Resources: FY15 Year-End Close Detailed Schedule

Fiscal Year 2015 Year-End Close officially begins August 27, 2015. Use the schedule below to help manage year-end tasks and deadlines.

OR try out the Year-End Close Interactive Calendar (FY15 updates coming soon) 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
Friday, August 7
5:00 PM Schools and Departments

• Deadline to submit Expenditure Type & Object Code requests for AUG-2015

Friday, August 14
3:00 PM Labor Distribution Adjusters

• Submission deadline for OSA LDA's for transactions posted between 6/1/15 to 7/31/15 pay periods

5:00 PM Labor Distribution Approvers

• Deadline to approve OSA LDA’s for transactions posted between 6/1/15 to 7/31/15 pay periods

• See How To: Clear Organization Suspense Accounts for Labor

5:01 PM Central Office(s) within Financial Management Services

• OSA "sweep" process begins

9:00 PM Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for hourly employees for pay period ending 8/15/15

Monday, August 17
6:00 AM Schools and Departments

• OSA "sweep" transactions available on expenditure reports

5:00 PM Schools and Departments

AP Transactions Deadline (except PCard): Submit fully approved expense reports, including TCard transactions, with backup documents in the Expense Requests system. Specify Standard or Rush processing and delivery method (e.g., US Mail, Campus Will Call, Porter Drive Will Call, or DAPER). See the following:

• Submit fully approved Non-PO Payment requests in the Expense Requests system. Specify Standard or Rush processing, a Check Delivery Option if applicable (e.g., US Mail, Campus Will Call, Porter Drive Will Call, Alternate SU Address, or DAPER), or Special Payment Type if applicable (e.g., Foreign Draft, Wire Domestic, Wire Foreign). See the following:

• Submit invoices to Accounts Payable. See Standard and Rush processing instructions:

Tuesday, August 18
9:00 PM Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for Salaried employees for pay period ending 8/15/15

Thursday, August 20
5:00 PM Schools and Departments

• Submit approved Capital Acquisition Correction / Adjustment Form (capital template) to cap-template@lists.stanford.edu

Tuesday, August 25
5:00 PM Schools and Departments

• Deadline to request new Gift fund PTAs

• Final deadline for departments to submit Capital templates

• Deadline for departments to submit Cost Sharing journals to OSR

Wednesday, August 26
4:00 PM PCard Verifiers and Approvers

• PCard approval deadline

• See How To: Review, Approve, or Reject PCard Verifications

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AUG-2015 Month-End (Soft) Close: August 27 – September 3
Deadline Who Description
Thursday, August 27
08/27 – 09/01 Central Office(s) within Financial Management Services

• AP payments on hold until 9/1 (ACH, Wires, Checks, Direct Debit)

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

10:00 AM Cash Mgmt Payments

• Cash Mgmt Payments in AP Deadline

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

Friday, August 28
6:00 AM Schools and Departments

• Fund and Expenditure reports available online (reflecting all FY15 transactions except 31-AUG-2015 payroll and all AUG-2015 feeders)

• OSA sweep transactions available on expenditure reports

• See Policy Notes: Organization Suspense Accounts (OSA)

3:00 PM Labor Distribution Adjusters

• Submission deadline for OSA LDA's for transactions posted for the 8/15/15 pay period

5:00 PM

Labor Distribution Approvers

• OSA LDA's approval deadline

Schools and Departments

• Deadline to submit repayment checks to Payroll

5:01 PM

Central Office(s) within Financial Management Services

• OSA "sweep" process

Saturday, August 29
––– Central Office(s) within Financial Management Services

• Labor Schedule end date rollover to next fiscal year end (by Central Office)

Monday, August 31
6:00 AM Schools and Departments

• OSA sweep transactions available on expenditure reports

12:00 PM (Noon) Schools and Departments

• Deadline to submit all paper form requests to Payroll to be included in FY15

• CASHNet deposit deadline for August

Central Office(s) within Financial Management Services

• SEP-2015 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

Office of Sponsored Research (OSR)

• Deadline for OSR to submit Cost-Sharing journals

9:00 PM Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for hourly employees for pay period ending 8/31/15

Tuesday, September 1
––– Central Office(s) within Financial Management Services

• AP payments (ACH, Wires, Checks, Direct Debit) resume

9:00 PM Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for Salaried employees for pay period ending 8/31/15

Wednesday, September 2
––– Central Office(s) within Financial Management Services

• 8/31/15 payroll processed in Oracle Financials

Thursday, September 3
6:00 AM Schools and Departments

• 8/31/15 Payroll available on PLM and RM3 reports and available for adjustment

• Student Financial data available on RM3 reports

3:00 PM Labor Distribution Adjusters

• 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

• "SU LD Distribution Adjuster" responsibility disabled through September 20th

iJournals Originators and Approvers

• Originate and fully approve iJournals, including feeders for "Soft" Close

• Accrue payables related to expense in iJournals as required

• See How Tos:

7:00 PM Labor Distribution Approvers

• Deadline to approve ALL LDA's for FY15 (includes non-sponsored, sponsored, org suspense account)

• OSA "sweep" process

• See Policy Notes: Organization Suspense Accounts (OSA)

7:00 PM Central iJournals Originators and Approvers

• Central iJournals input and approval deadline

9:00 PM Central Office(s) within Financial Management Services

• Core Journals input and approval deadline

11:59 PM Schools and Departments

August 2015 Month-End "Soft" Close Complete

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Year-End Expenditure (Hard) Close: September 4 – 10
Deadline Who Description
Friday, September 4
3:00 AM Schools and Departments

• Miscellaneous AR Invoices complete

• AR Process of August 2015 receipts continues for Sponsored Awards

6:00 AM Schools and Departments

• PLM and RM3 reports based on AUG-2015 "Soft" close will be available online

Organizational Hierarchy updates for 9/01/15 complete

• OSA "sweep" transactions available on expenditure reports

Tuesday, September 8
10:00 AM Schools and Departments

• AUG-2015 Month-End "Soft" Close data available on DSS reports

12:00 PM (Noon) Central Office(s) within Financial Management Services

• AR: Finalized AR invoice

• AR Post Aug-2015 Receipts Cutoff

• Cash Management Receipts in AR deadline

11:59 PM Central Office(s) within Financial Management Services

• AUG-2015 AR period is closed

• SEP-2015 AR period is open

Wednesday, September 9
5:00 PM iJournals Originators (with Specialist responsibility)

• Specialist iJournals input deadline, including AP Accrual and AR Accrual iJournals

• iBudgets and iJournals Fund Transfers continue to be available through 9/16/15

AP Accrual and AR Accrual iJournals Users
Thursday, September 10
––– Central Office(s) within Financial Management Services

• Fixed Assets Close Deadline

5:00 PM iJournals Approvers

• Specialist iJournal approval final deadline

iJournals Originators (with Central responsibility) and Approvers

• Central iJournal input and approval final deadline

Central Office(s) within Financial Management Services

• AR Revenue finalized for FY15

9:00 PM Central Office(s) within Financial Management Services

• Core Journal input and approval final deadline

11:59 PM Schools and Departments

Year-End "Hard" Close complete

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Year-End Fund Transfer (Final) Close: September 11 – 18
Deadline Who Description
Friday, September 11
6:00 AM Schools and Departments

• RM3 reports available online (YEC for Expenditures)

7:00 AM Schools and Departments

• End PTA Maintenance Blackout period

5:00 PM School of Medicine

• Hospital Files Deadline

Sunday, September 13
5:00 PM Central Office(s) within Financial Management Services

• Fund Accounting: Share price calculation finalized

Wednesday, September 16
5:00 PM iBudgets and iJournals Originators (with Fund Transfers privilege)

• iBudgets, iJournals Fund Transfers, Bulk Fund Transfers and ADI Fund Transfers final submission deadline for departments

• See How To: Request a Fund Transfer

7:00 PM iBudgets and iJournals Approvers

• iBudgets, iJournals Fund Transfers, Bulk Fund Transfers and ADI Fund Transfers final approval deadline

Thursday, September 17
7:00 PM Central Office(s) within Financial Management Services

• Final Core Journals input & approval cutoff (Central)

• Cash Management cash flows cutoff

Friday, 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
Saturday, September 19
––– Schools and Departments

• FY15 Opens for all modules (Open ADJB-2015, SEP-2015, ER Budget FY16)

• Encumbrance processing restarts

• SEPT 2015 Activity Processing in GA/GL Begins

––– Labor Distribution Adjusters

• "SU LD Distribution Adjuster" responsibility reactivated

• See How To: Create Salary Distribution Adjustment in LD and How To: Review and Approve Labor Distribution Adjustments

Monday, September 21
10:00 AM Schools and Departments

• Year-End "Final" Close data available on DSS reports

Tuesday, September 22
––– Schools and Departments

• 9/15/15 Payroll available on PLM and RM3 reports

Thursday, September 24
––– Budget Officers

• Oracle Hyperion ready with FY2015 actuals for Year-End variance reporting (due 10/13/15)

Saturday, October 31
––– Schools and Departments

• Expenditure Type and GL Object Code Black Out ends

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

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