Year-End FY23 Close
Back to summary of all deadlines.
Fiscal Year End Close 2023 Accounting Period Summary and Contact Information
Timetable and Reminders for Closing Fiscal Year 2023 (Memo)
Fiscal Year End Close 2023 Accounting Period Deadlines Key Dates
Date | Description |
---|---|
Sunday, April 30, 20236:30 pm |
GLJE Appropriated Transfer Recurring (ATR) must be completed for FY23. ATR entries not allowed again until July 1 for FY24. |
Friday, May 26, 2023(All day) |
WhoKey Budget & Balance Closeout worksheet updates are due to Accounting & Financial Reporting. Email to: AFR-Cash-Investment@uiowa.edu |
Wednesday, May 31, 2023(All day) |
Check for due dates of University of Iowa Center for Advancement payment authorizations for transfer of funds to University gift accounts. For account administration questions, contact the UICA Financial Services Team: Barbara Steffen
Natasha Houselog |
Tuesday, June 6, 2023(All day) |
Travel Expense vouchers to be recorded in FY23 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 13, 20235:00 pm |
The biweekly payroll for the period 5/28 through 6/10 with a check date of 6/20 is due to the Payroll Office and will be charged against FY23 in June Close (period 12). |
Wednesday, June 14, 2023(All day) |
General Stores June special orders made through the Preq catalogue or eBuy system by 6/14 will be included in FY23 accounting. |
Wednesday, June 14, 20234:30 pm |
ProTrav Travel Vouchers for June travel, EXCEPT the last week of June, that must be processed to FY23 should be in the Accounts Payable & Travel department. |
Thursday, June 15, 20234:30 pm |
Procurement Card transactions with a post date on or before 6/15 will be processed within FY23. |
Friday, June 16, 2023(All day) |
All Purchasing requisitions received after today should identify either FY23 or FY24 to be charged. |
Friday, June 16, 20234:30 pm |
Orders to vendors outside the University must be received at the Purchasing department to be charged to FY23. Submit requisitions $50,000 and greater well in advance of 6/16 to assure the processing of competitive bids and approval of requisitions before the end of the fiscal year. |
Saturday, June 24, 20235:00 pm |
ITS charges for Telecommunications, Software, Servers, Storage, Web & Application Development and Other Services through 6/24 will be included in FY23 accounting. |
Monday, June 26, 20235:00 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, FY23. |
Tuesday, June 27, 20235:00 pm |
The biweekly payroll for the period 6/11 through 6/24 with a check date of 7/5 is due to the Payroll Office and will be charged against FY24 in July (period 1) using the FY24 fringe rates. Charges will be accrued centrally for FY23 reporting. |
Wednesday, June 28, 20234:30 pm |
ProTrav Travel Vouchers (for travel occurring after 6/14) must be completed through workflow and documentation submitted to the Accounts Payable & Travel department to process for FY23. |
Thursday, June 29, 20234:00 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, FY23. |
Thursday, June 29, 20234:00 pm |
Request for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 12, FY23. |
Thursday, June 29, 20234:30 pm |
PO & eBuy encumbrance removal requests must be submitted to Purchasing Operations. Email to: purch-pos@uiowa.edu |
Thursday, June 29, 20234:30 pm |
eVouchers payable to outside vendors must be completed through workflow and all documentation submitted to the Accounts Payable & Travel department to process for FY23. |
Thursday, June 29, 20234:30 pm |
June Procurement Card vouchers must be completed (approved in workflow) to be processed for FY23 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 7/12 once the voucher has been approved in workflow and approved by the Accounts Payable & Travel department. |
Friday, June 30, 2023(All day) |
Facilities Management June orders and Planning, Design & Construction June orders for labor charges through 6/30 will be included in FY23 accounting. |
Friday, June 30, 20234:00 pm |
All cash receipts must be deposited at the bank. |
Friday, June 30, 20234:00 pm |
Printing Services & Document Services June charges of completed jobs through 6/30 will be included in FY23 accounting. |
Friday, June 30, 20234:00 pm |
General Stores June orders made through the PReq catalogue or eBuy system by 4pm will be included in FY23 accounting. |
Friday, June 30, 20234:30 pm |
Any PReq transaction entered & approved under $10,000 will be encumbered for FY23 if received & approved by today. |
Friday, June 30, 20235:00 pm |
Fleet Services June orders through 6/30 will be included in FY23 accounting. |
Friday, June 30, 20236:30 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. |
Friday, June 30, 20236:30 pm |
GLJE application journal entries must be submitted for regular June Close (period 12). The application is offline after 6:30 p.m. |
Friday, June 30, 20236:30 pm |
WebCV and PayCV journal entries must be submitted for regular June Close (period 12). The applications are offline after 6:30 p.m. |
Saturday, July 1, 2023(All day) |
PReqs entered and approved < $10,000 should have final departmental approval on 7/1 or later to prevent encumbering to FY23. |
Saturday, July 1, 20237:00 am |
WebCV and PayCV applications available for Preliminary Close (period 13) entries submitted between July 1 and July 13. |
Saturday, July 1, 20237:00 am |
GLJE Appropriated Non-Recurring Transfers (ATN) available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY23 Preliminary Close and July FY24 accounting periods by selecting the appropriate button. |
Saturday, July 1, 20237:00 am |
GLJE Appropriated Recurring Transfers (ATR) available for FY24 entries. |
Saturday, July 1, 20237:00 am |
GLJE application available for Preliminary Close (period 13) or July entries beginning on July 1. Users can choose between FY23 Preliminary Close and July FY24 accounting periods by selecting the appropriate button. |
Saturday, July 1, 20235:00 pm |
Accounting & Financial Reporting removes blanket order encumbrances from the regular June Close (period 12) Transaction Detail Reports (TDR) for year-end reporting. |
Monday, July 3, 202310:30 am |
eDeposit entries submitted prior to 10:30 a.m. will be booked to FY23 in the general ledger only for those entries that have been reconciled with bank deposits. Unreconciled eDeposit entries will carry forward and post to FY24. The application is unavailable after 10:30am until all reconciliation work is complete. |
Wednesday, July 5, 2023(All day) |
GLDSS monthly tables loaded, verified and online reports available regular June Close (period 12). |
Wednesday, July 5, 2023(All day) |
Transaction Detail Reports (TDR) & EFR Summary Reports distributed/available regular June Close (period 12). |
Wednesday, July 5, 2023(All day) |
Grant Reports distributed regular June Close (period 12). |
Thursday, July 6, 2023(All day) |
GLDSS first daily data available for Preliminary Close (period 13). |
Tuesday, July 11, 20235:00 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, FY23. |
Tuesday, July 11, 20235:00 pm |
The biweekly payroll for the period 6/25 through 7/8 with a check date of 7/18 is due to the Payroll Office and will be charged against FY24 in July (period 1) using the FY24 fringe rates. The payroll amounts for 6/25-6/30 will be accrued centrally for FY23 reporting.. |
Wednesday, July 12, 20234:00 pm |
Encumbrance error corrections impacting FY23 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 12, 20234:30 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. |
Wednesday, July 12, 20235:00 pm |
Request for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 13, FY23. |
Wednesday, July 12, 20235:00 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, FY23. |
Thursday, July 13, 2023(All day) |
WhoKey Budget Close-out at the departmental level (Option D) journal posted. |
Thursday, July 13, 20235:00 pm |
GLJE Appropriated Non-Recurring Transfers (ATN) for Preliminary Close (period 13) must be submitted by today. |
Thursday, July 13, 20235:00 pm |
WebCV, PayCV and GLJE journals for Preliminary Close (period 13) must be submitted by today. |
Friday, July 14, 2023(All day) |
GLDSS monthly tables loaded, verified and online reports available Preliminary Close (period 13). |
Friday, July 14, 2023(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 14, 2023(All day) |
Grant Reports distributed Preliminary Close (period 13). |
Friday, July 14, 20237:00 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 14, 20237:00 am |
GLJE Appropriated Non-Recurring Transfers (ATN) available for Final Close (period 14) or July entries. Users can choose between FY23 Final Close and July FY24 accounting periods by selecting the appropriate button. Period 14 security approved by Collegiate and Auxiliary Business Officers is invoked for submitting entries. |
Saturday, July 15, 2023(All day) |
GLDSS first daily data available for Final Close (period 14). |
Monday, July 17, 20235:00 pm |
Request for Non-Grant Retroactive PayCV forms must be submitted to Accounting & Financial Reporting to post PayCV entries to period 14, FY23. |
Monday, July 17, 20235:00 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, FY23. |
Monday, July 17, 20235:00 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, FY23. |
Tuesday, July 18, 20235:00 pm |
GLJE Appropriated Transfer Non-Recurring (ATN) for Final Close (period 14) must be submitted by today. |
Tuesday, July 18, 20235:00 pm |
WebCV, PayCV and GL Journal Entry journals for Final Close (period 14) must be submitted by today. |
Wednesday, July 19, 2023(All day) |
WhoKey Budget Close-out at the Org level (Option A) journal posted. |
Wednesday, July 19, 2023(All day) |
WhoKey Balance Close-out to move balances as of the Final Close (Option F) journal posted. |
Wednesday, July 19, 2023(All day) |
WhoKey Close-out Medicine (Option M) and Dentistry (Option T) journals posted. |
Wednesday, July 19, 2023(All day) |
WebCV application available for July entries. |
Wednesday, July 19, 2023(All day) |
PayCV application available for July entries. |
Wednesday, July 26, 2023(All day) |
GLDSS monthly tables loaded, verified and online reports available for Final Close (period 14). |
Thursday, July 27, 2023(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. |
Thursday, July 27, 2023(All day) |
Grant Reports distributed Final Close (period 14) and includes both period 13 & 14 transactions. |
Friday, July 28, 2023(All day) |
GLDSS daily July FY24 online reports are projected to include balance forward data from the EOY roll-forward process. |