroll Expense Transfers to Other UC Campuses (intercampus) Friday, June 19, 5 p.m. PT | N/A | Fiscal Close Inquiry Form |
Recharge Orders Friday, June 19, 8 p.m. PT | Orders placed by the deadline may be posted for FY 2025-2026 (at the discretion of the service unit). Blood donation credit recharge orders placed after the deadline will be posted in FY 2026-2027 (order effective date cannot be changed back to 6/30/2026 after this date). | Fiscal Close Inquiry Form |
Accrual & Deferral Process Begins Thursday, June 25, 8 a.m. PT | Campus to begin accrual and deferral process as the ledger now reflects processed Procurement & Travel Accounting transactions submitted before deadline. NOTE: This activity is owned by both EFM and FMR. | |
Year-End Accruals and Deferrals Forms Submission (all funds) Thursday, July 2, 5 p.m. PT | See additional instructions at http://ga.accounting.ucla.edu/fcr/. NOTE: This activity is owned by both EFM and FMR. | |
Recharges Between UCLA Departments (intracampus) Tuesday, July 7, 8 p.m. PT | Be sure to post using effective date 06/30/26. | Fiscal Close Inquiry Form |
Non-Payroll Expenditure Adjustments (non-C&G funds) Thursday, July 9, 5 p.m. PT | Non-Payroll Expenditure Adjustments for fiscal year funds CANNOT be posted after the June PRELIMINARY ledger closes nor will adjustments be accepted in the next fiscal year. Please reconcile all accounts on a timely basis and post adjustments prior to cutoff. | Fiscal Close Inquiry Form |
Financial Journals within UCLA (intracampus) Monday, July 13, 8 p.m. PT | N/A | Fiscal Close Inquiry Form |
Transfer of Funds – Temporary Budget Monday, July 13, 8 p.m. PT | NOTE: This activity is owned by both EFM and FMR. |
| Activity | Details | Support & Resources |
|---|---|---|
Brinks Pickup Friday, June 12, 2 p.m. PT | To guarantee your Brinks pickup for Thursday, June 25, and Friday, June 26, you must send a request to Payment Solutions & Compliance through the MyUCLA Message Center by 2 PM on Friday, June 12. | Local Main Cashier
|
Transact Payment Posting Tuesday, June 30, 6:30 p.m. PT | All cash/checks/credit card receipts received as of June 30 must be posted in Transact by Tuesday, June 30, 6:30 PM to be marked as JUNE business. Plan to reconcile and close batches prior to the cutoff time to ensure any last-minute issues are resolved before the deadline. An extension to the cutoff time is not possible. See June Cash Collection for Fiscal Closing 2025-2026 memo for complete instructions. | Local Main Cashier
|
| Activity | Details | Support & Resources |
|---|---|---|
UCLA Direct Mail Services Friday, June 5, 5 p.m. PT | UCLA Direct Mail Services projects must be submitted in advance so that mailing list results are approved and materials requiring mailing are present/ready for final assembly by 8 AM on June 8. Projects started after June 8, 2026, will be handled on a first-come, first-served basis without a guarantee of completion or billing by the end of FY 2025-2026. | Lupe Ramirez
|
Receipt of Stamp Sale Orders Friday, June 5, 5 p.m. PT | Receipt of Stamp Sale Orders via mail/telephone/email for delivery of items chargeable to FY 2025-2026 funds. | Lucy Karas
|
Off-Campus Direct Mail Submission Monday, June 22, 5 p.m. PT | Final day for off-campus mailing agents to submit completed direct mail mailings to USPS (UCLA DIRECT MAIL SERVICES permit postage requests) for items chargeable to FY 2025-2026 funds. | Lupe Ramirez
|
| Activity | Details | Support & Resources |
|---|---|---|
Cash Handling Survey Due Friday, June 12, 5 p.m. PT | N/A | Rosa Cervantes
|
| Activity | Details | Support & Resources |
|---|---|---|
Human Subject, Employee Recognition, and Non-Employee Disbursement Requests Wednesday, May 27, 2 p.m. PT | To guarantee orders are expensed to the 2026-2027 fiscal year and delivery fulfilled by June 26, all Human Subject, Employee Recognition, and Non-Employee disbursement requests must be submitted to the MyUCLA Message Center by 2 PM on May 27. This does not include non-preferred gift card types which may take up to 4 weeks to process. | Kattya Hidalgo
|
University Petty Cash Funds Reimbursement Requests Tuesday, June 9, 5 p.m. PT | Requests for reimbursement for all outstanding disbursements made through June 9 from University Petty Cash Funds. Custodians of a Petty Cash Fund should submit a request for reimbursement. Annual audit questionnaires will be sent to custodians on May 3 and due June 4. | Kattya Hidalgo
|
BAR Invoices Tuesday, June 30, 8 p.m. PT | University Invoices – BAR system for services rendered for FY 2025-2026. | Andrew Torres
|
| Activity | Details | Support & Resources |
|---|---|---|
Travel & Entertainment (T&E) Reimbursement Approvals Friday, June 5, 5 p.m. PT | If a travel & entertainment (T&E) reimbursement reflects the Approved & In Accounting Review Concur workflow status by June 5, it will be recorded in FY 2025-2026. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Travel Accounting for final review and processing. Reimbursements received by Travel Accounting after June 5 will reflect in FY 2026-2027. To learn more, review the How to View Approval Workflow training guide. |
| Activity | Details | Support & Resources |
|---|---|---|
Payment Card Industry (PCI) Self‑Assessment Questionnaire (SAQ) Due Friday, June 26, 5 p.m. PT | SAQ was assigned to each department’s designated delegate in April 2026. All SAQs must be completed by the deadline, along all required supporting documentation uploaded to the VigiTrust compliance portal. | treasury@finance.ucla.edu |
Schedule of Data Availability
Refer to the Schedule of Deadlines file for a summary of general ledger data availability for the June, July, and August final ledgers. Departments are encouraged to share this schedule with their IT and reporting teams.
