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Payments & Reimbursements Announcements Archive

May282024
Scheduled Site Maintenance Complete
The site maintenance has been successfully completed, and full functionality has been restored.

This was a significant upgrade to the underlying service that powers our website.
If you notice any website issues, please contact the web team at finaff-tech@ucsc.edu.
May202024
Scheduled Site Maintenance and Content Freeze Over Memorial Day Weekend
Beginning Friday 5/24 @ 5:30pm through Tuesday 5/28 @ 7am the Financial Affairs website will be undergoing scheduled maintenance. While the site will remain available in a read-only mode, some services will be impacted.

Notably, the Entertainment Dashboard and ERF/MET forms will be unavailable during this scheduled maintenance period. If you have questions or issues regarding this maintenance, please contact the web team at finaff-tech@ucsc.edu.
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.​​​​
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.
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.
Jan132021
Change to Payment of Article Publishing Fees
Effective immediately, article publishing fees, publication charges, and page charges can now be paid either via Direct Payment web form or Pro-Card. A CruzBuy requisition will no longer be an acceptable payment method​.​​​​​​
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.
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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.
May142020
Payee Setup 204 Form Gets the DocuSign Treatment
We have reached the next milestone in the evolution of the Payee Setup 204 form simplification process. The form can still be accessed from our Forms Directory and the familiar Payee Setup 204 Form Helper page, though the classic PDF has now been replaced by a DocuSign template experience. More detail on this change and the new 204 process.​​

The new DocuSign PowerForm link will enable the user to initiate a DocuSign envelope for the Payee Setup 204 form by entering their full name and email address. Once the envelope has been created an email is sent to the user from which they can open the 204 form in DocuSign and begin filling it out. Once the form is filled and submitted, it will be routed to the Financial Accounting and Reporting (FAR) Office for review. After the form is reviewed by the FAR Office, and all necessary information is present, the reviewing member of the FAR Office will initial the form and complete the DocuSign form workflow. Payee Setup 204 forms will be processed in the order received, and should be on file in our financial system within 5-7 business days.​

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.​
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.
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.
Jan292018

​Recent Tax Law Affects Treatment of Moving Expenses and Gift Card Awards to Employees
Due to the passage of the 2017 Tax Cuts and Jobs Act, effective 1/1/18, Non-Cash Employee Gifts (gift cards and parking passes) and Moving Expenses are now considered taxable income to the recipient. UCOP is still exploring the full impact of the Tax Cuts and Jobs Act, and more details will follow. For now, please be aware of the following:

Non-Cash Employee Gifts: Gift Cards and Parking Passes
A gift card or one-month parking pass presented to an employee in recognition of achievement, length of service, or retirement is no longer considered to be a gift of tangible personal property under the Act. As a result, effective 1/1/18, they represent taxable, reportable compensation income to the recipient. Under current UC policy, an employee may not receive gifts of taxable, non-tangible personal property from the University. Because of this policy conflict, units are advised to avoid presenting gift cards or transit passes to an employee, if possible, until further information on UC policy changes and definitive guidance is received on how best to proceed.
Moving Expenses
Under the Act, all reimbursements paid to or payments made on behalf of an employee, on or after 1/1/18, for moving expenses, are considered taxable income to the employee. Previously, expenses for such things as moving and storing household goods, and shipping personal automobiles, were not tax reportable. Please consult with Accounting Services Director Ed Moran if your unit is faced with a relocation situation involving the payment and/or reimbursement of moving expenses.
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.