Resources: FY14 Year-End Close Detailed Schedule

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

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
  • GL / Exp Code Maintenance Blackout begins: Deadline for submitting requests to change existing or create new Expenditure Types / Object Codes before the freeze period
  • 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
9:00 PM Schools and Departments
Wednesday, August 20
5:00 PM Schools and Departments
Tuesday, August 26
5:00 PM PCard Verifiers and Approvers
5:00 PM Schools and Departments
  • Deadline to originate OSA LDA's for 15-AUG-2014 payroll
  • OSA's transactions disabled for 15-AUG-2014
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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
  • Fund and Expenditure reports available online (reflecting all FY14 transactions except 31-AUG-2014 payroll and all AUG-2014 feeders)
5:00 PM Schools and Departments
Friday, August 29
12:00 PM (Noon) Schools and Departments
  • Submit repayment checks to previously identified overpayments to Payroll
  • Submit all other paper requests to Payroll that must post the current year (FY14)
Central Office
  • SEP-2014 period in AR module set to "Future"
5:00 PM Schools and Departments
  • Submit iJournal Responsibility Request
  • Resolve unapplied Graduate Financial Support aid and enter fully approved aid in the GFS system
  • Cost-Sharing entries by OSR completed
9:00 PM Schools and Departments
  • Submit PeopleSoft entries for 8/31 pay period
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. Fund Accounting posts investment and purchase AUG-2014 gifts
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
  • 31-AUG-2014 payroll posted in Oracle
Thursday, September 4
6:00 AM Schools and Departments
  • 31-AUG-2014 payroll earnings and student financial data are available on PLM and ReportMart3 reports and available for adjustment
3:00 PM Labor Distribution Adjusters and Approvers
  • Deadline to originate all LDA's including for clearing OSA's for FY14
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
6:00 PM Labor Distribution Adjusters and Approvers
7:00 PM iJournals Originators and Approvers
  • Central iJournals, Core Journals input and approval cutoff
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
12:00 PM (Noon) Schools and Departments
  • AR open Aug-2014 Receipts ONLY
Monday, September 8
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
  • Specialist iJournal input final deadline
Wednesday, September 10
5:00 PM iJournals Originators (with Central responsibility) and Approvers
  • Central iJournal input and approval final deadline
iJournals Originators (with Central & Specialist responsibility) and Approvers
  • Specialist iJournal approval final deadline
Central Office
  • Core Journal input and approval final deadline
  • AR Revenue finalized for FY14
11:59 PM Central Office
  • Fixed Assets Close Deadline
––– Schools and Departments
  • Year-End "Hard" Close (YEC) for Expenditures Complete
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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 based on Year-End Expenditure Close (including August Month-End Close results) will be available online
7:00 AM Schools and Departments
  • PTA Status Change resume
Friday, September 12
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
  • Submit Final Fund Transfers to Fund Accounting from schools and departments (ADI or iJournal Fund Transfers) & Bulk Fund Transfers
  • See How To: Request a Fund Transfer
iBudgets and iJournals Originators (with Fund Transfers privilege) and Approvers
  • iBudgets and Fund Transfers input and approval final cutoff
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
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
Tuesday, September 23
Schools and Departments
  • 15-SEP-2014 payroll earnings are available on PLM and ReportMart3 reports and available for adjustment
Wednesday, October 31
Schools and Departments
  • End freeze period for requesting new or changes to Expenditure Types and Object Codes.
  • See bulletin for details.

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

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