Resources: FY14 Year-End Close Detailed Schedule

Fiscal Year 2014 Year-End Close officially begins August 27, 2014. Use the schedule below to help manage year-end tasks and deadlines.

OR try out the Year-End Close Interactive Calendar to select and filter tasks and deadlines by business functions and close periods.

On this page:

Pre-Close: Activities before August 27
Deadline Who Description
Monday, July 14
5:00 PM Schools and Departments
  • Provide PTA's to Office of Research Administration to cover Cost-Sharing account overdrafts
Thursday, August 7
5:00 PM Schools and Departments
  • Deadline to submit Expenditure Type & Object Code requests for AUG-2014
  • See bulletin for details.
Tuesday, August 12
5:00 PM Labor Distribution Adjusters and Approvers
Friday, August 15
5:00 PM Labor Distribution Adjusters and Approvers
Schools and Departments
Monday, August 18
6:00 AM Schools and Departments
Wednesday, August 20
5:00 PM Schools and Departments
Monday, August 25
5:00 PM Schools and Departments
  • Deadline to submit Cost Sharing journals to OSR
  • Deadline to submit repayment checks to Payroll for previously identified overpayments
Tuesday, August 26
4:00 PM PCard Verifiers and Approvers
5:00 PM Schools and Departments
  • Deadline to originate OSA LDA's for transactions posted during the 8/15/14 pay period and OSA's disabled
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August-2014 Month-End Close: August 27 – September 4
Deadline Who Description
Wednesday, August 27
7:00 AM Schools and Departments
  • Begin PTA Maintenance Blackout period for closing PTA's (i.e., change from "Active" to "Closed"). This includes capital projects, sponsored research projects, and other Designated, Operating Budget, Expendable or Endowment Gift PTAs
  • See bulletin for details.
10:00 AM Cash Mgmt Payments
  • Cash Mgmt Payments in AP cutoff
12:00 PM Accounts Payable and Disbursements
  • AP Closes: Process all expense distributions from Payables, Expense Reimbursements, and PCard transactions for the prior fiscal year
5:00 PM Schools and Departments
Thursday, August 28
6:00 AM Schools and Departments
Friday, August 29
12:00 PM (Noon) Schools and Departments
  • Deadline to submit all paper form requests to Payroll to be included in FY14
  • CASHNet deposit deadline for August
Central Office
  • SEP-2014 period in AR module set to "Future"
5:00 PM Schools and Departments
Central Office
  • Deadline for OSR to submit Cost-Sharing journals
9:00 PM Schools and Departments
  • Deadline to input Labor Schedules into Oracle for hourly employees for pay period ending 8/31/14
Saturday, August 30
--- Schools and Departments
  • Labor Schedule end date rollover to next fiscal year end (by Central Office)
Monday, September 1
7:00 AM Schools and Departments
  • Expenditure Type and GL Object Code Black Out begins
  • See bulletin for details.
12:00 PM Central Office
  • Office of Development file is received & posted
3:00 PM Central Office
  • Invest Gifts Mass Allocation to be run and posted
7:00 PM Central Office
  • Purchase Shares Mass Allocation to be run and posted
Tuesday, September 2
––– Central Office
  • ITSR (ITS AR) monthly billing
  • AP payments (ACH, Wires, Checks, Direct Debit) resume
Wednesday, September 3
––– Systems and Reporting Operations
  • 8/31/14 payroll posted in Oracle
Thursday, September 4
6:00 AM Schools and Departments
  • 8/31/14 Payroll available on PLM and RM3 reports and available for adjustment
  • Student Financial data available on RM3 reports
3:00 PM Labor Distribution Adjusters and Approvers
  • Deadline for LDAs to be end-routed to OSR/Fund Accounting for same night processing
5:00 PM Office of Development
  • Deadline for OOD review period file
Labor Distribution Adjusters and Approvers
  • "SU LD Distribution Adjuster" responsibility disabled through September 20th
iJournals Originators and Approvers
7:00 PM Labor Distribution Adjusters and Approvers
––– iJournals Originators and Approvers
  • Central iJournals, Core Journals input and approval deadline
11:59 PM Schools and Departments
  • August 2014 Month-End "Soft" Close (MEC) Complete
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Year-End Expenditure Close: September 5 – 10
Deadline Who Description
Friday, September 5
3:00 AM Schools and Departments
  • Miscellaneous AR Invoices complete
  • AR Process of August 2014 receipts continues for Sponsored Awards
6:00 AM Schools and Departments
  • PLM and RM3 reports based on AUG-2014 "Soft" close will be available online
  • Organizational Hierarchy updates for 9/01/14 complete
Monday, September 8
10:00 AM Schools and Departments
  • AUG-2014 Month-End "Soft" Close data available on DSS reports
12:00 PM (Noon) Central Office
  • AR: Finalized AR invoice
  • AR Post Aug-2014 Receipts Cutoff
  • Cash Management Receipts in AR deadline
11:59 PM Central Office
  • AUG-2014 AR period is closed
  • SEP-2014 AR period is open
Tuesday, September 9
5:00 PM iJournals Originators (with Specialist responsibility) and Approvers, AP Accrual and AR Accrual iJournals Users
  • Specialist iJournal deadline, including AP Accrual and AR Accrual iJournals
  • iBudgets and iJournals Fund Transfers continue to be available through 9/16/14
Wednesday, September 10
––– Central Office
  • Fixed Assets Close Deadline
5:00 PM iJournals Originators (with Specialist responsibility) and Approvers
  • Specialist iJournal approval final deadline
iJournals Originators (with Central responsibility) and Approvers
  • Central iJournal input and approval final deadline
Central Office
  • AR Revenue finalized for FY14
9:00 PM Central Office
  • Core Journal input and approval final deadline
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Year-End Fund Transfer Close: September 11 – 18
Deadline Who Description
Thursday, September 11
6:00 AM Schools and Departments
  • RM3 reports available online (YEC for Expenditures)
7:00 AM Schools and Departments
  • PTA Status Change resume
Friday, September 12
10:00 AM Schools and Departments
  • Year-End "Hard" Close data available on DSS reports
5:00 PM School of Medicine
  • Hospital files deadline
Sunday, September 14
5:00 PM Central Office
  • Fund Accounting: Share price calculation finalized
Tuesday, September 16
5:00 PM Budget Officers, iBudgets and iJournals Originators (with Fund Transfers privilege) and Approvers
Wednesday, September 17
7:00 PM Central Office
  • Final Core Journals input & approval cutoff (Central)
  • Cash Management cash flows cutoff
Thursday, September 18
7:00 PM FAIR
  • Complete Fund Balance Clean-up (FAIR adjustments only)
  • Final FAIR Adjustment Journals input and approval
11:59 PM Schools and Departments
  • Year-End "Final" Close complete
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Post-Close Activities: September 19 – October 31
Deadline Who Description
Friday, September 19
––– Schools and Departments
  • FY14 Opens for all modules (Open ADJB-2014, SEP-2014, ER Budget FY15)
  • Encumbrance processing restarts
  • SEPT 2014 Activity Processing in GA/GL Begins
––– Labor Distribution Adjusters and Approvers
Monday, September 22
10:00 AM Schools and Departments
  • Year-End "Final" Close data available on DSS reports
Tuesday, September 23
––– Schools and Departments
  • 9/15/14 Payroll available on PLM and RM3 reports
Wednesday, September 24
––– Budget Officers
  • Oracle Hyperion ready with FY2014 actuals for Year-End variance reporting (due 10/13/14)
Wednesday, October 31
––– Schools and Departments
  • Expenditure Type and GL Object Code Black Out ends
  • See bulletin for details.

To learn more about Stanford's Year-End Close process, see Overview: Year-End Close.

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