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Accounts Payable Announcements Archive

Feb262024
Financial Affairs Website: Planned Outage on 3/3/24 from 2:30am - 5:30am
The Financial Affairs website will be unavailable for 3 hours on Sunday morning, March 3rd, from 2:30am to 5:30am for scheduled system maintenance. This will impact access to systems such as CruzBuy, CruzPay, CruzFly, ERS, and FIS. Please plan accordingly and contact finaff-tech@ucsc.edu with any questions.​
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Oct102023
Moving Expense Submission​
To ensure that our Payroll team has adequate time to process moving expense reimbursement transactions during calendar year 2023 and to comply with applicable year-end tax reporting deadlines, please submit all approved moving expense reimbursement forms and supporting documentation by November 9th to newhirerelocation@ucsc.edu.

Moving expense reimbursement paperwork is initially reviewed and approved within Accounting before documentation is submitted to Payroll. Reimbursement paperwork submitted after this date will be processed during calendar year 2024.

If you have any questions, please contact newhirerelocation@ucsc.edu.
Oct22023
Travel Funding Restrictions Lifted
Seven years ago, the California legislature passed Assembly Bill (AB) 1887, which prohibited the use of State funds for UC travel associated with certain banned states. This law was repealed on September 13th this year via Senate Bill (SB) 447.

The UC Office of the President announced on 10/02/23 that all travel funding restrictions related to the banned states have been lifted as of the repeal effective date (9/13/23).
May102023
Fiscal Year 2022-2023 Year-End Closing Schedule
Our current fiscal year, FY23, will end on June 30, 2023. As we near this closing date, it is important for Divisions/Units/Departments to review recharge and purchasing requirements, and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2022-2023 Schedule.
Oct122022
Moving Expense Submission
To ensure that our Payroll team has adequate time to process moving expense reimbursement transactions during calendar year 2022 and to comply with applicable year-end tax reporting deadlines, please submit all approved moving expense reimbursement forms and supporting documentation by November 10th to newhirerelocation@ucsc.edu.

Moving expense reimbursement paperwork is initially reviewed and approved within Accounting before documentation is submitted to Payroll.
Reimbursement paperwork submitted after this date will be processed during calendar year 2023.

If you have any questions, please contact newhirerelocation@ucsc.edu.
Jul72022
Fiscal Year 2021-2022 Year-End Closing Schedule
Fiscal Year 2021-2022 has closed, except for central office accrual activity.

The annual budget carryforward process is scheduled for Tuesday August 2nd, 2022. Remaining FY22 budget balances will be carried forward to FY23.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2021-2022 Schedule.
May102022
Fiscal Year 2021-2022 Year-End Closing Schedule
Our current fiscal year, FY22, will end on June 30, 2022. As we near this closing date, it is important for Divisions/Units/Departments to review recharge and purchasing requirements, and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.​

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2021-2022 Schedule.
Oct252021
Moving Expense Submission
To ensure that our Payroll team has adequate time to process moving expense reimbursement transactions during calendar year 2021 and to comply with applicable year-end tax reporting deadlines, please submit all moving expense reimbursements to FAST by November 1st. Moving expense reimbursement paperwork is initially reviewed and approved within Accounting before documentation is submitted to Payroll.

Reimbursement paperwork submitted after this date will likely be processed during calendar year 2022.

If you have any questions, please contact newhirerelocation@ucsc.edu.
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Oct202020
Moving Expense Submission
To ensure that our Payroll team has adequate time to process moving expense reimbursement transactions during calendar year 2020 and to comply with applicable year-end tax reporting deadlines, please submit all approved moving expense reimbursement forms and supporting documentation by the dates shown immediately below to newhirerelocation@ucsc.edu. Moving expense reimbursement paperwork is initially reviewed and approved within Accounting before documentation is submitted to Payroll.

Biweekly employees – please submit by November 3rd

Monthly paid employees – please submit by November 12th

Reimbursement paperwork submitted after this date will be processed during calendar year 2021.


If you have any questions, please contact newhirerelocation@ucsc.edu.
Aug192020
Financial Affairs Response Times Impacted
As with many campus units, there are a significant number of Financial Affairs staff impacted by the CZU Lightning Complex Fire. Response times for all Financial Affairs departments may be slower than usual. Be safe, everyone.
Jun12020
The New DocuSign Enabled Direct Payment Web Form Has Arrived
The familiar Direct Payment PDF form has now been reimagined as a web based form, complete with DocuSign integration.

This new web form provides for a guided experience in filling out the form, as well as dynamic workflow routing via DocuSign for review and approval. The FAST/AP department will automatically receive Direct Payment form submissions electronically once they have been signed by all required parties, further expediting this process. The new Direct Payment web form can be accessed from within our Forms Directory, where the original PDF version will continue to be available for the time being. Please contact the FAST/AP department, at aphelp@ucsc.edu, with questions regarding the Direct Payment process. Our Financial Affairs Technology team will be standing by, at finaff-tech@ucsc.edu, to assist with questions or issues surrounding the web form or DocuSign platforms.
Apr132020
Financial Affairs Response to COVID-19
During this unprecedented time, our entire UCSC community has been directly impacted by the magnitude of the global COVID-19 crisis. Many temporary adjustments have been, and continue to be, made to our financial policy and processes in order to accommodate our UCSC community and to help our campus navigate this difficult period.

For more information on the response and related resources, please visit our Financial Affairs Response to COVID-19 page.
Mar102020
Coronavirus (COVID-19) Related Travel Reimbursements
Important information about reimbursements for business travel cancellations caused by the coronavirus (COVID-19) is available on this special reimbursement resource page. For regular reimbursement information, please visit the UCSC Travel Process page.
Oct82019
Moving Expense Submission
To ensure that our Payroll team has adequate time to process moving expense reimbursement transactions during calendar year 2019 and to comply with applicable year-end tax reporting deadlines, please submit all moving expense reimbursements to FAST by November 1st. Moving expense reimbursement paperwork is initially reviewed and approved within Accounting before documentation is submitted to Payroll.

Reimbursement paperwork submitted after this date will likely be processed during calendar year 2020.

If you have any questions, please contact newhirerelocation@ucsc.edu.
May32019
Fiscal Year 2018-2019 Year-End Closing Schedule
Our current fiscal year, FY19, will end on June 30, 2019. As we near this closing date, it is important for Divisions/Units/Departments to review recharge and purchasing requirements, and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2018-2019 Schedule.
Oct122018
Moving Expense Submission
To ensure that our Payroll team has adequate time to process moving expense reimbursement transactions during calendar year 2018 and to comply with applicable year-end tax reporting deadlines, please submit all moving expense reimbursements to FAST by November 1st. Moving expense reimbursement paperwork is initially reviewed and approved within Accounting before documentation is submitted to Payroll.

Reimbursement paperwork submitted after this date will likely be processed during calendar year 2019.

If you have any questions, please contact newhirerelocation@ucsc.edu.
May22018
Fiscal Year 2017-2018 Year-End Closing Schedule
Our current fiscal year, FY18, will end on June 30, 2018. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2017-2018 Schedule.
Oct22017
Moving Expense Submission
To ensure that our Payroll and Accounts Payable teams have adequate time to process moving expense reimbursement transactions during calendar year 2017 and to comply with the year-end tax reporting deadlines, please submit all moving expense reimbursements to FAST by November 1st.

Reimbursement paperwork submitted after this date will likely be processed during calendar year 2018.

If you have any questions, please contact newhirerelocation@ucsc.edu.

Apr282017
Fiscal Year 2016-2017 Year-End Closing Schedule
Our current fiscal year, FY17, will end on June 30, 2017. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2016-2017 Schedule.
Jan242017
IRS 1099-MISC Forms
​IRS 1099-MISC forms will be issued to those vendors who provided services to the University in 2016 and received total payments of $600 or more. The forms will be mailed to the current address on file on or before 1/31/2017.
Oct192016

2016 Moving Expenses
To insure that our Payroll and Accounts Payable teams have adequate time to process moving expense reimbursement transactions during calendar year 2016 and to comply with the year-end tax reporting deadlines, please submit all moving expense reimbursements to FAST by November 1st. Reimbursement paperwork submitted after this date will likely be processed during calendar year 2017. If you have any questions, please contact newhirerelocation@ucsc.edu

Jul12016

CruzBuy Goes ERF-less!
ERFs are no longer required for meal-related purchases made solely through CruzBuy. More detail on changes to the entertainment reporting process can be found here. For questions, contact entertainmenthelp@ucsc.edu.

May62016

Fiscal Close 2015-2016 Calendar Now Available
The annual Fiscal Close Calendar for 2015-16 is now available. Click here to be redirected.

Jan12016

IRS 1099-MISC Forms:
​IRS 1099-MISC forms will be issued to those vendors who provided services to the University in 2015 and received total payments of $600 or more. The forms will be mailed to the current address on file on or before 1-30-2016.

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