2019-2020 Fiscal Close Procedures for Travel Accounting

  • June 12, 2020

Attention all travel preparers, please be aware of these important dates and procedures related to travel and entertainment reimbursements and expenses.

TRAVEL ACCOUNTING PHONE HOURS

The Travel Accounting office is currently working remotely and can be reached via email at [email protected].

Please refer to these instructions on submitting invoices electronically during remote operations.

  1. Travel & Entertainment expenses concluded prior to June 1st must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 5th to be processed for Fiscal Year 2019-20. Express reimbursements that have been "returned for more information" on or before June 5th must be submitted back into the Travel Accounting queue by 5 p.m. Friday, June 12th to be processed for Fiscal Year 2019-20.
  2. Travel & Entertainment expenses concluded between June 1st and June 5th must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 12th to be processed for Fiscal Year 2019-20. Express reimbursements that have been "returned for more information" on or before June 12th must be submitted back into the Travel Accounting queue by 5 p.m. Friday, June 19th to be processed for Fiscal Year 2019-20.  
  3. Travel & Entertainment expenses concluded between June 6th and June 12th must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 19th to be processed for Fiscal Year 2019-20. Express reimbursements that have been "returned for more information" on or before June 19th must be submitted back into the Travel Accounting queue by 5 p.m. Friday, June 26th to be processed for Fiscal Year 2019-20.  
  4. Travel & Entertainment expenses concluded between June 13th and June 26th must be received in the Express Travel Accounting queue (reimbursements) or Travel Accounting office (vendor invoices) for processing by 5 p.m. Friday, June 26th to be processed for Fiscal Year 2019-20. Express reimbursements that have been "returned for more information" on or before June 26th must be submitted back into the Travel Accounting queue by 5 p.m. Thursday, July 2nd to be processed for Fiscal Year 2019-20.  
  5. Direct bill payments for airfare must be submitted to UC Travel and ticketed by 3 p.m. Friday, June 26th to be processed for Fiscal Year 2019-20. Any payments made after 3 p.m. on June 26th will be processed with an effective date in the new fiscal year. 
  6. Travel and Entertainment expenses (reimbursements and vendor invoices) submitted after 5 p.m. on Friday, June 26th will be processed with an effective date in the new fiscal year.  

* Due to the high volume of transactions received during fiscal close, we ask that all expenses are submitted as soon as possible. Invoices and reimbursements not received by the specified due date may not be processed for Fiscal Year 2019-20.  

** Transactions processed by Travel Accounting before 5 p.m., July 6th will be posted to the general ledger in Fiscal Year 2019-20. Therefore, you will need to review your ledgers to be sure that all expenses relating to 2019-20 have been properly recorded. If any invoices are not recorded on the ledger and you would like to accrue charges, you may submit an accrual journal to General Accounting by the appropriate deadline in order for that expense to show up on the preliminary general ledger.

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