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Fiscal Close

SPECIAL NOTE: As we approach the end of FY 2024, we’re closely monitoring UCLA’s invoice backlog. Over the last few weeks, we’ve made significant progress in invoice processing and are hopeful this will ensure minimal impact on fiscal year-end activities. In the event of additional delays, we’re developing a continuity plan to ensure accurate recording of year-end expense accruals, appropriate reporting of UCLA financial results, and compliance with audit requirements. We greatly appreciate your patience and will continue to update you during this critical period.

Important Dates

2023 – 2024 PCard purchases should be made no later than Tuesday, May 28.

PCardholders are encouraged to place orders as soon as possible since UCLA does not control when transaction details are sent to U.S. Bank.

Invoices must be submitted no later than Friday, May 31.

If invoices are submitted after this date, Accounts Payable cannot guarantee they will be processed this fiscal year.

If a non-travel & non-entertainment (non-T&E) reimbursement for an unrestricted expense reflects the Approved & In Accounting Review Concur workflow status by Friday, June 7, it will be recorded in the 2023 – 2024 fiscal year. Concur expense reports receive this status once they have completed all departmental and specialized approval steps.

To learn more, review the Non-T&E Reimbursements hub and How to View Approval Workflow training guide.

All outstanding 2023 – 2024 Concur PCard statement reports must receive departmental approval no later than Friday, June 14.

Review the PCard Reconciliation Calendar for additional information.

NOTE: The May 16 – May 31 statement report can be submitted as early as June 3.

Open memo liens for requisitions or encumbrances associated with open 2023 – 2024 orders must be paid or closed with a June 30 or earlier effective date.

On Saturday, June 29, all BruinBuy Plus and legacy BruinBuy transactions related to fiscal year 2023 – 2024 should reflect on the general ledger. Review your ledgers to ensure the expected expenses have been recorded.

If an invoice is missing and the expense needs to be accrued, follow the Inventory, Accrual, & Deferral form instructions and submit Form E by 10 a.m. on Monday, July 8.

Additional information regarding matching exception / invoice issue resolution will be provided in a future communication.