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.
|
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.
|
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 |