Fiscal Closing 2022-2023
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.
|
Deadline |
Activity |
|
|---|---|---|
|
Friday, April 21st |
NON-PO PAYMENTS & VENDOR INVOICES: Expenses 4/18/23 or prior. All requests for Direct Pay (such as subscriptions, memberships, reimbursements, hospitality expenses, etc.) AND all invoices for services and goods incurred April 18, 2023, or prior must be received by Accounts Payable (payables@csusb.edu) by April 21, 2023. Please ensure that all Purchase Orders, receipt of goods, supporting documentation, and approvals are finalized prior to submitting to Accounts Payable for processing. Incomplete documentation cannot be processed. Contact: Accounts Payable Office at payables@csusb.edu |
|
|
Sunday, April 30th |
WORK ORDERS: Work performed by Facilities Management and finished by April 30, 2023, will be charged to the current fiscal year. Work performed by Facilities Management and finished after April 30, 2023, will be charged to the following fiscal year. Contact: Jodi Buckley at jodi.buckley@csusb.edu |
|
|
Monday, May 8th |
PURCHASE REQUISITIONS: All Purchase Requisitions for FY 22/23 must be approved, budget checked, and with all back-up documentation uploaded to CFS by May 8. Requisitions entered after this date must have a Requisition Date and Accounting Date of 7/1/23 and will be charged to FY 23/24. In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu |
|
|
Monday, May 8th |
Change Order/PO Closure Requests for FY 22/23 must be submitted through requisition by May 8. Requests to increase, decrease, or close POs received after May 8th 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 19th |
NON-PO PAYMENTS & VENDOR INVOICES: Expenses 4/25/23 through 5/16/23. All requests for Direct Pay (such as subscriptions, memberships, reimbursements, hospitality expenses, etc.) AND all invoices for services and goods incurred between April 25th and May 16th must be received by Accounts Payable (payables@csusb.edu) by May 19, 2023. Anything received by Accounts Payable after May 19th cannot be entered for payment but will be reviewed for accrual. Please ensure that all Purchase Orders, Receipt of Goods, supporting documentation, and approvals are finalized prior to submitting to Accounts Payable for processing. Incomplete documentation cannot be processed. Contact: Accounts Payable Office at payables@csusb.edu |
|
|
Wednesday, May 31st |
CAMPUS STORES: Requisitions for items from Campus Stores to be charged to the 2022-2023 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 |
|
|
Wednesday, May 31st |
MAIL COSTS: All costs for mail processed after May 31 will be charged to the following fiscal year. Contact: John Salazar at ext. 73151 |
|
|
Wednesday, May 31st |
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: Brandon Hernandez ext.73361 |
|
|
Wednesday, 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 |
|
|
Wednesday, 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 |
|
|
Wednesday, 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 |
|
|
Wednesday, May 31st |
TELEPHONE CHARGES: All telephone charges after May 31, 2023, will be charged to the following fiscal year. Contact: Marie Thomson at ext. 73333 |
|
|
Thursday, June 1st |
ENTERPRISE VEHICLE CHARGES: Charges for Enterprise vehicle usage after June 1 will be charged to the following fiscal year. Contact: Jodi Buckley at jodi.buckley@csusb.edu |
|
| Thursday, June 1st |
TRAVEL COSTS: The deadline for submitting Travel Requests authorization in Concur for FY 2022/23 with travel end dates before June 30, is end of the day - Thursday June 1st,. Any Requests submitted after that date will come out of the next Fiscal Year. The last date of submitting expense reports for this FY is June 1st. For trips that are starting after June 1st and ending on June 30th, all those expenses will be accrued. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu |
|
|
Friday, June 2 |
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 2 in order to meet the State Controller’s Office deadlines.
Contact: Khristine Barraza at Khristine.Barraza@csusb.edu |
|
|
Friday, June 2 |
IFT (Interagency Financial Transactions) REQUESTS: Requests for Interagency Financial Transactions (IFT) must be received in Accounting Services by Friday, June 2 in order to meet the Chancellor’s Office deadlines. Contact: Maria Burlingame at mariab@csusb.edu |
|
|
Thursday, June 8th |
REQUESTS FOR INVOICE: Requests for invoicing must be received by Accounting Services by Thursday, June 8. 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 8th |
TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services by Thursday, June 8. Please keep in mind that transfer of expenses should occur in the same fiscal year that the original expense is incurred. Contact: generalaccounting@csusb.edu |
|
|
Thursday, June 8th |
REQUEST FOR CHARGEBACK: Requests for chargebacks must be received by Accounting Services by Thursday, June 8. 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 8th |
PAYROLL CUTOFF: All the payroll updates must be entered into the SCO (State Controller s Office) System by June 8 for FY 2022/2023. All documents are due in the Payroll office by 5:00pm on Thursday, June 8 to allow time for processing and recording in the 2022/2023 fiscal year Contact: Sandra Davis at sandra.davis@csusb.edu |
|
|
Friday, June 9th |
SCHOLARSHIPS/AWARDS: All scholarships and/or awards must be reported and processed by the Financial Aid Office by Friday, June 9, 2023, in order to be included in fiscal year 2022/2023. Scholarships and/or awards not submitted by this date will be included in fiscal year 2023/2024. Contact: Financial Aid at (909) 537-5227. |
|
|
Wednesday, June 14th |
BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Wednesday, June 14 PAYROLL TRANSFERS: The Budget Office will accept Payroll corrections/transfers until close of business on Wednesday, June 14 Payroll Transfers for May LCD Contact: Alex Maculsay at ext. 73137 |
|
|
Thursday, June 15th |
PROCUREMENT CARDS: The last billing cycle for procurement card purchases from FY 2022/2023 closes on June 15. Charges not POSTED by June 15 will be charged to FY 2023/2024. In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu |
|
|
Thursday, June 15th |
STAPLES: Staples Office Supply orders must be submitted online by June 15 and received by June 19 to be charged in the FY 22/23. Orders entered or received after this date will be charged to FY 23/24. In the event of an emergency, please contact the Director of Procurement and Contracts at teresa.villa@csusb.edu |
|
|
Monday, June 26th |
DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2022/2023 must be in the Student Financial Services Office by June 26 to allow time for processing and recording in the 2022/2023 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.
|
Deadline |
Activity |
|---|---|
|
Monday, May 8th |
PHILANTHROPIC PURCHASE REQUISITIONS: All purchase requisitions for FY 22/23, regardless of dollar amount, must be entered into PeopleSoft Finance by May 8th. 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 8th will be charged to FY 23/24 and must be entered with a Requisition Date and an Accounting Date of 7/1/23. FY 22/23 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 1st |
TRAVEL COSTS: For any trips occurring through the end of FY 2022/2023, a Travel Request must be submitted and approved in Concur by end of day on June 1. Anticipated expenses will be extracted from Concur for year-end reporting purposes. Any 2022/2023 request approved after this date will be charged to FY 2023/2024. No other action is required by departments. For trips that start after June 1 and end June 30, all expenses will be accrued. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu |
|
Friday, June 2nd
|
REIMBURSEMENTS AND VENDOR INVOICES: Requests for reimbursements must be received by the CSUSB Accounts Payable Office (payables@csusb.edu) by June 2, 2023. This includes CSUSB/Bookstore/Student Union invoices, stipends, payments to independent contractors, guest lecturers, office supplies, travel expense claims, mileage, etc. Anything received by Accounts Payable after June 2nd cannot be entered for payment but will be reviewed for accrual. Contact: Accounts Payable Office at payables@csusb.edu Requests for reimbursements using Sponsored Programs funds must be submitted to your assigned Research Analyst by June 2, 2023. Note: Continue to submit FY 2022/2023 approved expenditures after June 2, 2023, so they can be appropriately accrued in the general ledger. Contact: Accounting Services Office at auxfin@csusb.edu |
|
Thursday, June 15th |
UEC/SPA PURCHASE REQUISITIONS: All purchase requisitions must be entered into Peoplesoft Finance by June 15. 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 15th |
BUDGET TRANSFERS: Auxiliaries' budget transfer requests must be received by Accounting Services by June 15. Contact: Accounting Services Office at auxfin@csusb.edu |
|
Thursday, June 15th |
REQUESTS FOR INVOICE: Requests for invoices must be received by Accounting Services June 15. Submit your request through Cherwell. Contact: Accounting Services Office at auxfin@csusb.edu |
|
Thursday, June 15th |
TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services June 15. Submit your request through Cherwell. Contact Accounting Services Office at auxfin@csusb.edu |
|
Monday, June 26th |
DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2022/2023 must be in the Student Financial Services’ Office by June 26 to allow time for processing and recording in the 2022/2023 fiscal year. Contact: Claudia Enriquez at Claudia.Enriquez@csusb.edu |