Fiscal Closing 2018-2019
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. Here is the complete 2018-2019 Fiscal Year End in PDF format for your convenience.
| Deadline | Activity |
|---|---|
|
Wednesday, May 1 |
WORK ORDERS: Work performed by Facilities Management and finished by May 1, 2019, will be charged to the current fiscal year. Work performed by Facilities Management and finished after May 1, 2019, will be charged to the following fiscal year. Contact: Jenesie Hardyman at ext. 73179 |
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Friday, May 31 |
CAMPUS STORES: Requisitions for items from Campus Stores to be charged to the 2018-19 budget must be received by Campus Stores by May 31. Requisitions received after May 31 will be filled as soon as possible and will be charged to the following fiscal year. Contact: John Salazar at ext. 73151 |
|
Friday, May 31 |
MAIL COSTS: All costs for mail processed after May 31 will be charged to the following fiscal year. Contact: John Salazar at ext. 73151 |
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Friday, May 31 |
ENTERPRISE VEHICLE CHARGES: Charges for Enterprise vehicle usage after May 31 will be charged to the following fiscal year. Contact: Jenesie Hardyman at ext. 73179 |
|
Friday, May 31 |
PRINTING SERVICES: Requests will be accepted for the current fiscal year budget by Printing Services until May 31. Requests received after May 31 will be processed as soon as possible and charged to the following fiscal year. Contact: Laura Sicklesteel at ext. 77692 |
|
Friday, May 31 |
TELEPHONE CHARGES: All telephone charges after May 31 will be charged to the following fiscal year. Contact: Heather Hopkins at ext. 77450 |
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Friday, June 7 |
PURCHASE REQUISITIONS: All purchase requisitions, regardless of dollar amount, must be entered into PeopleSoft Finance by June 7th. Upload any required approvals to the requisition including the Over $10K Approval form if applicable. Requisitions not processed by year-end close will be carried into next fiscal year. Contact Procurement and Contract Services at ext. 75142 |
|
Friday, June 7 |
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 7 in order to meet the State Controller’s Office deadlines. Contact: Mimi Badulis at ext. 73153 |
|
Friday, June 7 |
CPO REQUESTS: Requests for Cash Posting Orders (CPO) must be received in the Accounting Department by Friday, June 7 in order to meet the Chancellor’s Office deadlines. Contact: Maria Burlingame at ext. 73744 |
|
Friday, June 7 |
STAPLES: All Staples purchases must be input by June 7 to be charged to the 2018-19 fiscal year. Contact: Procurement and Contract Services at ext. 75142 |
|
Monday, June 10 |
DIRECT EXPENDITURES: All requests for direct expenditures, such as subscriptions, memberships, and hospitality expenses must be received in Accounts Payable by June 10. Contact: Amber Schneck at ext. 73159 |
|
Monday, June 10 |
INDEPENDENT CONTRACTORS: Independent Contractor forms must be submitted to Accounts Payable by June 10 for expenditures to be made through June 30 for Independent Contractors. Contact: Amber Schneck at ext. 73159 |
|
Friday, June 14 |
PROCUREMENT CARDS: The last billing cycle for procurement card purchases from the 18/19 fiscal year closes June 14. Charges not posted to the June statement will be charged to the next fiscal year. Contact: Procurement and Contract Services at ext. 75142 |
|
Friday, June 14 |
BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Friday, June 14. Contact: Danelle Apodaca at ext. 73185 |
|
Friday, June 14 |
REQUESTS FOR INVOICE: Requests for invoicing must be received in the Accounting Department by Friday, June 14. Requests received after this date may be processed after July 1 and reflected in the following fiscal year. Contact: Melania Herndon at ext. 75154 |
|
Friday, June 14 |
TRANSFER OF EXPENSES: Requests for transfer of expenses must be received in the Accounting Department by Friday, June 14. Please keep in mind that transfer of expenses should occur in the same fiscal year that the original expense is incurred. Contact: Yolanda Acosta at ext. 73389 |
|
Friday, June 14 |
REQUEST FOR CHARGEBACK: Requests for chargebacks must be received in the Accounting Department by Friday, June 14. Requests received after this date may be processed after July 1 and reflected as credits/debits in the following fiscal year. Contact: Alex Waller at ext. 73215 |
| Thursday, June 20 | PAYROLL CUTOFF: All payroll must be keyed into the SCO System by June 20 for FY 2018/2019 so paperwork must be in the Payroll office by Thursday, June 20 in order to allow time for processing and recording in the 2018-19 fiscal year. Contact: Carly Hanson at ext. 73172 |
| Friday, June 14 |
SCHOLARSHIPS/AWARDS: All scholarships or awards must be submitted to Financial Aid by Friday, June 14 in order to be included in fiscal year 18/19. Scholarships or awards not submitted by this date will be included in fiscal year 19/20. Contact: Financial Aid at ext. 75227. |
|
Monday, June 17 |
PETTY CASH: All petty cash slips and vouchers must be submitted to the Student Financial Service’s Office no later than June 17 to be processed in the current fiscal year. Do not use Intercampus mail after June 17, 2019. Contact: Claudia Enriquez at ext. 73164. |
|
Monday, June 17 |
TRAVEL COSTS: For any trips occurring through the end of FY 18/19, a travel Request must be submitted and approved in Concur by end of day on June 17. Anticipated expenses will be extracted from Concur for yearend reporting purposes. Any 18/19 Request approved after this date will be charged to FY 19/20. No other action is required by departments. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158. |
|
Monday, June 24 |
DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2018/2019 must be in the Student Financial Services’ Office by June 24 in order to allow time for processing and recording in the 2018/2019 fiscal year. Contact: Claudia Enriquez at ext. 73164 |
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.
| Deadline | Activity |
|---|---|
| Friday, June 7th | PHILANTHROPIC REQUISTIONS: All purchase requisitions must be entered into regardless of dollar amount, must be entered into PeopleSoft Finance by June 7th. Requisitions not processed by year-end close will be carried into next fiscal year. Contact Procurement and Contract Services at ext. 75142 |
|
Thursday, June 20 |
EQUIPMENT/SUPPLIES/SERVICES (Over $10,000): All purchase requisitions must be entered into Peoplesoft Finance by June 20. If any written quotes or bids are needed they must be attached to the requistion. Please refer to the specific auxiliary Procurement Policy for detailed information regarding thresholds. Contact: Accounts Payable Office at x75155 |
|
Thursday, June 20 |
EQUIPMENT/SUPPLIES/SERVICES (Under $10,000): All purchase requisitions must be entered into Peoplesoft Finance by June 20. Staples and Office Depot orders must be entered into their online portals by June 20. Contact: Accounts Payable Office at x75155 |
|
Thursday, June 20 |
REQUESTS FOR INVOICE: Requests for invoicing must be received in Accounting Services (formerly known as Auxiliary Accounting) by June 20st. Contact: Accounting Services at x77213 |
|
Thursday, June 20 |
TRAVEL: Requests for travel advances, mileage reimbursements, and travel expense claims must be submitted in CONCUR by the end of the day, June 20. Contact: Accounts Payable Office at x75155 |
|
Thursday, June 20 |
REIMBURSEMENTS: Requests for reimbursements must be received in CSUSB Accounts Payable Office by June 20. Requests for reimbursements using Sponsored Programs funds must be submitted to your assigned Research Analyst by June 20. This includes CSUSB/Sodexo/Bookstore/Student Union invoices, petty cash, stipends, payments to independent contractors, guest lecturers, office supplies, travel expense claims, mileage, etc. Contact: Accounts Payable Office at x75155 |
|
Wednesday, June 26 |
DEPOSITS – All check deposits must be received in the Accounting Services (formerly known as Auxiliary Accounting) prior to noon on June 26 in order to allow time for processing and recording in the 2018-19 fiscal year. All cash deposits fall under the campus Student Financial Service deadlines. Contact: Accounting Services at x77213 |
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