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Year-end Deadlines

Fiscal Closing 2020-2021

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

Friday, April 30th

WORK ORDERS: Work performed by Facilities Management and finished by April 30, 2021, will be charged to the current fiscal year. Work performed by Facilities Management and finished after April 30, 2021, will be charged to the following fiscal year.

Contact: Marlowe Anderson at ext. 73702

Friday, May 28th

CAMPUS STORES: Requisitions for items from Campus Stores to be charged to the 2020-21 budget must be received by Campus Stores by May 28th.

Requisitions received after May 28th will be filled as soon as possible and will be charged to the following fiscal year.

Contact: John Salazar at ext. 73151

Friday, May 28th

MAIL COSTS: All costs for mail processed after May 28th will be charged to the following fiscal year.

Contact: John Salazar at ext. 73151

Friday, May 28th

ENTERPRISE VEHICLE CHARGES: Charges for Enterprise vehicle usage after May 28th will be charged to the following fiscal year.

Contact: Marlowe Anderson at ext. 73702

Friday, May 28th

PRINTING SERVICES: Requests will be accepted for the current fiscal year budget by Printing Services until Friday May 28. Requests received after Friday May 28th will be processed as soon as possible and charged to the following fiscal year.

 

Contact: Laura Sicklesteel at ext. 77692

Friday, May 28th

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 28th.

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

Friday, May 28th

VENDOR INVOICES: All invoices for services and goods for May 2021 and prior must be received in Accounts Payable (payables@csusb.edu) by May 28th. 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 28th

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 28th.

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

Monday, May 31st

TELEPHONE CHARGES: All telephone charges after May 31, 2021 will be charged to the following fiscal year.

 

Contact: Heather Hopkins at ext. 77450

Friday, June 4th

PURCHASE REQUISITIONS: All purchase requisitions for FY 20/21, regardless of dollar amount, must be entered into PeopleSoft Finance by June 4th. Be aware that all supporting documentation, including required approvals such as the Over $10K Approval Form must be uploaded if applicable. Requisitions entered after June 5th will be charged to FY 21/22 and must be entered with a Requisition Date and an Accounting Date of 7/1/21. FY 20/21 requisitions not processed by year-end close will be carried into next fiscal year.

 

Contact: Procurement and Contract Services at purchasing@csusb.edu.

Friday, June 4th

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 4 in order to meet the State Controller’s Office deadlines.

 

Contact: Eliana Nguyen at enguyen@csusb.edu

Friday, June 4th

CPO REQUESTS: Requests for Cash Posting Orders (CPO) must be received in Accounting Services by Friday, June 4th in order to meet the Chancellor’s Office deadlines.

Contact: Maria Burlingame at mariab@csusb.edu

Thursday, June 10th

BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Thursday, June 10th.

Contact:  Danelle Apodaca  at ext. 73185

Thursday, June 10th

REQUESTS FOR INVOICE: Requests for invoicing must be received in Accounting Services by Thursday, June 10th. Requests received after this date may be processed after July 1st and reflected in the following fiscal year.

Contact: Melania Herndon at mherndon@csusb.edu

Thursday, June 10th

TRANSFER OF EXPENSES: Requests for transfer of expenses must be received in Accounting Services by Thursday, June 10th. 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 10th

REQUEST FOR CHARGEBACK: Requests for chargebacks must be received in Accounting Services by Thursday, June 10th. Requests received after this date may be processed after July 1st and reflected as credits/debits in the following fiscal year. 

Contact: Alex Waller at awaller@csusb.edu

Thursday, June 10th

SCHOLARSHIPS/AWARDS: All scholarships and/or awards must be reported and processed by the Financial Aid Office by Thursday, June 10, 2021, in order to be included in fiscal year 2020-2021.  Scholarships and/or awards not submitted by this date will be included in fiscal year 2021-2022.

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

Friday, June 11th

PAYROLL CUTOFF: All the payroll updates must be entered into the SCO System by June 16th for FY 2020/2021. All documents are due in the Payroll office by 5:00pm on Friday, June 11th to allow time for processing and recording in the 2020/2021 fiscal year

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

Tuesday, June 15th

PROCUREMENT CARDS: The last billing cycle for procurement card purchases from the 20/21 fiscal year closes June 15th. Charges not posted by June 15th will be charged to fiscal year 21/22.

Contact: Procurement and Contract Services at purchasing@csusb.edu

Wednesday, June 16th

TRAVEL COSTS: For any trips occurring through the end of FY 2020/2021, 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 2020/2021 request approved after this date will be charged to FY 2021/2022. 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

Friday, June 18th

STAPLES: All Staples purchases must be input by Wednesday, June 16th, and received by Friday, June 18th, to be charged to FY 20/21. Any orders placed after this time or received after June 18th will be charged to FY 21/22.

Contact: Procurement and Contract Services at purchasing@csusb.edu.

Monday, June 28th

DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY2020/2021 must be in the Student Financial Services’ Office by June 28th in order to allow time for processing and recording in the 2020/2021 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

Friday, June 4th

PHILANTHROPIC PURCHASE REQUISITIONS: All purchase requisitions for FY 20/21, regardless of dollar amount, must be entered into PeopleSoft Finance by June 4th. Be aware that all supporting documentation, including required approvals such as the Over $10K Approval Form must be uploaded if applicable. Requisitions entered after June 5th will be charged to FY 21/22 and must be entered with a Requisition Date  and an Accounting Date of 7/1/21. FY 20/21 requisitions not processed by year-end close will be carried into next fiscal year.

Contact: Procurement and Contract Services at purchasing@csusb.edu.

Thursday, June 10th

REIMBURSEMENTS: Requests for reimbursements must be received in CSUSB Accounts Payable Office by June 10th. 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 10th.

Note: Continue to submit FY 2020/2021 approved expenditures after June 10, so they can be appropriately accrued in the general ledger.

Contact: Accounting Services Office at auxfin@csusb.edu 

Wednesday, June 16th

TRAVEL COSTS: For any trips occurring through the end of FY 2020/2021, 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 2020/2021 request approved after this date will be charged to FY 2021/2022. 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 17th

EQUIPMENT/SUPPLIES/SERVICES (Over $10,000): All purchase requisitions must be entered into Peoplesoft Finance by June 17th. 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 17th

EQUIPMENT/SUPPLIES/SERVICES (Under $10,000): All purchase requisitions must be entered into Peoplesoft Finance by June 17th. Staples and Office Depot orders must be entered into their online portals by June 17th.

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

Thursday, June 17th

BUDGET TRANSFERS: Auxiliaries' budget transfer requests must be received by Accounting Services by June 17th.

Contact Accounting Services Office at auxfin@csusb.edu

Thursday, June 17th

REQUESTS FOR INVOICE: Requests for invoices must be received by Accounting Services June 17th. Submit your request through Cherwell.

Contact: Accounting Services Office at auxfin@csusb.edu

Thursday, June 17th

TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services by June 17th. Submit your request through Cherwell.

Contact Accounting Services Office at auxfin@csusb.edu

Monday, June 28th

DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY2020/2021 must be in the Student Financial Services’ Office by June 28th in order to allow time for processing and recording in the 2020/2021 fiscal year.

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