SUBJECT:

Fiscal Closing - 1998/99 PPM 300-60

1998/99 fiscal closing instructions are available in PPM 300-60,
Fiscal Closing, at http://adminrecords.ucsd.edu/ppm/docs/300-60.html.
All Manual Holders, departmental bookkeepers and other personnel
involved in the Fiscal Closing process should become thoroughly
familiar with this issuance.

As in the past two years, there will be only two closing ledger
cycles, the Preliminary and the Final. The deadlines for entries
to the Preliminary ledger are included in Supplement I. No
departmental activity affecting 98/99 will be allowed after the
Preliminary Ledger cutoff dates. Any entries or corrections which
represent current year activity must be made by the appropriate
Preliminary Ledger dates.

Balances in the General Fund or other current unrestricted funds
will not lapse at the department level. Generally all such budget
balances, whether positive or negative, will automatically be carried
forward to the new fiscal year in the same department where they
resided as of year end. However, it is campus policy that academic
salary dollars (accounts 60xxxx) do not carry forward. Also, the
revised budget process does not change any budgetary controls which
may be required within specific Vice Chancellors' areas, which will
be specified in closing instructions provided by each Vice
Chancellor's Office.

In general, the June ledger cycle should be treated the same as any
other ledger cycle during the year, that is, no extraordinary effort
should be made to include entries in the June ledger, with the
following exceptions:

1. Self-Supporting activities should continue to record inventories
  and accruals as specified in instructions sent to those
  activities.

2. Special and Specific State Appropriations (funds 18xxxx, 199xxx,
  excluding 19900A) may lapse depending on the authorizing Agency
  and may require additional closing steps. Please contact
  Dona Napier (x44815) for more information on these funds.

3. Efforts should be made to correct material errors in the ledgers
  by the June Preliminary Ledger deadline.

In addition, normal monthly guidelines should be followed in processing
check requests, travel advances, petty cash reimbursements, etc., to
ensure timely reporting of University liabilities.

It is important that users study the PPM carefully in order to avoid
performing closing actions which may no longer be appropriate.

Please bring this material to the attention of those concerned.
Additional copies of this issuance can be obtained by printing the
pdf files provided at the end of each Supplement.
See http://adminrecords.ucsd.edu/ppm/docs/300-60.html. Questions
concerning fiscal closing may be directed to Steve Ste. Marie,
extension 44951, or Laurie Martin, extension 44992.

Nick Johnston Manager, General Accounting