A biweekly publication for faculty and staff

Closing Out the 2014-15 Fiscal Year

May 15, 2015

With the academic year completed, Accounting Services says it’s time to prepare for another ending: the close of the 2014-15 fiscal year.

The end of the fiscal year is the time to prepare for the closing of UC Merced’s general ledger as prescribed by the State of California. The process requires coordinated efforts of general accounting services and campus departments to ensure all financial activity is accurately recorded. The closing process results in a statement of the year’s financial operations, which is included in the University of California’s annual report.

Before June, all departments must review their ledgers and verify that all requisitions, invoices and payroll transactions for the current fiscal year have been correctly recorded and that all financial adjustments are posted.

Accounting Services Director Kim Groesbeck has assembled a detailed document that contains important deadlines and information to assist employees in planning for fiscal closing. The document is also available on the Business and Financial Services website in the “dates and calendar” drop-down menu on the site’s landing page.

Summer Meeting Dates

Next Procurement Services Meeting Moved

Procurement Services canceled its monthly meeting on June 3 to allow departments more time for end-of-fiscal-year preparations. The next procurement services meeting will be held from 1:30-3 p.m. July 1 in KL 232. Attend in person or via conference call to hear purchasing procedure updates and advice, ask questions or provide feedback to the university’s buyers and commodities managers. Email procurement@ucmerced.edu for more information or to submit agenda requests.

Monthly Administrative and Management Services Officers Meeting

Monthly Administrative and Management Services Officers (AO/MSO) meetings will be held from 10:45 a.m. to noon in KL 232 on the following dates during the summer:

  • June 16
  • July 21
  • Aug. 18

This group meets on the third Tuesday of every month. Meetings are open to anyone who wants to hear about important campus updates, developments and requirements.

Payroll Services Fridays

Every Friday, a Payroll expert is stationed in Room 201 of Kolligian Library until 5 p.m. for the opportunity to meet with employees and discuss concerns without making a formal appointment. Employees may also contact Payroll Services anytime at 209-228-2729 or payroll@ucmerced.edu.

Summer Training

Procurement Policies Training

Learn about UC Merced’s purchasing policies and procedures from 9 a.m. to 12:30 p.m. June 16 or Aug. 18 at training sessions in the Mondo Building’s Granite Room (Room 316). This class is required before taking the CatBuy course (training about UC Merced’s procurement system). Register online.

Full Accounting Unit (FAU) Training

Training on full accounting units (FAU) and their uses is being conducted from 2:30-4:30 p.m. June 16 and Aug. 18 at the Granite Room (Room 316) in the Mondo Building. Sign up now for this prerequisite to CatBuy Training.

CatBuy Training

CatBuy/BruinBuy training gives attendees a hands-on overview of how to use UC Merced’s online procurement system. Over the summer you’ll have two chances to take the class: from 8:30 a.m. to 5 p.m. June 17 or Aug. 19 in KL 201. Sign up at the training website. Note: You must have an Oasis/BruinBuy login ID and complete the Procurement and FAU classes before you participate.

Travel Policy Training

UC Merced’s Travel Policy Training is available anytime, online at the UC Learning Center. This training is required before attending trainings on Connexxus (the university’s travel booking system) and Express (the system used for requesting UC Merced related travel reimbursements), and before applying for travel-and-entertainment charge cards. Contact Travel Services at travel@ucmerced.edu with any questions.

Online Personnel/Payroll System (PPS) Training

The Personnel/Payroll System (PPS) Inquiry and Overview class is mandatory for managers, supervisors and employees who will be using the PPS Inquiry functions. This introduction will cover the overall payroll process and features of the PPS system, such as: Employee Database (EDB), Payroll Audit Record (IPAY), History Database (HDB), Pay Compute and Paydays. Training is available online via the Learning Management System (LMS) at the UC Learning Center (search for “pay” to find Payroll Classes). For more information visit the Payroll training page or email Payroll Services at payroll@ucmerced.edu.