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.
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Deadline |
Activity |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |