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2014-2015 Fiscal Close Procedures for Travel Accounting

The deadlines for FY 2014-15 have been announced.


To: All Express Users; Travel & Entertainment Related Payments and Reimbursements

 
Re: 2014‐2015 Fiscal close procedures for Travel Accounting
  1. Travel & Entertainment expenses concluded prior to May 31st must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 10 a.m. Friday, June 12th to be processed for Fiscal Year 2014‐15. Express reimbursements that have been "returned for more information" on or before June 12th must be submitted back into the Travel Accounting queue by 10 a.m. Friday, June 19th to be processed for Fiscal Year 2014‐15.
  2. Travel & Entertainment expenses concluded between June 1st and June 12th must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 10 am Friday, June 19th to be processed for Fiscal Year 2014‐15. Express reimbursements that have been "returned for more information" on or before June 19th must be submitted back into the Travel Accounting queue by 5 pm Friday, June 26th to be processed for Fiscal Year 2014‐15.
  3. Travel & Entertainment expenses concluded between June 13th and June 26th must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 26th to be processed for Fiscal Year 2014‐15. Express reimbursements that have been "returned for more information" on or before June 26th must be submitted back into the Travel Accounting queue by 10 am Tuesday, June 30th to be processed for Fiscal Year 2014‐15.
  4. Direct bill payments for airfare must be submitted to UC Travel and ticketed by 3 pm Friday, June 26th to be processed for Fiscal Year 2014‐15. Any payments made after 3 p.m. on June 26th will be processed with an effective date in the new fiscal year.
  5. Travel & Entertainment invoices and reimbursements submitted after 5 p.m. on Friday, June 26th will be processed with an effective date in the new fiscal year.
NOTE: 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 2014‐15.
 

On Tuesday, July 7th after 5 p.m., all transactions processed through Express for Fiscal Year 2014‐15 will have been posted to the general ledger. Therefore, you will need to review your ledgers to be sure that all expenses relating to 2014‐15 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.
 

 
Thank you,

 
Frank Mark‐Kossow
Manager, UCLA Travel Accounting
 
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T&E