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Year-end Deadlines

Fiscal Closing 2021-2022

Dates may be updated based on COVID-19 activities impacting campus or CSU operations

STATE SIDE

The University’s fiscal year ends June 30. Departments need to be aware of closing deadlines to ensure that transactions are recorded in the appropriate fiscal year.

Important Dates

Deadline

Activity

Saturday,

April 30th

WORK ORDERS: Work performed by Facilities Management and finished by April 30, 2022, will be charged to the current fiscal year. Work performed by Facilities Management and finished after April 30, 2022, will be charged to the following fiscal year.

Contact: Marlowe Anderson at ext. 73702

Monday,

May 16th

All Purchase Requisitions for FY 21/22 must be approved, budget checked, and with all back-up documentation uploaded to CFS by May 16. Requisitions entered after this date must have a Requisition Date and Accounting Date of 7/1/22 and will be charged to FY 22/23.

In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu

Monday,

May 16th

Change Order/PO Closure Requests for FY 21/22 must be submitted through requisition or email by May 16. Requests to increase, decrease, or close POs received after May 16th will be processed after FIRMS posts in July.

In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu

Friday,

May 27th

ENTERPRISE VEHICLE CHARGES: Charges for Enterprise vehicle usage after May 27 will be charged to the following fiscal year.

Contact: Mona Sinha at ext. 73158  manorama.sinha@csusb.edu or Erika Takenaka at ext. 75146 erika.takenaka@csusb.edu

Friday,

May 27th

DIRECT EXPENDITURES: All requests for direct expenditures such as subscriptions, memberships, and hospitality expenses must be received in Accounts Payable

payables@csusb.edu by May 27.

 Contact: Amber Schneck at ext. 73159 or amber.schneck@csusb.edu

Friday,

May 27th

VENDOR INVOICES: All invoices for services and goods for FY 2021/2022 must be received in Accounts Payable (payables@csusb.edu) by May 27th. Any received after this date will be reviewed and accrued as time allows. 

Contact: Amber Schneck at ext. 73159 or amber.schneck@csusb.edu

Friday,

May 27th

PETTY CASH: Petty Cash is temporarily suspended due to COVID19. Please submit reimbursements for out-of-pocket expenses with the Accounts Payable office (payables@csusb.edu) using the Direct Expenditure Form. The Direct Expenditure form must be received by the Accounts Payable office by May 27th.

Contact: Amber Schneck at ext. 73159 or amber.schneck@csusb.edu 

Tuesday,

May 31st

TELEPHONE CHARGES: All telephone charges after May 31, 2022 will be charged to the following fiscal year.

 Contact: Marie Thomson at ext. 73333

Tuesday,

May 31st

CAMPUS STORES: Requisitions for items from Campus Stores to be charged to the 2021-22 budget must be received by Campus Stores by May 31st. Requisitions received after May 31st will be filled as soon as possible and will be charged to the following fiscal year.

Contact: John Salazar at ext. 73151

Tuesday,

May 31st

MAIL COSTS: All costs for mail processed after May 31st will be charged to the following fiscal year.

Mailing and Shipping costs incurred after May 31st will be charged to the following fiscal year.

 Contact: John Salazar at ext. 73151

Tuesday,

May 31st

PRINTING SERVICES: Requests will be accepted for the current fiscal year budget by Printing Services until Tuesday May 31. Requests received after Tuesday May 31 will be processed as soon as possible and charged to the following fiscal year.

Contact: Laura Sicklesteel at ext. 77692

Friday,

June 3rd

CONSTRUCTION COSTS: Requests affecting Capital Outlay/Construction/Group II Funds, including Request for Invoices, Chargebacks, and Transfer of Expenses must be submitted by Friday, June 3 in order to meet the State Controller’s Office deadlines.

Contact: michelle.bulaon@csusb.edu

Friday,

June 3rd

CPO REQUESTS: Requests for Cash Posting Orders (CPO) must be received in Accounting Services by Friday, June 3 in order to meet the Chancellor’s Office deadlines.

Contact: Maria Burlingame at mariab@csusb.edu

Thursday, June 9th 

HEERF CLAIMS:  Complete claims should be submitted by Thursday, June 9th, 2022, for the reimbursement to post in the current fiscal year.  Reimbursement for claims submitted after the June 9th deadline, will post in the next fiscal year.

Disclaimer: For priority consideration, please submit at your soonest convenience. Claims will be processed on a “first come, first served” basis.  Please note, incomplete claims and claims submitted closer to the deadline may delay approval and may not be processed until next FY.

Please submit to heerfclaims@csusb.edu or via your division’s shared drive.

Contact: Marlene Ambriz x77195

Thursday,

June 9th

REQUESTS FOR INVOICE: Requests for invoicing must be received in Accounting Services by Thursday, June 9. Requests received after this date may be processed after July 1 and reflected in the following fiscal year.

Contact: Melania Herndon at mherndon@csusb.edu

Thursday,

June 9th

TRANSFER OF EXPENSES: Requests for transfer of expenses must be received in Accounting Services by Thursday, June 9. Please keep in mind that transfer of expenses should occur in the same fiscal year that the original expense is incurred.

Contact: Crystal Galvan at crystal.galvan@csusb.edu

Thursday,

June 9th

REQUEST FOR CHARGEBACK: Requests for chargebacks must be received in Accounting Services by Thursday, June 9. Requests received after this date may be processed after July 1 and reflected as credits/debits in the following fiscal year.

Contact: Jacqueline Jegonia at jacqueline.jegonia@csusb,edu

Thursday,

June 9th

PAYROLL CUTOFF: All the payroll updates must be entered into the   SCO System by June 16 for FY 2021/2022. All documents are due in the Payroll office by 5:00pm on Thursday, June 9 to allow time for processing and recording in the 2021/2022 fiscal year

 Contact: Sandra Davis at sandra.davis@csusb.edu

Friday,

June 10th

SCHOLARSHIPS/AWARDS: All scholarships and/or awards must be reported and processed by the Financial Aid Office by Friday, June 10, 2022, in order to be included in fiscal year 2021-2022.  Scholarships and/or awards not submitted by this date will be included in fiscal year 2022-2023.

 Contact:  Financial Aid at (909) 537-5227.

Tuesday,

June 14th

PROCUREMENT CARDS: The last billing cycle for procurement card purchases from FY 21/22 closes on June 14. Charges not POSTED by June 14 will be charged to FY 22/23.     

In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu

Tuesday,

June 14th

STAPLES: Staples Office Supply orders must be submitted online by June 14 and received by June 16 to be charged in the current fiscal year. Orders entered or received after this date will be charged to FY 22/23.                 

In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu

Wednesday,

June 15th

BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Wednesday, June 15.

Contact:  Danelle Apodaca  at ext. 73185

Thursday,

June 16th

TRAVEL COSTS: For any trips occurring through the end of FY 2021/2022, a Travel Request must be submitted and approved in Concur by end of day on June 16th.

Anticipated expenses will be extracted from Concur for year-end reporting purposes. Any 2021/2022 request approved after this date will be charged to FY 2022/2023. No other action is required by departments.

The last day Accounts Payable will be approving reimbursements in Concur for the FY 2021/2022 is June 20th.

If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu

Monday,

June 27

DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY2021/2022 must be in the Student Financial Services’ Office by June 27 in order to allow time for processing and recording in the 2021/2022 fiscal year.

Contact: Claudia Enriquez at Claudia.Enriquez@csusb.edu

Auxiliary Organizations

The following is the fiscal year-end schedule for expenditures of University Enterprises Corporation at CSUSB (including all Sponsored Program funds), CSUSB Philanthropic Foundation, ASI, and Student Union funds.   

Important Dates

Deadline

Activity

Monday,

May 16th

PHILANTHROPIC PURCHASE REQUISITIONS: All purchase requisitions for FY 21/22, regardless of dollar amount, must be entered into PeopleSoft Finance by May 16th. Be aware that all supporting documentation, including required approvals such as the Over $10K Approval Form must be uploaded if applicable. Requisitions entered after May 16th will be charged to FY 22/23 and must be entered with a Requisition Date and an Accounting Date of 7/1/22. FY 21/22 requisitions not processed by year-end close will be carried into next fiscal year.

In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu

Thursday, June 9th

HEERF CLAIMS:  Complete claims should be submitted by Thursday, June 9th, 2022, for the reimbursement to post in the current fiscal year.  Reimbursement for claims submitted after the June 9th deadline, will post in the next fiscal year.

Disclaimer: For priority consideration, please submit at your soonest convenience. Claims will be processed on a “first come, first served” basis.  Please note, incomplete claims and claims submitted closer to the deadline may delay approval and may not be processed until next FY.

Please submit to heerfclaims@csusb.edu or via your division’s shared drive.

Contact: Marlene Ambriz x77195

Thursday,

June 9th

REIMBURSEMENTS: Requests for reimbursements must be received in CSUSB Accounts Payable Office by June 9th. This includes CSUSB/Bookstore/Student Union invoices, petty cash, stipends, payments to independent contractors, guest lecturers, office supplies, travel expense claims, mileage, etc. Contact: Accounts Payable Office payables@csusb.edu

Requests for reimbursements using Sponsored Programs funds must be submitted to your assigned Research Analyst by June 9th.

Note: Continue to submit FY 2021/2022 approved expenditures after June 9th, so they can be appropriately accrued in the general ledger.

Contact: Accounting Services Office at auxfin@csusb.edu 

Thursday,

June 16th

TRAVEL COSTS: For any trips occurring through the end of FY 2021/2022, a Travel Request must be submitted and approved in Concur by end of day on June 16th.

Anticipated expenses will be extracted from Concur for year-end reporting purposes. Any 2021/2022 request approved after this date will be charged to FY 2022/2023. No other action is required by departments.

If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu

Thursday,

June 16th

UEC/SPA PURCHASE REQUISITIONS: All purchase requisitions must be entered into Peoplesoft Finance by June 16th. If any written quotes or bids are needed they must be attached to the requisition. Please refer to the specific auxiliary Procurement Policy for detailed information regarding thresholds.

Contact: Kathleen Ingersoll at kathleen.ingersoll@csusb.edu

Thursday,

June 16th

BUDGET TRANSFERS: Auxiliaries' budget transfer requests must be received by Accounting Services by June 16th.

Contact Accounting Services Office at auxfin@csusb.edu

Thursday,

June 16th

REQUESTS FOR INVOICE: Requests for invoices must be received by Accounting Services June 16th. Submit your request through Cherwell.

Contact: Accounting Services Office at auxfin@csusb.edu

Thursday,

June 16th

TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services by June 16th. Submit your request through Cherwell.

Contact Accounting Services Office at auxfin@csusb.edu

Monday,

June 27th

DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY2021/2022 must be in the Student Financial Services’ Office by June 27th in order to allow time for processing and recording in the 2021/2022 fiscal year.

Contact: Claudia Enriquez at Claudia.Enriquez@csusb.edu