Resources: FY16 Year-End Close Detailed Schedule

Fiscal Year 2016 Year-End Close officially begins August 29, 2016. Use the schedule below to help manage year-end tasks and deadlines.

On this page:

Pre-Close: Activities before August 29
Deadline Who Description
Friday, August 5
5:00 PM Schools and Departments

• Deadline to submit Expenditure Type & Object Code requests for AUG-2016

Friday, August 12
3:00 PM Labor Distribution Adjusters

• Deadline to submit End-Routes for OSA LDA's for transactions posted between 6/1/16 to 7/31/16 pay periods

FY16 OSA Clearing Process for Departments

5:00 PM Labor Distribution Approvers

• Deadline to approve OSA LDA's for transactions posted between 6/1/16 to 7/31/16 pay periods

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

• OSA "sweep" process begins

How To: Clear Organization Suspense Accounts for Labor

Monday, August 15
6:00 AM Labor Distribution Adjusters

• OSA "sweep" transactions available on expenditure reports

9:00 PM Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for Hourly employees for pay period ending 8/15/16

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:

Wednesday, August 17
9:00 PM Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for Salary employees for pay period ending 8/15/16

Friday, August 19
6:00 AM Schools and Departments

• 8/15/16 Payroll available on OBI and RM3 reports and available for adjustment

Wednesday, August 24
5:00 PM Schools and Departments

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

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

• Deadline for PCard approvals

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

5:00 PM Schools and Departments

• Deadline to request new Gift fund PTAs

• Deadline for departments to submit Cost Sharing journals to OSR

Saturday, August 27
––– Central Office(s) within Financial Management Services

• Labor Schedule end date rollover to next fiscal year end

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AUG-2016 Month-End (Soft) Close: August 29 – September 6
Deadline Who Description
Monday, August 29
– Monthly Income Exceptions
08/29 – 8/31 Central Office(s) within Financial Management Services

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

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

Tuesday, August 30
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

Wednesday, August 31
6:00 AM Schools and Departments

• Fund and Expenditure reports available online (reflecting all FY16 transactions except 31-AUG-2016 payroll and all AUG-2016 feeders)

12:00 PM Schools and Departments

• CASHNet deposit deadline for August

• Deadline to submit all paper form requests to Payroll to be included in FY16

5:00 PM

Schools and Departments

• Deadline to submit iJournal Responsibility Requests

• Resolve unapplied Graduate Financial Support aid and enter fully approved aid in the GFS system

9:00 PM

Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for Hourly employees for pay period ending 8/31/16

Thursday, September 1
9:00 PM Labor Distribution Schedulers

• Deadline to input Labor Schedules into Oracle for Salary employees for pay period ending 8/31/16

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

• 8/31/16 payroll posted in Oracle

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

Saturday, September 3
––– Central Office(s) within Financial Management Services

• 8/31/16 Payroll available on OBI and RM3 reports and available for adjustment

• Student Financial data available on OBI and RM3 reports

Tuesday, September 6 (SOFT CLOSE)
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

• LDA responsibility disabled until 9/19/16

iJournals Originators and Approvers

• Final Deadline to input and approve Public iJournals and Feeders

• Final Deadline to input and approve Specialist iJournals, Feeders, iBudget for Soft Close

• See How Tos:

7:00 PM Central Office(s) within Financial Management Services

• Deadline to post EIFP and EFP payout journals

Labor Distribution Approvers

• Deadline to approve LDAs

Central Office(s) within Financial Management Services

• OSA "sweep" process

• See Policy Notes: Organization Suspense Accounts (OSA)

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

• Final Deadline to input & approve Central iJournals

• Final Deadline to input & approve Core Journals

11:59 PM Schools and Departments

August 2016 Month-End "Soft" Close (MEC) Complete

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Year-End Expenditure (Hard) Close: September 7 – 12
Deadline Who Description
Wednesday, September 7
6:00 AM Schools and Departments

• OBI and RM3 reports based on AUG-2016 "Soft" close will be available online

• Public iJournals available for September and future

Organizational Hierarchy updates for 9/01/16 complete

• OSA "sweep" transactions available on expenditure reports

Thursday, September 8
10:00 AM Schools and Departments

• AUG-2016 Month-End "Soft" Close data available on DSS reports

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

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

• Deadline to input Specialist iJournals, including AP Accrual and AR Accrual iJournals

AP Accrual and AR Accrual iJournals Users
Saturday, September 10
3:00 AM Central Office(s)

• Misc. AR Invoices

3:30 AM Central Office(s)

• Sponsored AR Invoices

5:00 PM Central Office(s) within Financial Management Services

• AR: Finalized AR invoice

• AR Post Aug-2016 Receipts deadline

• Cash Management Receipts in AR deadline

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

• AUG-2016 AR period is closed

• SEP-2016 AR period is open

Monday, September 12 (HARD CLOSE)
––– Central Office(s) within Financial Management Services

• Fixed Assets Close Deadline

5:00 PM iJournals Approvers

• Final Deadline to approve Specialist iJournals

iJournals Originators (with Central responsibility) and Approvers

• Final Deadline to input and approve Central iJournals

Central Office(s) within Financial Management Services

• AR Revenue finalized for FY16

9:00 PM Core Journal Approvers

• Final Deadline to input and approve Core Journals for Hard Close

11:59 PM Schools and Departments

Year-End "Hard" Close complete

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Year-End Fund Transfer (Final) Close: September 13 – 20
Deadline Who Description
Tuesday, September 13
– Annual Income Exceptions
6:00 AM Schools and Departments

• OBI and RM3 reports available online (YEC for Expenditures)

7:00 AM Schools and Departments

• End PTA Maintenance Blackout period

5:00 PM School of Medicine

• Deadline for Hospital Files

Wednesday, September 14
10:00 AM Schools and Departments

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

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

• Final deadline for departments to submit iBudgets, iJournals Fund Transfers, Bulk Fund Transfers and ADI Fund Transfers

• See How To: Request a Fund Transfer

7:00 PM iBudgets and iJournals Approvers

• Final deadline to approve iBudgets, iJournals Fund Transfers, Bulk Fund Transfers

9:00 PM Core Journal Approvers

• Final deadline to approve ADI Fund Transfers

Monday, September 19
7:00 PM Central Office(s) within Financial Management Services

• Final deadline to input and approve Core Journals (Controller's Office Only)

• Cash Management cash flows cutoff

Tuesday, September 20 (FINAL CLOSE)
7:00 PM Financial Analysis and Information Reporting (FAIR)

• FAIR Review / Adjustment Journals ONLY

• Final deadline for FY17 Burden Schedules

• Final deadline to input & approve FAIR Adjustment Journals

11:59 PM Schools and Departments

Year-End "Final" Close complete

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Post-Close Activities: September 21 – October 31
Deadline Who Description
Tuesday, September 21
––– Labor Distribution Adjusters

• "SU LD Distribution Adjuster" responsibility reactivated

• See How Tos:

––– Central Office(s) within Financial Management Services

• Begin processing SEP-2016 activity in GA/GL

• All modules open for FY16 (Open SEP-2016, ADJB-2016, ER Budget FY17)

• Salary encumbrances processing begins for FY16

Wednesday, September 22
10:00 AM Schools and Departments

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

Thursday, September 23
––– Schools and Departments

• 9/15/16 Payroll available on OBI PLM and RM3 reports (tentative)

Wednesday, September 28
5:00 PM Schools and Departments

• SEP-2016 Endowment Payout posted

Thursday, September 29
––– Budget Officers

• Tidemark ready with FY2016 actuals for Year-End variance reporting (due 10/15/16)

Monday, 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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