Fiscal Closing 2025-2026
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 17th | NON-PO PAYMENTS & VENDOR INVOICES: For expenses incurred on or before April 14, 2026, 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 17, 2026. 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 |
Monday, April 20th | SCHOLARSHIPS/AWARDS: All scholarship and award disbursement requests must be submitted to the Financial Aid Office by Monday, April 20, 2026, to ensure processing for the current fiscal year 2025/2026. Scholarships and/or awards received after this date will be processed in fiscal year 2026/2027. Contact: Financial Aid at (909) 537-5227. |
Friday, May 1st | WORK ORDERS: Work performed by Facilities Management and finished by May 1, 2026, will be charged to the current fiscal year. Work performed by Facilities Management and finished after May 1, 2026, will be charged to the following fiscal year. Contact: Jodi Buckley at jodi.buckley@csusb.edu |
Friday, May 1st | CASHIERING COLLECTION POINT: 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 the Establish/Maintain Cashiering Collection form. Download the Cash Handling Policy. Contact: Student Financial Services SFS@csusb.edu |
Friday, May 15th | NON-PO PAYMENTS & VENDOR INVOICES: For expenses incurred between April 15th and June 30th, all requests for May 15th 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 15th. Any submissions received after May 15th 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 22nd | CORPORATE CARD: The last reconciliation for purchases from FY25/26 closes on May 15th. Charges not reconciled by May 22nd will be charged to FY26/27. Any reconciliation received by Procurement or Travel after May 22nd which has any significant charges that need to be accrued, please contact Angelica Jara at angelica.jara@csusb.edu |
Friday, May 29th | MAIL COSTS: All costs for mail processed after May 29, 2026 will be charged to the following fiscal year. Contact: Brandon Hernandez ext. 73361 |
Friday, May 29th | All Purchase Requisitions including punch out suppliers (Staples, Amazon, etc.) for FY 2025/26 must be fully approved, have completed the entire CSUBuy workflow, and be in Procurement Review status with all supporting documentation uploaded to CSUBuy no later than May 29th. Any invoices as the result of this closing date, please send them to Accounts Payable for processing or accrual. Requisitions entered after this date must have an Accounting Date of 7/2/26 and will be charged to FY 26/27. In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Friday, May 29th | PRINTING SERVICES: Requests will be accepted for the current fiscal year budget by Printing Services until May 29th. Requests received on or after May 30, 2026 will be processed as soon as possible and charged to the following fiscal year. Contact: Brandon Hernandez ext. 73361 or TJ Osborne ext. 77692 |
Friday, May 29th | 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 29th 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
|
Friday, May 29th | IFT (Interagency Financial Transactions) REQUESTS: Requests for Interagency Financial Transactions (IFT) must be received in Accounting Services by Friday, May 29th in order to meet the Chancellor’s Office deadlines. Contact: IFTrequest@csusb.edu |
| Friday, May 29th | REQUESTS FOR INVOICE: Requests for invoicing must be received by Accounting Services by Friday, May 29th. 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 |
Sunday, May 31st | TELEPHONE CHARGES: All telephone charges after May 31, 2026, will be charged to the following fiscal year. Contact: Marie Thompson at ext. 73333 or Candace Johnson at ext. 77260 or Technology Support Center at ext. 77677 or email support@csusb.edu |
Thursday, June 4th | TRAVEL REQUEST AUTHORIZATIONS: The deadline to submit Travel Request authorizations in Concur for FY 2025/2026, for travel ending on or before June 30, is by the end of the day on Thursday, June 4th. 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 4th. For trips starting after June 4th 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 16th. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu |
Thursday, June 4th | REQUEST FOR CHARGEBACK: Requests for chargebacks must be received by Accounting Services by Thursday, June 4th. 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 4th | CHANGE ORDER/ PO CLOSURE REQUESTS: All change order and PO closure requests for FY 25/26 must be submitted through CSUBuy by June 4th. Requests to increase, decrease, or close POs received after June 4th will be processed after FIRMS posts in July. For CSUBuy procedures, please visit the CSUBuy page here: https://www.csusb.edu/procurement/csubuy |
Thursday, June 4th | PAYROLL CUTOFF: All the payroll updates must be entered into the SCO (State Controller s Office) System by June 4th for FY 2025/2026. All documents are due in the Payroll office by 5:00pm on Thursday, June 4th to allow time for processing and recording in the 2025/2026 fiscal year Contact: Sandra Davis at sandra.davis@csusb.edu |
Thursday, June 4th | TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services by Thursday, June 4. 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 |
Wednesday, June 17th | BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Wednesday, June 17th. PAYROLL TRANSFERS: The Budget Office will accept Payroll corrections/transfers until close of business on Wednesday, June 17th. Payroll Transfers for May LCD Contact: Alex Maculsay at ext. 73137 |
Tuesday, June 23rd | DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2025/2026 must be in the Student Financial Services Office by June 23rd to allow time for processing and recording in the 2025/2026 fiscal year. . Contact: Student Financial Services SFS@csusb.edu |
Tuesday, June 30th | LEGACY CFS PURCHASE ORDERS: All purchase orders, including blanket POs, in the legacy system (CFS) will be closed to new spending effective June 30. No additional goods or services may be ordered against these POs after that date. Legacy POs may be used only for payment of invoices related to goods received or services rendered on or before June 30th, even if those invoices are received after June 30th. Departments must submit a requisition in CSUBuy for any ongoing purchases that will continue into the new fiscal year. |
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 1st | CASHIERING COLLECTION POINT: 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 the Establish/Maintain Cashiering Collection form. Download the Cash Handling Policy. Contact: Student Financial Services SFS@csusb.edu |
Friday, May 22nd | CORPORATE CARD: The last reconciliation for purchases from FY25/26 closes on May 15th. Charges not reconciled by May 22nd will be charged to FY26/27. Any reconciliation received by Procurement or Travel after May 22nd which has any significant charges that need to be accrued, please contact Angelica Jara at angelica.jara@csusb.edu |
Friday, May 29th | All Purchase Requisitions including punch out suppliers (Staples, Amazon, etc.) for FY 2025/26 must be fully approved, have completed the entire CSUBuy workflow, and be in Procurement Review status with all supporting documentation uploaded to CSUBuy no later than May 29th. Any invoices as the result of this closing date, please send them to Accounts Payable for processing or accrual. Requisitions entered after this date must have an Accounting Date of 7/2/26 and will be charged to FY 26/27. In the event of an emergency, please contact the Executive Director of Procurement and Contracts at jay.wood@csusb.edu |
Friday, May 29th and Thursday, June 11th | REQUEST FOR INVOICE: Requests for inter-unit invoices must be submitted to Accounting Services by May29. All other requests for invoices must be received by Accounting Services by June11. Please submit your requests through Cherwell.
Contact: Accounting Services Office at auxfin@csusb.edu |
Thursday, June 4th | TRAVEL REQUEST AUTHORIZATIONS: The deadline to submit Travel Request authorizations in Concur for FY 2025/2026, for travel ending on or before June 30, is by the end of the day on Thursday, June 4th. 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 4th. For trips starting after June 4th 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 16th. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu |
Thursday, June 4th | 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 4, 2026. 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 4th. Note: Continue submitting approved expenditures for FY 2025/2026 after June 4, 2025 to ensure they are appropriately accrued in the general ledger. Contact: Grace Parra at grace.parra@csusb.edu |
Thursday, June 11th | BUDGET TRANSFERS: Auxiliaries' budget transfer requests must be received by Accounting Services by June 11th. Contact: Accounting Services Office at auxfin@csusb.edu |
Thursday, June 11th | TRANSFER OF EXPENSES: Requests for transfer of expenses must be submitted to Accounting Services by June 11th. Please submit your requests through Cherwell. Contact Accounting Services Office at auxfin@csusb.edu |
Tuesday, June 23rd | DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2025/2026 must be in the Student Financial Services Office by June 23rd to allow time for processing and recording in the 2025/2026 fiscal year. Contact: Student Financial Services SFS@csusb.edu |
Tuesday, June 30th | LEGACY CFS PURCHASE ORDERS: All purchase orders, including blanket POs, in the legacy system (CFS) will be closed to new spending effective June 30. No additional goods or services may be ordered against these POs after that date. Legacy POs may be used only for payment of invoices related to goods received or services rendered on or before June 30th, even if those invoices are received after June 30th. Departments must submit a requisition in CSUBuy for any ongoing purchases that will continue into the new fiscal year. |