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Date Description
Tuesday, April 30, 2024
6:30 pm

GLJE Appropriated Transfer Recurring (ATR) must be completed for FY24. ATR entries not allowed again until July 1 for FY25.

Friday, May 31, 2024
(All day)

WhoKey Budget & Balance Closeout worksheet updates are due to Accounting & Financial Reporting. Email to: AFR-Cash-Investment@uiowa.edu

Thursday, June 6, 2024
(All day)

Travel Expense vouchers to be recorded in FY24 for travel completed prior to June 1 must be in the Accounts Payable & Travel department by the end of today. This includes eVouchers for travel.

Tuesday, June 11, 2024
5:00 pm

The biweekly payroll for the period 5/26 through 6/8 with a check date of 6/18 is due to the Payroll Office and will be charged against FY24 in June Close (period 12).

Friday, June 14, 2024
(All day)

Check for due dates of University of Iowa Center for Advancement expense claims for transfer of funds to University gift accounts.

For account administration questions, contact the UICA Financial Services Team:

Barbara Steffen
Account Administrator Main Campus
TEL: 319-467-3882
EMAIL:barbara.steffen@foriowa.org

Natasha Houselog
Account Administrator Health Sciences
TEL: 319-467-3662
EMAIL:natasha.houselog@foriowa.org

Friday, June 14, 2024
(All day)

General Stores June special orders made through the Preq catalogue or eBuy system by 6/14 will be included in FY24 accounting.

Friday, June 14, 2024
4:30 pm

ProTrav Travel Vouchers for June travel, EXCEPT the last week of June, that must be processed to FY24 should be in the Accounts Payable & Travel department.

Friday, June 14, 2024
4:30 pm

Orders to vendors outside the University must be received at the Purchasing department to be charged to FY24. Submit requisitions $50,000 and greater well in advance of 6/14 to assure the processing of competitive bids and approval of requisitions before the end of the fiscal year.

Monday, June 17, 2024
4:30 pm

Procurement Card transactions with a post date on or before 6/17 will be processed within FY24.

Tuesday, June 18, 2024
(All day)

All Purchasing requisitions received after today should identify either FY24 or FY25 to be charged.

Monday, June 24, 2024
5:00 pm

ITS charges for Telecommunications, Software, Servers, Storage, Web & Application Development and Other Services through 6/24 will be included in FY24 accounting.

Monday, June 24, 2024
5:00 pm

Retroactive accounting-only Change of Status forms must be submitted in the HR Transaction system and completed through workflow for Payroll Services to process COS and post associated PayCV entries in period 12, FY24.

Tuesday, June 25, 2024
5:00 pm

The biweekly payroll for the period 6/9 through 6/22 with a check date of 7/2 is due to the Payroll Office and will be charged against FY25 in July (period 1) using the FY25 fringe rates. Charges will be accrued centrally for FY24 reporting.

Wednesday, June 26, 2024
4:30 pm

ProTrav Travel Vouchers (for travel occurring after 6/1) must be completed through workflow and documentation submitted to the Accounts Payable & Travel department to process for FY24.

Thursday, June 27, 2024
4:00 pm

Request for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 12, FY24.

Thursday, June 27, 2024
4:00 pm

PayCV Retroactive Cost Transfer Justification > 90 days forms for grants must be submitted to Grant Accounting Office to post PayCV entries to period 12, FY24.

Thursday, June 27, 2024
4:30 pm

eVouchers payable to outside vendors must be completed through workflow and all documentation submitted to the Accounts Payable & Travel department to process for FY24.

Friday, June 28, 2024
4:00 pm

All cash receipts must be deposited at the bank.

Friday, June 28, 2024
4:00 pm

Printing Services & Document Services June charges of completed jobs through 6/28 will be included in FY24 accounting.

Friday, June 28, 2024
4:30 pm

PO & eBuy encumbrance removal requests must be submitted to Purchasing Operations. Email to: purch-pos@uiowa.edu

Friday, June 28, 2024
4:30 pm

June Procurement Card vouchers must be completed (approved in workflow) to be processed for FY24 and will post to the MFKs listed on the voucher. Procurement Card Vouchers not complete (still in workflow, voucher has an audit error or voucher not reconciled) by 6/30 will post to the cardholder's "default" account. The default entry can be reversed up until 7/8 once the voucher has been approved in workflow and approved by the Accounts Payable & Travel department.

Friday, June 28, 2024
5:00 pm

Fleet Services June orders through 6/28 will be included in FY24 accounting.

Sunday, June 30, 2024
(All day)

Facilities Management June orders and Planning, Design & Construction June orders for labor charges through 6/30 will be included in FY24 accounting.

Sunday, June 30, 2024
4:00 pm

General Stores June orders made through the PReq catalogue or eBuy system by 4pm will be included in FY24 accounting.

Sunday, June 30, 2024
4:30 pm

Any PReq transaction entered & approved under $10,000 will be encumbered for FY24 if received & approved by today.

Sunday, June 30, 2024
6:30 pm

GLJE Appropriated Non-Recurring Transfers (ATN) must be submitted for regular June Close (period 12). The application is offline after 6:30 p.m.

Sunday, June 30, 2024
6:30 pm

GLJE application journal entries must be submitted for regular June Close (period 12). The application is offline after 6:30 p.m.

Sunday, June 30, 2024
6:30 pm

WebCV and PayCV journal entries must be submitted for regular June Close (period 12). The applications are offline after 6:30 p.m.

Monday, July 1, 2024
(All day)

PReqs entered and approved < $10,000 should have final departmental approval on 7/1 or later to prevent encumbering to FY24.

Monday, July 1, 2024
7:00 am

GLJE application available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY24 Preliminary Close and July FY25 accounting periods by selecting the appropriate button.

Monday, July 1, 2024
7:00 am

WebCV and PayCV applications available for Preliminary Close (period 13) entries submitted between July 1 and July 11.

Monday, July 1, 2024
7:00 am

GLJE Appropriated Non-Recurring Transfers (ATN) available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY24 Preliminary Close and July FY25 accounting periods by selecting the appropriate button.

Monday, July 1, 2024
7:00 am

GLJE Appropriated Recurring Transfers (ATR) available for FY25 entries.

Monday, July 1, 2024
10:30 am

eDeposit entries submitted prior to 10:30 a.m. will be booked to FY24 in the general ledger only for those entries that have been reconciled with bank deposits. Unreconciled eDeposit entries will carry forward and post to FY25. The application is unavailable after 10:30am until all reconciliation work is complete.

Monday, July 1, 2024
5:00 pm

For year-end reporting purposes ONLY, Accounting & Financial Reporting posts journal 9ENCDATENT to remove blanket order & contract encumbrances. The journal posts to regular June Close (period 12) and appears on General Ledger transaction reports as well as impacting balance reports.

Tuesday, July 2, 2024
(All day)

GLDSS monthly tables loaded, verified and online reports available regular June Close (period 12).

Tuesday, July 2, 2024
(All day)

Transaction Detail Reports (TDR) & EFR Summary Reports distributed/available regular June Close (period 12).

Tuesday, July 2, 2024
(All day)

Grant Reports distributed regular June Close (period 12).

Wednesday, July 3, 2024
(All day)

GLDSS first daily data available for Preliminary Close (period 13).

Monday, July 8, 2024
4:30 pm

June Pcard vouchers approved in workflow and by Accounts Payable & Travel posted to the default MFK can be moved (reversed) from the default MFK to the MFK on the voucher in Preliminary Close (period 13) up through this day.

Tuesday, July 9, 2024
5:00 pm

The biweekly payroll for the period 6/23 through 7/6 with a check date of 7/16 is due to the Payroll Office and will be charged against FY25 in July (period 1) using the FY25 fringe rates. The payroll amounts for 6/23-6/30 will be accrued centrally for FY24 reporting..

Tuesday, July 9, 2024
5:00 pm

Retroactive accounting-only Change of Status forms must be submitted in the HR Transaction system and completed through workflow for Payroll Services to process COS and post associated PayCV entries to period 13, FY24.

Wednesday, July 10, 2024
4:00 pm

Encumbrance error corrections impacting FY24 must be reported to Accounting & Financial Reporting (AFR). Email to: as-efr@uiowa.edu.Correction journal entries will ONLY be processed for errors that occur during June AND are for appropriated funds (050-060, 190-239).

Wednesday, July 10, 2024
5:00 pm

Request for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 13, FY24.

Wednesday, July 10, 2024
5:00 pm

PayCV Retroactive Cost Transfer Justification > 90 days forms for grant accounts must be submitted by today to Grant Accounting Office to post to period 13, FY24.

Thursday, July 11, 2024
(All day)

WhoKey Budget Close-out at the departmental level (Option D) journal posted.

Thursday, July 11, 2024
5:00 pm

GLJE Appropriated Non-Recurring Transfers (ATN) for Preliminary Close (period 13) must be submitted by today.

Thursday, July 11, 2024
5:00 pm

WebCV, PayCV and GLJE journals for Preliminary Close (period 13) must be submitted by today.

Friday, July 12, 2024
(All day)

GLDSS monthly tables loaded, verified and online reports available Preliminary Close (period 13).

Friday, July 12, 2024
(All day)

Transaction Detail Reports (TDR) & Summary Reports distributed/available for Preliminary Close (period 13). TDRs have WebCV functionality available. The reconciliation and comments functionality are disabled. Period 13 TDRs cannot be reconciled and period 13 activity is combined with period 14 TDRs to be reconciled.

Friday, July 12, 2024
(All day)

Grant Reports distributed Preliminary Close (period 13).

Friday, July 12, 2024
7:00 am

WebCV, PayCV and GLJE applications available for Final Close (period 14) entries. Period 14 security approved by Collegiate and Auxiliary Business Officers is invoked for submitting entries.

Friday, July 12, 2024
7:00 am

GLJE Appropriated Non-Recurring Transfers (ATN) available for Final Close (period 14) or July entries. Users can choose between FY24 Final Close and July FY25 accounting periods by selecting the appropriate button. Period 14 security approved by Collegiate and Auxiliary Business Officers is invoked for submitting entries.

Saturday, July 13, 2024
(All day)

GLDSS first daily data available for Final Close (period 14).

Monday, July 15, 2024
5:00 pm

Retroactive accounting-only Change of Status forms must be submitted by today in the HR transaction system, completed through workflow, have Business Officer approval and Payroll Services contacted (Email to: stacey-halverson@uiowa.edu) to process COS & post associated PayCV entries in period 14, FY24.

Monday, July 15, 2024
5:00 pm

Request for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 14, FY24.

Monday, July 15, 2024
5:00 pm

PayCV Retroactive Cost Transfer Justification > 90 days forms for grant accounts must be submitted by today to Grant Accounting Office to post to period 14, FY24.

Tuesday, July 16, 2024
5:00 pm

GLJE Appropriated Transfer Non-Recurring (ATN) for Final Close (period 14) must be submitted by today.

Tuesday, July 16, 2024
5:00 pm

WebCV, PayCV and GL Journal Entry journals for Final Close (period 14) must be submitted by today.

Wednesday, July 17, 2024
(All day)

WebCV application available for July entries.

Wednesday, July 17, 2024
(All day)

PayCV application available for July entries.

Wednesday, July 17, 2024
(All day)

WhoKey Budget Close-out at the Org level (Option A) journal posted.

Wednesday, July 17, 2024
(All day)

WhoKey Balance Close-out to move balances as of the Final Close (Option F) journal posted.

Wednesday, July 17, 2024
(All day)

WhoKey Close-out Medicine (Option M) and Dentistry (Option T) journals posted.

Monday, July 22, 2024
(All day)

GLDSS monthly tables loaded, verified and online reports available for Final Close (period 14).

Tuesday, July 23, 2024
(All day)

Transaction Detail Reports (TDR) & Summary Reports distributed/available for Final Close (period 14). All standard TDR functionality is available. Account Reviewers are required to reconcile period 14 TDRs, which includes both period 13 & 14 transactions.

Tuesday, July 23, 2024
(All day)

Grant Reports distributed Final Close (period 14) and includes both period 13 & 14 transactions.

Wednesday, July 24, 2024
(All day)

GLDSS daily July FY25 online reports are projected to include balance forward data from the EOY roll-forward process.

Wednesday, July 31, 2024
6:30 pm

All entries due from web applications to the general ledger

Thursday, August 1, 2024
(All day)

End of month processing for General Ledger. CumComp DSS tables loaded, verified and online reports available.

Friday, August 2, 2024
(All day)

Monthly Transaction Detail Reports (TDR) and Grant Summary Reports distributed in Electronic Financial Reports (EFR) portal.  EFR Summary Reports available. GLDSS tables loaded and online reports available.

Saturday, August 31, 2024
6:30 pm

All entries due from web applications to the general ledger

Tuesday, September 3, 2024
(All day)

End of month processing for General Ledger.  CumComp DSS tables loaded, verified and online reports available.

Wednesday, September 4, 2024
(All day)

Monthly Transaction Detail Reports (TDR) and Grant Summary Reports distributed in Electronic Financial Reports (EFR) portal.  EFR Summary Reports available. GLDSS tables loaded and online reports available.