Resources: FY13 Year-End Close Schedule

Fiscal Year 2013 Year-End Close officially begins August 28, 2013. Use the following schedule to help manage year-end tasks and deadlines.

On this page:

Pre-Close: Activities before August 28
August-2013 Month-End Close: August 28 – September 5
Year-End Expenditure Close: September 6 – September 11
Year-End Fund Transfer Close: September 12 – September 19
Post-Close Activities: September 20 – October 31

Pre-Close: Activities before August 28
Deadline	Who	Description
Monday, July 15
5:00 PM	Schools and Departments	Provide PTA's to Office of Research Administration to cover Cost-Sharing account overdrafts
Wednesday, 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
Monday, August 12
5:00 PM	Labor Distribution Adjusters and Approvers	Create Labor Distribution Adjustments to clear Organization Suspense Accounts for payroll 01-SEP-2012 through 31-JUL-2013 See How To: Clear Organization Suspense Accounts for Labor
Wednesday, August 14
5:00 PM	Labor Distribution Adjusters and Approvers	Approve Labor Distribution Adjustments See How To: Review and Approve Labor Distribution Adjustments
5:00 PM	Schools and Departments	AP Transactions Cutoff: Submit fully approved reimbursement requests with back-up documents. Specify Standard or Rush processing and delivery method (e.g., direct deposit, ID Mail, Will Call, etc.) in the iOU transaction – See How To: Enter Expense Report / Reimbursement Request in iOU Submit fully approved requests for Other Checks. Specify Standard or Rush processing and delivery method (e.g., U.S. Mail, ID Mail, Will Call, etc.) in the iOU transaction – See How To: Initiate Check Request in iOU Submit invoices to Accounts Payable – See How To: Mail an Invoice to Accounts Payable for Standard and Rush processing instructions
9:00 PM	Schools and Departments	Remaining Org Suspense Account balances for the 01-SEP-2012 to 31-JUL-2013 payrolls are swept to Suspense Transfer PTAs See New Quarterly Organization Suspense Accounts Clearing Policy
Tuesday, August 20
5:00 PM	Schools and Departments	Submit approved Capital Acquisition Correction / Adjustment Form (capital template) to cap-template@lists.stanford.edu
Monday, August 26
4:00 PM	PCard Verifiers and Approvers	Submit fully approved PCard transactions See How To: Review, Approve, or Reject PCard Verifications
Tuesday, August 27
5:00 PM	Schools and Departments	Deadline to originate OSA LDA's for 15-AUG-2013 payroll OSA's transactions disabled for 15-AUG-2013

August-2013 Month-End Close: August 28 – September 5
Deadline	Who	Description
Wednesday, August 28
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 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	OSA LDA's approval cutoff
5:00 PM	Schools and Departments	Remaining Org Suspense Account balances for the 15-AUG-2013 swept to Suspense Transfer PTAs See New Quarterly Organization Suspense Accounts Clearing Policy
Friday, August 30
6:00 AM	Schools and Departments	Fund and Expenditure reports available online (reflecting all FY13 transactions except 31-AUG-2013 payroll and all AUG-2013 feeders)
12:00 PM (Noon)	Schools and Departments	Submit repayment checks to previously identified overpayments to Payroll
12:00 PM (Noon)	Schools and Departments	Submit all other paper requests to Payroll for prior fiscal year
5:00 PM	Schools and Departments	Resolve unapplied Graduate Financial Support aid and enter fully approved aid in the GFS system
5:00 PM	Schools and Departments	Cost-Sharing entries by OSR completed
9:00 PM	Schools and Departments	Submit PeopleSoft entries for 8/31 pay period
Sunday, September 1
7:00 AM	Schools and Departments	Expenditure Type and GL Object Code Black Out begins
12:00 PM	Central Office	Office of Development file is received & posted. Fund Accounting posts investment and purchase AUG-2013 gifts
7:00 PM	Central Office	Complete Endowment Shortfall pullback, liquidation and final EFP Payout. Post by Aug-2013 Month-End Close
Wednesday, September 4
–––	Integrated Financial Systems Operations	Process 31-AUG-2013 payroll in Oracle
Thursday, September 5
6:00 AM	Schools and Departments	31-AUG-2013 payroll earnings are available on "daily" ReportMart3 reports
12:00 PM	Office of Development	Deadline for OOD review period file
5:00 PM	Labor Distribution Adjusters and Approvers	Deadline to originate LDA's for 31-AUG-2013 payroll Originate Labor Distribution Adjustments to clear Organization Suspense Accounts for 01-SEP-2012 through 31-AUG-2013 payroll – See How To: Clear Organization Suspense Accounts for Labor "SU LD Distribution Adjuster" responsibility disabled through September 20th
5:00 PM	iJournals Originators and Approvers	Originate and fully approve iJournals, including feeders for "Soft" Close Accrue payables related to expense in iJournals as required See Quick Steps: Create or Upload an iJournals Review and Approve Journal Entries
5:00 PM	iJournals Originators and Approvers Labor Distribution Adjusters and Approvers	Central iJournals, Core Journals input and approval cutoff LDA approval cutoff OSA "sweep" process See New Quarterly Organization Suspense Accounts Clearing Policy
11:59 PM	Schools and Departments	August 2013 Month-End "Soft" Close (MEC) Complete

Year-End Expenditure Close: September 6 – 11
Deadline	Who	Description
Friday, September 6
3:00 AM	Schools and Departments	Miscellaneous AR Invoices complete AR Process of August 2013 receipts continues for Sponsored Awards
6:00 AM	Schools and Departments	Daily reporting based on AUG-2013 "Soft" close will be available online Organizational Hierarchy updates for 9/01/13 complete
12:00 PM (Noon)	Schools and Departments	AR open Aug-2013 Receipts ONLY
Monday, September 9
12:00 PM (Noon)	Central Office	AR: Finalized AR invoice AR Post Aug-2013 Receipts Cutoff
11:59 PM	Central Office	AUG-2013 AR period is closed SEP-2013 AR period is open
Tuesday, September 10
5:00 PM	iJournals Originators (with Specialist responsibility) and Approvers	Specialist iJournal & iBudget input final cutoff, including HOSP files
Wednesday, September 11
5:00 PM	iJournals Originators (with Central responsibility) and Approvers	Central iJournal input and approval final cutoff
5:00 PM	Central Office	Core Journal input and approval final cutoff AR Revenue finalized for FY13
11:59 PM	Central Office	Fixed Assets Close Deadline
–––	Schools and Departments	Year-End "Hard" Close (YEC) for Expenditures Complete

Year-End Fund Transfer Close: September 12 – 19
Deadline	Who	Description
Thursday, September 12
6:00 AM	Schools and Departments	Daily reporting based on Year-End Expenditure Close (including August Month-End Close results) will be available online PTA Maintenance Blackout ends
7:00 AM	Schools and Departments	PTA Maintenance Blackout ends
Tuesday, September 17
5:00 PM	Budget Officers	Submit Final Fund Transfers to Fund Accounting from schools and departments (ADI or iJournal Fund Transfers) See How To: Request a Fund Transfer
5:00 PM	Central Office	Fund Accounting: Share price calculation finalized
Wednesday, September 18
7:00 PM	Central Office	Final Core Journals input & approval cutoff (Fund Accounting)
Thursday, September 19
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

Post-Close Activities: September 20 – October 31
Who	Description
Friday, September 20
Schools and Departments	FY14 Opens for all modules (Open ADJB-2013, SEP-2013, ER Budget FY14) Encumbrance processing restarts SEPT 2013 Activity Processing in GA/GL Begins
Saturday, September 21
Labor Distribution Adjusters and Approvers	"SU LD Distribution Adjuster" responsibility reactivated See How To: Create Salary Distribution Adjustment in LD and How To: Review and Approve Labor Distribution Adjustments
Wednesday, October 31
Schools and Departments	End freeze period for requesting new or changes to Expenditure Types and Object Codes.

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

Stanford University - Gateway to Financial Activities

Skip Links

Helpful Links

Contacts for Staff

Resources: FY13 Year-End Close Schedule