Updated On April 30, 2018 - 9:46am

2017-2018 Fiscal Close Procedures for Travel Accounting

Attention all travel preparers, please be aware of these important dates and procedures related to travel and entertainment reimbursements and expenses.

Travel Accounting Phone Hours:

Monday - Friday: 9 a.m. to Noon and 1 p.m. to 4 p.m.

  1. Travel & Entertainment expenses concluded prior to June 1st must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 8th to be processed for Fiscal Year 2017-18. Express reimbursements that have been "returned for more information" on or before June 8th must be submitted back into the Travel Accounting queue by 5 p.m. Friday, June 15th to be processed for Fiscal Year 2017-18.
  2. Travel & Entertainment expenses concluded between June 1st and June 8th must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 15th to be processed for Fiscal Year 2017-18. Express reimbursements that have been "returned for more information" on or before June 15th must be submitted back into the Travel Accounting queue by 5 p.m. Friday, June 22nd to be processed for Fiscal Year 2017-18.
  3. Travel & Entertainment expenses concluded between June 9th and June 15th must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 22nd to be processed for Fiscal Year 2017-18. Express reimbursements that have been "returned for more information" on or before June 22nd must be submitted back into the Travel Accounting queue by 5 p.m. Friday, June 29th to be processed for Fiscal Year 2017-18.
  4. Travel & Entertainment expenses concluded between June 16th and June 22nd must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 29th to be processed for Fiscal Year 2017-18. Express reimbursements that have been "returned for more information" on or before June 29th must be submitted back into the Travel Accounting queue by 5 p.m. Tuesday, July 3rd to be processed for Fiscal Year 2017-18.
  5. Direct bill payments for airfare must be submitted to UC Travel and ticketed by 3 p.m. Friday, June 22nd to be processed for Fiscal Year 2017-18. Any payments made after 3 p.m. on June 22nd will be processed with an effective date in the new fiscal year.
  6. Travel and Entertainment expenses (reimbursements and vendor invoices) submitted after 5 p.m. on Friday, June 29th will be processed with an effective date in the new fiscal year.

* Due to the high volume of transactions that we receive during fiscal close, we ask that all expenses are submitted as soon as possible. Invoices and reimbursements not received by the specified due date may not be processed for Fiscal Year 2017-18.

** On Monday, July 9th after 5p.m., all transactions processed through Express for Fiscal Year 2017-18 will have been posted to the general ledger. Therefore, you will need to review your ledgers to be sure that all expenses relating to 2017-18 have been properly recorded. If any invoices are not recorded on the ledger and you would like to accrue charges, you may submit an accrual journal to General Accounting by the appropriate deadline in order for that expense to show up on the preliminary general ledger.