Fiscal Closing 2024-2025
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 18th | NON-PO PAYMENTS & VENDOR INVOICES: For expenses incurred on or before April 14, 2025, all requests for Direct Pay (such as subscriptions, memberships, reimbursements, hospitality expenses, etc.) AND all invoices for services and goods must be received by Accounts Payable (payables@csusb.edu) by April 18, 2025. Please ensure that all purchase orders, receipt of goods, supporting documentation, and approvals are finalized before submitting to Accounts Payable for processing. Incomplete documentation cannot be processed. Contact: Grace Parra at grace.parra@csusb.edu |
Friday, May 2nd | WORK ORDERS: Work performed by Facilities Management and finished by May 2nd, 2025, will be charged to the current fiscal year. Work performed by Facilities Management and finished after May 2, 2025, will be charged to the following fiscal year. Contact: Jodi Buckley at jodi.buckley@csusb.edu |
Friday, May 16th | NON-PO PAYMENTS & VENDOR INVOICES: For expenses incurred between April 15th and June 30th, all requests for Direct Pay (including subscriptions, memberships, reimbursements, hospitality expenses, etc.) AND all invoices for services and goods must be submitted to Accounts Payable (payables@csusb.edu) by May 16th. Any submissions received after May 16th 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 before submitting to Accounts Payable for processing. Incomplete documentation cannot be processed. Contact: Grace Parra at grace.parra@csusb.edu |
Friday, May 23rd | SCHOLARSHIPS/AWARDS: All scholarships and/or awards must be reported and processed by the Financial Aid Office by Friday, June 6, 2025, in order to be included in fiscal year 2024/2025. Scholarships and/or awards not submitted by this date will be included in fiscal year 2025/2026. Contact: Financial Aid at (909) 537-5227. |
Friday, May 23rd | CORPORATE CARD: The last reconciliation for purchases from FY24/25 closes on May 15th. Charges not reconciled by May 23rd will be charged to FY25/26. Any reconciliation received by Procurement or Travel after May 23rd which has any significant charges that need to be accrued, please contact Angelica Jara at Angelica.jara@csusb.edu In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Friday, May 30th | MAIL COSTS: All costs for mail processed after May 30, 2025 will be charged to the following fiscal year. Contact: John Salazar at ext. 73151 |
Friday, May 30th | STATE AND PHILANTHROPIC PURCHASE REQUISITIONS : All Purchase Requisitions for FY 24/25 must be approved, budget checked, and with all back-up documentation uploaded to CFS by May 30th. Requisitions entered after this date must have a Requisition Date and Accounting Date of 7/1/25 and will be charged to FY 25/26. In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Friday, May 30th | PRINTING SERVICES: Requests will be accepted for the current fiscal year budget by Printing Services until May 30th. Requests received on or after May 31, 2025 will be processed as soon as possible and charged to the following fiscal year. Contact: Brandon Hernandez ext.73361 |
Friday, May 30th | CONSTRUCTION COSTS: Requests affecting Capital Outlay/Construction/Group II Funds, including Request for Invoices, Chargebacks, and Transfer of Expenses must be submitted by Friday, May 30th in order to meet the State Controller’s Office deadlines. Contact: Chargebacks: Yahaira Angulo at Yahaira.Angulo@csusb.edu Transfer of Expense: Chris Han at Chris.Han@csusb.edu Request for Invoice: Gladys Ignacio at gladys.ignacio@csusb.edu
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Friday, May 30th | IFT (Interagency Financial Transactions) REQUESTS: Requests for Interagency Financial Transactions (IFT) must be received in Accounting Services by Friday, May 30th in order to meet the Chancellor’s Office deadlines. Contact: IFTrequest@csusb.edu |
Saturday, May 31st | TELEPHONE CHARGES: All telephone charges after May 31, 2025, will be charged to the following fiscal year. Contact: Marie Thompson at ext. 73333 or Technology Support Center at ext. 77677 or email support@csusb.edu |
Thursday, June 5th | TRAVEL REQUEST AUTHORIZATIONS: The deadline to submit Travel Request authorizations in Concur for FY 2024/2025, for travel ending on or before June 30, is by the end of the day on Thursday, June 5th. Any requests submitted after this date will be accounted for in the next fiscal year. TRAVEL EXPENSES: The final date to submit expense reports for this fiscal year is June 5th. For trips starting after June 5th and ending on or before June 30th, all related expenses will be accrued, provided a travel request was submitted. The final day for the Travel Office to approve expense reports and cash advances in Concur is June 17th. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu |
Thursday, June 5th | REQUESTS FOR INVOICE: Requests for invoicing must be received by Accounting Services by Thursday, June 5th. Requests received after this date may be processed after July 1st and reflected in the following fiscal year. Contact: Gladys Ignacio at gladys.ignacio@csusb.edu |
Thursday, June 5th | TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services by Thursday, June 5th. Please keep in mind that transfer of expenses should occur in the same fiscal year that the original expense is incurred. Contact: Chris Han at Chris.Han@csusb.edu |
Thursday, June 5th | REQUEST FOR CHARGEBACK: Requests for chargebacks must be received by Accounting Services by Thursday, June 5th. Requests received after this date may be processed after July 1st and reflected as credits/debits in the following fiscal year. Contact: Yahaira Angulo at Yahaira.Angulo@csusb.edu |
Thursday, June 5th | STAPLES OFFICE SUPPLY ORDERS: Staples Office Supply orders must be submitted online by June 5th and received by June 6th to be charged in the FY 24/25. Orders entered or received after this date will be charged to FY 25/26. In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Thursday, June 5th | PAYROLL CUTOFF: All the payroll updates must be entered into the SCO (State Controller s Office) System by June 5th for FY 2024/2025. All documents are due in the Payroll office by 5:00pm on Thursday, June 5th to allow time for processing and recording in the 2024/2025 fiscal year Contact: Sandra Davis at sandra.davis@csusb.edu |
Thursday, June 12th | STATE AND PHILANTHROPIC CHANGE ORDER/PO CLOSURE REQUESTS: for FY 24/25 must be submitted through requisition by June 12th. Requests to increase, decrease, or close POs received after June 12th will be processed after FIRMS posts in July. In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Wednesday, June 18th | BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Wednesday, June 18th. PAYROLL TRANSFERS: The Budget Office will accept Payroll corrections/transfers until close of business on Wednesday, June 18th. Payroll Transfers for May LCD Contact: Alex Maculsay at ext. 73137 |
Monday, June 23rd | DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2024/2025 must be in the Student Financial Services Office by June 23rd to allow time for processing and recording in the 2024/2025 fiscal year. To maintain approval as a cashiering collection point please make sure to submit your request by May 1st to have it approved for FY 2025/2026. Download form here. Select here to view the policy. Contact: Student Financial Services SFS@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, Associated Students, Inc. (ASI), and Santos Manuel Student Union (SMSU) funds.
| Deadline | Activity |
|---|---|
Friday, May 23rd | CORPORATE CARD: The last reconciliation for purchases from FY24/25 closes on May 15th. Charges not reconciled by May 23rd will be charged to FY25/26. Any reconciliation received by Procurement or Travel after May 23rd which has any significant charges that need to be accrued, please contact Angelica Jara at Angelica.jara@csusb.edu In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Friday, May 30th | STATE AND PHILANTHROPIC PURCHASE REQUISITIONS : All Purchase Requisitions for FY 24/25 must be approved, budget checked, and with all back-up documentation uploaded to CFS by May 30th. Requisitions entered after this date must have a Requisition Date and Accounting Date of 7/1/25 and will be charged to FY 25/26. In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Thursday, June 5th | TRAVEL REQUEST AUTHORIZATIONS: The deadline to submit Travel Request authorizations in Concur for FY 2024/2025, for travel ending on or before June 30, is by the end of the day on Thursday, June 5th. Any requests submitted after this date will be accounted for in the next fiscal year. TRAVEL EXPENSES: The final date to submit expense reports for this fiscal year is June 5th. For trips starting after June 5th and ending on or before June 30th, all related expenses will be accrued, provided a travel request was submitted. The final day for the Travel Office to approve expense reports and cash advances in Concur is June 17th. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu |
| Friday, May 30th and Thursday, June 12th | REQUESTS FOR INVOICE: Requests for inter-unit invoices must be submitted to Accounting Services by May 30th. All other requests for invoices must be received by Accounting Services by June 12th. Please submit your requests through Cherwell. Contact: Accounting Services Office at auxfin@csusb.edu |
Thursday, June 5th | REIMBURSEMENTS AND VENDOR INVOICES: All reimbursement requests, including those for CSUSB/Bookstore/Student Union invoices, stipends, payments to independent contractors, guest lecturers, office supplies, travel expense claims, mileage, etc., must be submitted to the CSUSB Accounts Payable Office (payables@csusb.edu) by June 5, 2025. Any submissions received after this date cannot be processed for payment but will be reviewed for accrual. Requests for reimbursements using Sponsored Programs funds must be submitted to your assigned Research Analyst by June 5th. Note: Continue submitting approved expenditures for FY 2024/2025 after June 5, 2025 to ensure they are appropriately accrued in the general ledger. Contact: Accounts Payable Office at payables@csusb.edu |
Thursday, June 12th | BUDGET TRANSFERS: Auxiliaries' budget transfer requests must be received by Accounting Services by June 12th. Contact: Accounting Services Office at auxfin@csusb.edu |
Monday, June 16th | UEC/SPA PURCHASE REQUISITIONS: All purchase requisitions must be entered into CFS by June 16th. 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 12th | TRANSFER OF EXPENSES: Requests for transfer of expenses must be submitted to Accounting Services by June 12th. Please submit your requests through Cherwell. Contact Accounting Services Office at auxfin@csusb.edu |
Monday, June 23rd | DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2024/2025 must be in the Student Financial Services Office by June 23rd to allow time for processing and recording in the 2024/2025 fiscal year. To maintain approval as a cashiering collection point please make sure to submit your request by May 1st to have it approved for FY 2025/2026. Download form here. Select here to view the policy. Contact: Student Financial Services SFS@csusb.edu |