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Date Reminders

July 16

This is the final daily email for fiscal year-end. Below are noteworthy dates: 

Today, July 16 at 6 p.m. is the final close (period 997) for departments. This is the last day for departments to enter JEs and BJEs.

Please complete a final review of your SpeedTypes. Make sure all assets, liabilities, revenues, expenses and transfers are properly stated and all clearing accounts are cleared.  

Review any June journals you either started or are responsible to approve. Please either finalize or delete them. Journal creators, please let your approvers know when your journals are ready to review. 

If you discover an error greater than $10,000, please report it to your campus accountant. 
 
Thursday, July 18 is the final close for CCO. On Friday, July 19, OUC will run Period 997 allocations and CCO will post the UNP cash transfer JE. Period 997 reports will be available on Saturday, July 20 after 8 a.m.

Before July’s month-end close, the OUC will reverse all June accrual journals (those with a Journal ID starting with ACC, dated 6/30/2024 and not set to auto-reverse). If you did not use the ACC naming convention and need your JE to reverse in period 1 of FY25, you will need to create a manual entry. 

Friday, August 2 is the Finance System Campus Close for July (Period 1 FY 2025). 

Thank you for all your hard work in making this fiscal year-end a success!

July 15

If you discover an error greater than $10,000, please report it to your campus accountant. 

Tomorrow, July 16, at 6 p.m. is the final close (period 997) for departments and final cutoff. This will be the last day for departments to enter JEs and BJEs.  

Review any June journals you either started or are responsible for approving. Please either finalize or delete them. Journal creators, please let your approvers know when your journals are ready to review.

Please continue your final review of your SpeedTypes. Make sure all assets, liabilities, revenues, expenses and transfers are properly stated and all clearing accounts are cleared.

Thursday, July 18, is the final close for CCO. On Friday, July 19, OUC will run period 997 allocations and CCO will post the UNP cash transfer JE. Period 997 reports will be available Saturday, July 20 after 8 a.m.

July 12

We made it through our second close! Thank you for all your hard work to get us to this point. A few reminders to take us through final close:

Starting today, if you discover an error greater than $10,000, please report it to your campus accountant. 

Today, System allocations will run against the activity in period 996, and the UCB UNP transfer for paired SpeedTypes will be posted. No FY24 JEs should be approved/posted by departmental staff today. Period 997 will open after close processes are complete. All unposted June (period 996) journals will be automatically copied into the next period (997).

Saturday, July 13 - Second close reports (period 996) will be available for review.  

Tuesday, July 16, at 6 p.m. is the final close (period 997) for departments and final cutoff. This is the last day for departments to enter JEs and BJEs.

July 11

Today, July 11, at 6 p.m. is the 2nd Campus Close (Period 996). This is the last day for PETs to post to FY24. No PETs will post in period 997.

Review any June journals you either started or are responsible for approving. Please either finalize or delete them. Journal creators, please let your approvers know when your journals are ready to review. All unposted June (Period 996) journals will be automatically copied into the next Period (997).    

Please continue your final review of your SpeedTypes. Make sure all assets, liabilities, revenues, expenses and transfers are properly stated and all clearing accounts are cleared. 

Today, July 11, at 5 p.m. is the deadline to upload and approve time for 7/6/24 BW PPE.

July 10

The procurement card (ACCESP) and CU Marketplace (ACCAPMKT) entries were posted yesterday and are now available on your financial statements. To correct errors on either type of accrual, you may need to create an additional accrual JE. We encourage you to contact your campus accountant if you need assistance. 

Continue to pay extra attention to the dates used for your journals. Journals in FIN default to the current date. Remember to change the journal date of 07/xx/2024 to 06/30/2024 for June journals. If you are working ahead, the actuals ledger for FY25 is now open, so you can create FY25 journals. 

Please continue your final review of your SpeedTypes. Make sure all assets, liabilities, revenues, expenses and transfers are properly stated, and all clearing accounts are cleared. 

Review any June journals you either started or are responsible for approving. Please either finalize or delete them. Journal creators, please let your approvers know when your journals are ready to review. 

Tomorrow, July 11, at 6 p.m. is the 2nd Campus Close (Period 996). Remember this is the final day for all FY24 PETs for all fund types. 

July 9

Thank you all for your efforts to make our first close a success!

Today, July 9, at noon is the deadline for fund 3x JEs and fund 30/31/34 PETs from departments for second close. Second close is the final deadline for all PETs to post in FY24. Journal entries require departmental approval and should be put in their own journal, separate from other funds and from each other, to speed up the CCO secondary approval process. If you need assistance, please contact the following CCO staff based on the type of transaction:

The procurement card (ACCESP) and CU Marketplace (ACCAPMKT) accrual entries will be posted tonight, July 9. You will see the effect of this entry reflected in the financial statements on Wednesday, July 10.  

Today, July 9, at 5 p.m. is the deadline for any hand drawn payroll checks to be recorded in FY2024 (OC 07/04/24) 

Reports Available and Reminders

The first preliminary month-end close reports (period 12) are available in Cognos. Begin reviewing your June statements to identify errors and adjustments to be made, and suspense accounts/clearing SpeedTypes to be cleared. Continue to review the year-end checklist (pages 8-9) to make sure any items that apply to your department are in progress or complete. 

Reminder: When creating journals, be sure to use a June journal date. Since we are now in adjusting period 996, select "Adjusting Entry” on the Journal Header tab. Adjusting entries for adjustment periods 996/997 are only applicable to JEs using the Actuals ledger. Budget JEs should continue to use Period 12, non-adjusting entry. 

As you are creating journal entries, keep in mind that JEs that are not approved by second close will automatically carry over into the adjusting period 997 for final close. There is no action required on your part. The OUC will run this process. 

For actuals JEs that are intended to post to FY24, please ensure you are using a June date (e.g. 6/30/24). Please do not create JEs in period 996 or 997 with a July date - CCO will deny them and stop them from posting.

Thursday, July 11, at 6 p.m. is the 2nd Campus Close (Period 996). Remember this is the final day for all FY24 PETs for all fund types. 

July 8

Today, July 8: No journals should be approved or manually posted for FY24. System allocations will run and the UCB UNP transfer for paired SpeedTypes for first June close will post. All unposted June (period 12) journals will be automatically copied into the next period (996).

Today, July 8: You may now send FY25 invoices to the PSC. 

Tomorrow, July 9, at noon is the deadline for fund 3x JEs and fund 30/31/34 PETs from departments for second close. Second close is the final deadline for all PETs to post in FY24. These journal entries require departmental approval and should be put in their own journal, separate from other funds and from each other, if possible, to speed up the CCO secondary approval process. If you need assistance, please contact the following CCO staff based on the type of transaction:

July 3

Today, July 3 is the first close for campus. Journals must be approved by 6 p.m. to post for first close. Unapproved June journals will automatically carry into period 996.  

Review the year-end checklist (pages 8-9) to make sure any items that apply to your department are in progress or complete.

Continue to pay extra attention to the dates used for your journals. Journals in FIN default to the current date. Remember to change the journal date of 07/xx/2024 to 06/30/2024 for June journals. If you are working ahead, the actuals ledger for FY25 is now open, so you can create FY25 journals.

Friday, July 5: You may begin sending CU Marketplace invoices for FY25 business to the PSC. 

Monday, July 8 is systems close. No journals should be approved or manually posted for FY24. System allocations will run and the UNP transfer for first close will post. 

Tuesday, July 9, at noon is the deadline for fund 3x JEs and fund 30/31/34 PETs from departments for second close. Second close is the final deadline for all PETs to post in FY24. 

There will be no daily email Thursday, July 4 or Friday, July 5 – Enjoy the holidays!

July 2

Today, July 2, at noon: Invoices sent to the PSC at apinvoice@cu.edu by noon today are automatically considered FY24 business and will be accrued. Invoices for FY25 business should not be sent to the PSC until July 5 or later. 

Today, July 2, at 5 p.m. is the deadline for any handdrawn payroll checks to be recorded in FY2024 (OC 06/27/24). 

Today, July 2, at 6 p.m. is the deadline to allocate procurement card reports for accrual. 

Today, July 2, at 6 p.m. is the deadline to provide campus approval for PVs in CU Marketplace for FY23. 

Tomorrow, July 3, at 6 p.m. is 1st Campus Close (Period 12). Journals must be approved by 6 p.m. to be posted for first close. June journals that are not approved in time for first close will automatically carry into period 996. 

July 1

Today, July 1 is the deadline to send final inventory reports and adjustments to CCO (carolyn.ivey@colorado.edu).

Starting today, please pay extra attention to the dates used for your journals. Journals in FIN default to the current date. Remember to change the journal date of 07/xx/2024 to 06/30/2024 for June journals. If you are working ahead, the actuals ledger for FY25 is now open, so you can create FY25 journals.

**REMINDER** Continue to post your JEs in period 12 as a non-adjusting entry through Wednesday, July 3. While period 996 has been opened for the Denver/Anschutz campus, we should not be creating these adjusting entries just yet.

All cash receipts received at the Office of Cash Management (OCM) on June 30 will be processed as FY24 business. Cash received before midnight on June 30 that missed the OCM cash deposit deadline should be immediately deposited and manually accrued by the department. Contact your campus accountant if you have any questions.

Invoices sent to the PSC at apinvoice@cu.edu by noon on July 2 are automatically considered FY24 business and will be accrued. Invoices for FY25 business should not be sent to the PSC until July 5 or later.

Continue to itemize and allocate FY24 procurement card transactions. Please note that all FY24 procurement card transactions that missed the posting deadline of June 21 should be assigned, allocated and itemized (if not submitted and approved) on an expense report by tomorrow at 6 p.m. This ensures that assigned transactions will end up in the correct SpeedType and account code. Transactions that remain unassigned will wind up in default SpeedTypes and account codes, neither of which may be appropriate. On Wednesday, July 10, you can see the effects of the procurement card and Marketplace accrual entries on your financial statements. If you find errors, you can create accrual JEs to adjust for the effects of any incorrectly accrued transactions. I encourage you to review the accrual example or contact your campus accountant if you are unsure about the best way to make these corrections.

Your FY24 encumbrances should have been cleared and rolled to FY25 where appropriate (except manual encumbrances). If you run a June report today, you should not see PO or payroll encumbrances (other than fund 30/31/33). POs and SPOs will roll into FY25 as long as there is more than $1 balance remaining. If there is no balance, they will not roll forward and cannot be used for payments in FY25.

Tomorrow, July 2, at noon is the deadline for sending FY24 invoices to the PSC. 

Tomorrow, July 2, at 6 p.m. is the deadline to allocate procurement card reports for accrual.

Tomorrow, July 2, at 6 p.m. is the deadline to provide campus approval for PVs in CU Marketplace for FY24. 

Wednesday, July 3, at 6 p.m. is 1st Campus Close (Period 12). Journals must be approved by 6 p.m. to be posted for first close. June journals that are not approved in time for first close will automatically carry into period 996. 

June 28

Today, June 28, is the last business day of the fiscal year! 

Today at noon is the deadline to submit requests to cancel AP checks - send to apinvoice@cu.edu.

All business transactions completed by midnight must be recorded as FY24 activity in the correct SpeedType and account code. As a general reminder:

Revenue - All goods and services provided to external customers by midnight tonight must be recorded as revenue. A corresponding receivable should be recorded if cash has not yet been received. All goods and services provided to other CU departments should be recorded as interdepartmental revenue. 

Expenses - All goods and services received by midnight must be recorded as expenses in the Finance System for FY24. You may need to create an accrual JE if payment has not yet been processed and the transaction is not in CU Marketplace to accrue. 

Journals - Journal creators and approvers, please be proactive with your journals during this time of year. Creators, let your approver know when a journal is ready. If a journal is not valid, delete it or save it in incomplete status to be finished later. Approvers, go into the Finance System and review those journals awaiting your review and take appropriate action. If journals include fund 30/31/34 SpeedTypes, remember the departmental approval needs to take place before CCO can review or provide secondary approval.

Below is a quick reference list of today's tasks. Please also review the fiscal year-end memo and checklist for comprehensive details about each deadline or task that must be completed for year-end.

  • The Bursar’s Office and the Office of Cash Management close at 4:30 p.m. 
  • Cash (or checks) received through 3 p.m. June 28 is due to OCM by 4:30 p.m. for FY24 business processing. 
  • Money received after 3 p.m., and not deposited to OCM, must be manually accrued by departments. Contact your campus accountant for assistance with this process. 
  • Goods and services received must be accounted for in FY24. 
  • Physical inventory of consumable goods must be completed on/before today. 
  • Counts of petty cash and change funds must be completed by today. 
  • Submit a Gift-in-Kind Acceptance form for all qualifying non-cash gifts received during FY24 and not yet reported in accordance with the Gift-in-Kind section of the Accounting Handbook
  • Review the OUC guidance on Unrelated Business Income Tax (UBIT). If you have any questions about UBIT, please contact Rob Guinn.

Monday, July 1 is the deadline to send final inventory reports and adjustments to CCO (carolyn.ivey@colorado.edu). 

Invoices sent to the PSC at apinvoice@cu.edu by noon on Tuesday, July 2 are automatically considered FY24 business and will be accrued. Invoices for FY25 business should not be sent to the PSC until July 5.

Tuesday, July 2, at 6 p.m. is the last day to allocate procurement card reports for accrual. 

Tuesday, July 2, at 6 p.m. is the last day to provide campus approval for PVs in CU Marketplace for FY24. 

Wednesday, July 3, at 6 p.m. is 1st Campus Close (Period 12). Journals must be approved by 6 p.m. to be posted for first close. June journals that are not approved in time for first close will automatically carry into period 996.

June 27

June 28 is the last business day of the fiscal year. Consult the fiscal year-end memo and checklist to help ensure you do not miss any critical items.

Today, June 27, at 5 p.m. is the deadline to upload and approve time, and complete approval of position data, funding, and job data for biweekly pay period ending 6/22/24. 

Tomorrow, June 28, at noon is the deadline to submit requests to cancel AP checks - send to apinvoice@cu.edu

Note: Physical inventory of consumable goods, counts of petty cash, and counts of change funds must be completed by tomorrow, June 28.

Tuesday, July 2, at noon is the deadline to send invoices to the PSC (apinvoice@cu.edu) to be accrued for FY24 business. 

Tuesday, July 2, at 6 p.m. is the deadline to allocate procurement card reports for accruals. 

June 26

Today, June 26, at 6 p.m. is the deadline for fund 3x journals and PETs from departments for 1st Close (Period 12). These journals require departmental approval and should be put in their own journal, separate from other funds and from each other, to speed up the CCO secondary approval process. If you need assistance, please contact the following CCO staff based on the type of transaction: 

For fund 30/31/34 JEs, please ensure the header description includes what is being moved, why it wasn’t charged to the correct SpeedType originally, and an affirmation that the transaction benefits the receiving SpeedType. Don’t forget to attach all appropriate documentation, including an m-Fin Financial Detail clearly identifying the expenses that are moving for sponsored project JEs. Also, try to separate fund 30/31 and fund 34 transactions from others. For further information on fund 30/31/34 JEs, please visit the cost transfer policy and guidance page.  

For sponsored project PETs, please make sure you check the summary tab to ensure SpeedType totals are what was intended. Make sure the answers to grant questions reflect why you are moving the expense and how the change benefits the project/award. If the payroll is from 180+ days in the past, a PI-signed or e-signed statement is required. Finally, ensure the SpeedType has sufficient funds. 

Check for unposted journals that you need to correct, validate and submit for approval. Refer to the cost transfers page for additional information on sponsored project journals.

June 25

Tomorrow, June 26, at 6 p.m. is the deadline for fund 3x journals and PETs from departments for 1st Close (Period 12). These journals require departmental approval and should be put in their own journal, separate from other funds and from each other, to speed up the CCO secondary approval process. If you need assistance, please contact the following CCO staff based on the type of transaction: 

Check for unposted journals that you need to correct, validate and submit for approval. Refer to the cost transfers page for additional information on sponsored project journals.

June 24

Today, June 24, at 4:30 p.m. is the deadline with the Bursar’s Office for check refunds, direct deposit refunds, demand warrants, and refund cancellations.

Wednesday, June 26, at 6 p.m. is the deadline for fund 3x journals and PETs from departments for 1st Close (Period 12). These journals require departmental approval and should be put in their own journal, separate from other funds and from each other, to speed up the CCO secondary approval process. If you need assistance, please contact the following CCO staff based on the type of transaction:

Check for unposted journals that you need to correct, validate and submit for approval. Refer to the cost transfers page for additional information on sponsored project journals.

Thursday, June 27, at 5 p.m. is the deadline to upload and approve time, and complete approval of Position Data, Funding, and Job Data for biweekly pay period ending 6/22/24.

If you missed the post/pay deadline for procurement card transactions, you have until July 2 at 6 p.m. to assign, allocate and itemize procurement card transactions for accurate accrual. A transaction is accrued based on its allocation and itemization status at the deadline. To ensure the best accrual possible, transactions should additionally be submitted and/or approved, though this is not required to be completed by July 2. Refer to the 2024 Fiscal Year-End page for more information on the logic behind the accrual. 

June 21

Today, June 21, is the last day to provide campus approval for procurement card reports in Concur to ensure payment in FY24 (the rest will be accrued)

Today, June 21, at noon is the CUF deadline for gift transfer requests greater than or equal to $500,000 for the June 30 wire. Requests received after this cutoff will be processed as FY24 business. Although most CUF gift fund transfers occur automatically in the Finance System, the manual transfer form is still required to:

  1. Liquidate the principal of an endowment or quasi-endowment; 
  2. Transfer CUF funds to a non-fund 34, such as fund 50 (loan) or 71 (capital construction); 
  3. Correct errors in deposits; and  
  4. Transfer funds when the donor specifies certain signatures for spending.

Contact accounting@cufund.org or the CU Foundation Finance and Accounting staff if you have questions.

Monday, June 24, at 4:30 p.m. is the deadline with the Bursar’s Office for check refunds, direct deposit refunds, demand warrants, and refund cancellations.

Wednesday, June 26, at 6 p.m. is the deadline for fund 3x journals and PETs from departments for 1st Close (Period 12). These journals require departmental approval and should be put in their own journal, separate from other funds and from each other, to speed up the CCO secondary approval process. If you need assistance, please contact the following CCO staff based on the type of transaction:

For fund 30/31/34 JEs, please ensure the header description includes what is being moved, why it wasn’t charged to the correct SpeedType originally, and an affirmation that the transaction benefits the receiving SpeedType. Don’t forget to attach all appropriate documentation, including an m-Fin Financial Detail clearly identifying the expenses that are moving for sponsored project JEs. Also, try to separate fund 30/31 and fund 34 transactions from others. For further information on fund 30/31/34 JEs, please visit the cost transfer policy and guidance page.

For sponsored project PETs, please make sure you check the summary tab to ensure SpeedType totals are what was intended. Make sure the answers to grant questions reflect why you are moving the expense and how the change benefits the project/award. If the payroll is from 180+ days in the past, a PI-signed or e-signed statement is required. Finally, ensure the SpeedType has sufficient funds.

Check for unposted journals that you need to correct, validate and submit for approval. Refer to the cost transfers page for additional information on sponsored project journals. 

June 20

Today, June 20, at 6 p.m. is the last day to provide any changes to June FY24 allocations to Maggie Young.

Today, June 20, the Payroll Register Report for monthly pay period ending 6/30, pays on 6/28, is now available.

Tomorrow, June 21, is the last day to provide campus approval for procurement card reports in Concur to ensure payment in FY24 (the rest will be accrued).

Tomorrow, June 21, at noon is the CUF deadline for gift transfer requests greater than or equal to $500,000 for the June 30 wire. Requests received after this cutoff will be processed as FY24 business. Although most CUF gift fund transfers occur automatically in the Finance System, the manual transfer form is still required to:

  1. Liquidate the principal of an endowment or quasi-endowment; 
  2. Transfer CUF funds to a non-fund 34, such as fund 50 (loan) or 71 (capital construction); 
  3. Correct errors in deposits; and  
  4. Transfer funds when the donor specifies certain signatures for spending.

Contact accounting@cufund.org or the CU Foundation Finance and Accounting staff if you have questions.

Monday, June 24, at 4:30 p.m. is the deadline with the Bursar’s Office for check refunds, direct deposit refunds, demand warrants, and refund cancellations. 

June 19

No email. Juneteenth holiday.

June 18

Thursday, June 20, at 6 p.m. is the last day to provide any changes to June FY24 allocations to Maggie Young

Friday, June 21, is the last day to provide campus approval for procurement card reports in Concur to ensure payment in FY24 (the rest will be accrued).

Friday, June 21, at noon is the CUF deadline for gift transfer requests greater than or equal to $500,000 for the June 30 wire. Requests received after this cutoff will be processed as FY24 business. Although most CUF gift fund transfers occur automatically in the Finance System, the manual transfer form is still required to:

  1. Liquidate the principal of an endowment or quasi-endowment; 
  2. Transfer CUF funds to a non-fund 34, such as fund 50 (loan) or 71 (capital construction); 
  3. Correct errors in deposits; and  
  4. Transfer funds when the donor specifies certain signatures for spending.

Contact accounting@cufund.org or the CU Foundation Finance and Accounting staff if you have questions.

June 17

Wednesday, June 19, is the Juneteenth Holiday. Please consider this in your FYE plans and enjoy the holiday!

Thursday, June 20, at 6 p.m. is the last day to provide any changes to June FY24 allocations to Maggie Young

Friday, June 21, at noon is the CUF deadline for gift transfer requests greater than or equal to $500,000 for the June 30 wire. 

Friday, June 21, is the last day to provide campus approval for procurement card reports in Concur to ensure payment in FY24 (the rest will be accrued).

These post and pay deadlines are the dates to target for June (and earlier) expenses. Refer to OUC’s Fiscal Year-End 2024: Posting, Payment, and Accrual Deadlines page for more information about these and other procurement posting and accrual deadlines.

Remember to visit CCO’s 2024 Fiscal Year-End page frequently for up-to-date information, the fiscal year-end calendar, valuable resources and an archive of the daily emails. Now is a good time to review the year-end checklist on pages 8 and 9 of the fiscal year-end memo. If you have any questions, don’t hesitate to reach out to your campus accountant

June 14

Today, June 14, at 6 p.m. is the last day to provide campus approval for both employee and non-employee travel and expense reimbursements in Concur to ensure payment in FY24.

Today, June 14, at 6 p.m. is the deadline to provide supplier information to the PSC to request a new supplier or update an existing supplier for payment in FY24. For purchasing and payment in CU Marketplace, external suppliers need to complete registration in the CU Supplier Portal. For payment via Payment Authorization (PA) or Study Subject Payment (SSP) forms, departments need to include the supplier's W-9/W-8 forms with the PA/SSP forms and submit to the PSC by this day - apinvoice@cu.edu.

Today, June 14, at 6 p.m. is the last day to provide campus approval for payment vouchers (PV) in CU Marketplace to ensure payment in FY24. This is also the last day to submit vendor invoices and paper forms, including Payment Authorizations (PA), Non-employee Reimbursement International (NRI) and Study Subject Payments (SSP), to apinvoice@cu.edu to ensure payment in FY24. This includes PA forms to replenish petty cash.

Today, June 14, at 6 p.m. is the last day to request increases to SPOs. Please email these requests to changeorder@cu.edu.

Today, June 14, at 6 p.m. is the last day to close POs so they do not roll forward to FY25 and to request increases to SPOs. Send requests to changeorder@cu.edu. Remember that SPOs that need to roll forward to FY25 must have at least a $1 balance.

June 13

Today, June 13, at 5 p.m. is the deadline for approval of position data, funding and job data for biweekly pay period ending 6/8/24.

Tomorrow, June 14, at 6 p.m. is the last day to provide campus approval for both employee and non-employee travel and expense reimbursements in Concur to ensure payment in FY24. 

Tomorrow, June 14, at 6 p.m. is the deadline to provide supplier information to the PSC to request a new supplier or update an existing supplier for payment in FY24. For purchasing and payment in CU Marketplace, external suppliers need to complete registration in the CU Supplier Portal. For payment via Payment Authorization (PA) or Study Subject Payment (SSP) forms, departments need to include the supplier's W-9/W-8 forms with the PA/SSP forms and submit to the PSC by this day - apinvoice@cu.edu.

Tomorrow, June 14, at 6 p.m. is the last day to provide campus approval for payment vouchers (PV) in CU Marketplace to ensure payment in FY24. This is also the last day to submit vendor invoices and paper forms, including Payment Authorizations (PA), Non-employee Reimbursement International (NRI) and Study Subject Payments (SSP), to apinvoice@cu.edu to ensure payment in FY24. This includes PA forms to replenish petty cash.

Tomorrow, June 14, at 6 p.m. is the last day to request increases to SPOs. Please email these requests to changeorder@cu.edu.

Tomorrow, June 14, at 6 p.mis the last day to close POs so they do not roll forward to FY25 and to request increases to SPOs. Send requests to changeorder@cu.edu. Remember that SPOs that need to roll forward to FY25 must have at least a $1 balance.

These post and pay deadlines are the dates to target for June (and earlier) expenses. Refer to OUC’s Fiscal Year-End 2024: Posting, Payment, and Accrual Deadlines page for more information about these and other procurement posting and accrual deadlines. 

June 12

Today, June 12, is the last day to enter FY24 general fund continuing budget changes (BJEs) within the same org and account code.

Plan ahead for smooth sailing through year-end.

It is better to create your JEs and PETs for funds 30/31/34 transactions earlier rather than later. This will ensure posting in the current fiscal year and avoid any last-minute delays. Please refer to the instructions on the Cost Transfers webpage. The use of these instructions may help speed the approval process. Note that fund 30, 31 and 34 (gift) JEs need departmental approval before CCO will review them. We process roughly three times the normal number of JEs for June and appreciate your help during this extra busy time of the year.

Please continue to review May reports to identify and clean up any errors.

Changes due to administrative holiday on Friday, July 5.

As mentioned in yesterday’s town hall, due to the addition of the administrative holiday on Friday, July 5, there have been some changes to the calendar. First close for period 12 will still occur on Wednesday, July 3, and all preceding dates will remain the same.

  • Systems close for period 12 will now occur on Monday, July 8, rather than Friday, July 5. 
  • The UNP transfer for period 12 close will now occur on Monday, July 8.
  • The Procurement Card (ESP) accrual entry will now post on Tuesday, July 9, and will be visible on reports on Wednesday, July 10. 
    • We do recognize that this leaves a tight window before 2nd close on Thursday, July 11. Please enter any needed journal entries as you can and look forward to the final deadline of Tuesday, July 16, for completing any necessary adjustments.

We have updated the CCO FYE 2024 calendar, the slides from the town hall presentation, the FYE 2024 Memo & Checklist, and the CCO website calendar accordingly.   

June 11

We look forward to seeing many of you at today’s fiscal year-end town hall at 10 a.m.

Today at noon is the deadline for departments to submit new account code requests or any requested reorgs, new orgs or changes to the org tree for FY24. Please send requests to accounting@colorado.edu

Tomorrow, June 12 is the last day to enter FY24 general fund continuing budget changes (BJEs) within the same org and account code. 

Thursday, June 13, at 5 p.m. is the deadline for approval of position data, funding and job data for biweekly pay period ending 6/8/24.

Friday, June 14, at 6 p.m. is the last day to provide departmental approval for both employee and non-employee travel and expense reimbursements in Concur to ensure payment in FY24.   

Friday, June 14, at 6 p.m. is the deadline to provide supplier information to the PSC to request a new supplier or update an existing supplier for payment in FY24. For purchasing and payment in CU Marketplace, external suppliers need to complete registration in the CU Supplier Portal. For payment via Payment Authorization (PA) or Study Subject Payment (SSP) forms, departments need to include the supplier's W-9/W-8 forms with the PA/SSP forms and submit them to the PSC by this day - apinvoice@cu.edu

Friday, June 14, at 6 p.m. is the last day to provide campus approval for payment vouchers (PV) in CU Marketplace to ensure payment in FY24. This is also the last day to submit vendor invoices and paper forms, including Payment Authorizations (PA), Non-employee Reimbursement International (NRI) and Study Subject Payments (SSP), to apinvoice@cu.edu to ensure payment in FY24. This includes PA forms to replenish petty cash. 

Friday, June 14, at 6 p.m. is the last day to close POs so they do not roll forward to FY25 and to request increases to SPOs. Send requests to changeorder@cu.edu. Remember that SPOs that need to roll forward to FY25 must have at least a $1 balance. 

June 10

We look forward to seeing many of you at tomorrow’s fiscal year-end town hall at 10 a.m.

Tomorrow, June 11, at noon is the deadline for departments to submit new account code requests or any requested reorgs, new orgs or changes to the org tree for FY24. Please send requests to accounting@colorado.edu

Wednesday, June 12 is the last day to enter FY24 general fund continuing budget changes (BJEs) within the same org and account code. 

Friday, June 14, at 6 p.m. is the last day to provide departmental approval for both employee and non-employee travel and expense reimbursements in Concur to ensure payment in FY24.    

Friday, June 14, at 6 p.m. is the deadline to provide supplier information to the PSC to request a new supplier or update an existing supplier for payment in FY24. For purchasing and payment in CU Marketplace, external suppliers need to complete registration in the CU Supplier Portal. For payment via Payment Authorization (PA) or Study Subject Payment (SSP) forms, departments need to include the supplier's W-9/W-8 forms with the PA/SSP forms and submit them to the PSC by this day - apinvoice@cu.edu.

Friday, June 14, at 6 p.m. is the last day to provide campus approval for payment vouchers (PV) in CU Marketplace to ensure payment in FY24. This is also the last day to submit vendor invoices and paper forms, including Payment Authorizations (PA), Non-employee Reimbursement International (NRI) and Study Subject Payments (SSP), to apinvoice@cu.edu to ensure payment in FY24. This includes PA forms to replenish petty cash. 

Friday, June 14, at 6 p.m. is the last day to close POs so they do not roll forward to FY25 and to request increases to SPOs. Send requests to changeorder@cu.edu. Remember that SPOs that need to roll forward to FY25 must have at least a $1 balance. 

June 7

To our campus partners:

This is the first fiscal year-end email update to remind everyone of the tasks to be completed in preparation for the fiscal year-end close. These daily updates will contain instructions, information, due dates and deadlines to help get us through the large and complex undertaking that is fiscal year-end. These emails are intended to provide timely information and effective coordination to help us work together for a successful close. As always, thank you for your valuable assistance during this annual event.

Today, June 7 at 4 p.m. is the deadline to submit late pay and hourly to work-study transfer requests to the Student Employment Office. Completion of the Late Pay/Hourly to Work-study Transfer request form (found on the Student Employment website) does not guarantee that a transfer will occur. Late pay and hourly to work-study transfers are contingent upon the availability of funds and student eligibility. Due to the timing, late pay/hourly to work-study transfer requests are generally unable to be processed for the 6/08/24 or 6/22/24 pay periods. However, you can contact Brenda Duran in the Student Employment Office at 303-492-3548 or brenda.duran@colorado.edu to see if an exception can be made.

We look forward to seeing many of you at Tuesday's fiscal year-end town hall. 

Tuesday, June 11 at noon is the deadline for departments to submit new account code requests or any requested reorgs, new orgs, or changes to the org tree for FY24. Please send requests to accounting@colorado.edu

As you review your May statements to identify and correct problems, verify balances and make any necessary adjustments, here are a few things to keep in mind:

  • Check your balance sheet reports and make any corrections for abnormal balances, company card personal charges and/or travel advances.
  • Make sure assets have a debit (positive) balance (except allowance for doubtful accounts) and liabilities have a credit (negative) balance. 
  • For your balance sheet items, be sure your customer detail reconciles to the amounts in the PeopleSoft Finance System.
  • For accounts receivable, prepare to calculate and adjust your allowance for doubtful accounts, if appropriate.
  • For resale inventory, make plans to conduct your actual count of year-end inventory on hand, cost it out and create an adjustment in PeopleSoft, if needed. 
  • If you have transactions that do not belong in a particular SpeedType, please correct them.
  • If you have any uncleared balances such as payroll suspense, company card personal charges or company card unallowable expenses, process the correction to the appropriate SpeedType/account code.

The 2024 Fiscal Year-End webpage is the primary source for up-to-date information, valuable resources and an archive of the daily emails. The page also includes CU Boulder’s fiscal year-end calendar which provides specific action items, responsibilities and deadlines. Please note that the most current information available will be posted to the website, with the daily emails serving to highlight any significant updates.

We look forward to working with you throughout the process. Please contact your campus accountant if you have questions or would like assistance.