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Year-end Deadlines

Fiscal Closing 2019-2020

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, May 1

WORK ORDERS: Work performed by Facilities Management and finished by May 1, 2020, will be charged to the current fiscal year. Work performed by Facilities Management and finished after May 1, 2020, will be charged to the following fiscal year.

Contact: Marlowe Anderson at ext. 73702

Friday, May 29

CAMPUS STORES: Requisitions for items from Campus Stores to be charged to the 2019-20 budget must be received by Campus Stores by May 29.

Requisitions received after May 29 will be filled as soon as possible and will be charged to the following fiscal year.

Contact: John Salazar at ext. 73151

Friday, May 29

MAIL COSTS: All costs for mail processed after May 29 will be charged to the following fiscal year.

Contact: John Salazar at ext. 73151

Friday, May 29

ENTERPRISE VEHICLE CHARGES: Charges for Enterprise vehicle usage after May 29 will be charged to the following fiscal year.

Contact: Marlowe Anderson at ext. 73702

Friday, May 29

PRINTING SERVICES: Requests will be accepted for the current fiscal year budget by Printing Services until May 29. Requests received after May 29 will be processed as soon as possible and charged to the following fiscal year.

Contact: Laura Sicklesteel at ext. 77692

Friday, May 29

TELEPHONE CHARGES: All telephone charges after May 29 will be charged to the following fiscal year.

Contact: Heather Hopkins at ext. 77450

Friday, May 29

DIRECT EXPENDITURES: All requests for direct expenditures, such as subscriptions, memberships, and hospitality expenses must be received in Accounts Payable by May 29.

Contact: Amber Schneck at ext. 73159

Friday, June 5

PURCHASE REQUISITIONS: All purchase requisitions for FY 2019/20, regardless of dollar amount, must be entered into PeopleSoft Finance by June 5th. Be aware that all supporting documentation, including required approvals such as the Over $10K Purchase Approval Form must be uploaded if applicable. Requisitions entered after June 5th will be charged to FY 2020/21 and must be entered with a Requisition Date and an Accounting Date of 7/1/2020.  FY 2019/20 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 5

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

Contact: Eliana Nguyen at enguyen@csusb.edu

Friday, June 5

CPO REQUESTS: Requests for Cash Posting Orders (CPO) must be received in Accounting Services by Friday, June 5 in order to meet the Chancellor’s Office deadlines.

Contact: Maria Burlingame at mariab@csusb.edu

Friday, June 12

BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Friday, June 12.

Contact:  Danelle Apodaca  at ext. 73185

Friday, June 12

REQUESTS FOR INVOICE: Requests for invoicing must be received in Accounting Services by Friday, June 12. 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

Friday, June 12

TRANSFER OF EXPENSES: Requests for transfer of expenses must be received in Accounting Services by Friday, June 12. 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

Friday, June 12

REQUEST FOR CHARGEBACK: Requests for chargebacks must be received in Accounting Services by Friday, June 12. 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 awaller@csusb.edu

Friday, June 12

SCHOLARSHIPS/AWARDS: All scholarships or awards must be submitted to Financial Aid by Friday, June 12 in order to be included in fiscal year 2019/2020.

Scholarships or awards not submitted by this date will be included in fiscal year 2020/2021.

Contact: Financial Aid at ext. 75227

Monday, June 15

PETTY CASH: All petty cash slips and vouchers must be submitted to Student Financial Services no later than June 15 to be processed in the current fiscal year. Do not use Intercampus mail after June 15, 2020. 

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

Tuesday, June 16

PROCUREMENT CARDS: The last billing cycle for procurement card purchases from the 2019/2020 fiscal year closes June 16th. Charges not posted to the June statement will be charged to the next fiscal year.

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

Wednesday, June 17

STAPLES: All Staples purchases must be entered by Wednesday, June 17 and received by Friday, June 19, in order to be charged to FY 2019/2020.  Any orders placed after this time or received after June 19 will be charged to FY 2020/2021

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

Wednesday, June 17

TRAVEL COSTS: For any trips occurring through the end of FY 2019/2020, 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 year-end reporting purposes. Any 2019/2020 request approved after this date will be charged to FY 2020/2021. 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 22

PAYROLL CUTOFF: All payroll must be keyed into the SCO System by June 22 for FY 2019/2020 so paperwork must be in the Payroll office by Monday, June 22 in order to allow time for processing and recording in   2019/2020 fiscal year. 

Contact: Sandra Davis at ext. 73533

Thursday, June 25

DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY

2019/2020 must be in the Student Financial Services’ Office by June 25 in order to allow time for processing and recording in the 2019/2020 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 5

PHILANTHROPIC REQUISITIONS: All purchase requisitions for FY 2019/20, regardless of dollar amount, must be entered into PeopleSoft Finance by June 5th. Be aware that all supporting documentation, including required approvals such as the Over $10K Purchase Approval Form must be uploaded if applicable. Requisitions entered after June 5th will be charged to FY 2020/21 and must be entered with a Requisition Date and an Accounting Date of 7/1/2020.  FY 2019/20 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 12

REIMBURSEMENTS: Requests for reimbursements must be received in CSUSB Accounts Payable Office by June 12. This includes CSUSB/Sodexo/Bookstore/Student Union invoices, petty cash, stipends, payments to independent contractors, guest lecturers, office supplies, travel expense claims, mileage, etc.

Requests for reimbursements using Sponsored Programs funds must be submitted to your assigned Research Analyst by June 12.

Note: Continue to submit FY 2019/2020 approved expenditures after June 12, so they can be appropriately accrued in the general ledger.

Contact: Accounts Payable Office at ext. 75155

Friday, June 19

EQUIPMENT/SUPPLIES/SERVICES (Over $10,000): All purchase requisitions must be entered into Peoplesoft Finance by June 19. 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

Friday, June 19

EQUIPMENT/SUPPLIES/SERVICES (Under $10,000): All purchase requisitions must be entered into Peoplesoft Finance by June 19. Staples and Office Depot orders must be entered into their online portals by June 19.

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

Friday, June 19

BUDGET TRANSFERS: Auxiliaries' budget transfer requests must be received by Accounting Services (formerly known as Auxiliary Accounting) by June 19. 

Contact: Kimberly Preciado at kimberly.preciado@csusb.edu

Friday, June 19

REQUESTS FOR INVOICE: Requests for invoices must be received by Accounting Services (formerly known as Auxiliary Accounting) by June 19. 

Contact: Mallory Ruiz-Lester at mruiz@csusb.edu

Friday, June 19

TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services (formerly known as Auxiliary Accounting) by June 19. 

Contact: Kimberly Preciado at kimberly.preciado@csusb.edu

Friday, June 19

TRAVEL: Requests for travel advances, mileage reimbursements, and travel expense claims must be submitted in CONCUR by end of the day, June 19. 

Contact: Accounts Payable Office at ext. 75155

Thursday, June 25

DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY

2019/2020 must be in the Student Financial Services’ Office by June 25 in order to allow time for processing and recording in the 2019/2020 fiscal year.

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