Fiscal Closing 2023-2024
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 19th |
NON-PO PAYMENTS & VENDOR INVOICES: Expenses 4/16/24 or prior. All requests for Direct Pay (such as subscriptions, memberships, reimbursements, hospitality expenses, etc.) AND all invoices for services and goods incurred April 16, 2024, or prior must be received by Accounts Payable (payables@csusb.edu) by April 19, 2024. Please ensure that all Purchase Orders, receipt of goods, supporting documentation, and approvals are finalized prior to submitting to Accounts Payable for processing. Incomplete documentation cannot be processed. Contact: Accounts Payable Office at payables@csusb.edu |
|
Tuesday, April 30th |
WORK ORDERS: Work performed by Facilities Management and finished by April 30, 2024, will be charged to the current fiscal year. Work performed by Facilities Management and finished after April 30, 2024, will be charged to the following fiscal year. Contact: Jodi Buckley at jodi.buckley@csusb.edu |
|
Wednesday May 15th |
CORPORATE CARD: The last reconciliation for purchases from FY 2023/2024 closes on May 15th. Charges not reconciled by May 23rd will be charged to FY 2024/2025. Any reconciliation received by Procurement or Travel after May 23rd will be reviewed for accrual. In the event of an emergency, please contact the Lead Procurement and Contract Specialist, J.C. Cortez at jcortez2@csusb.edu or Angelica Jara at angelica.jara@csusb.edu. |
|
Friday, May 17th |
NON-PO PAYMENTS & VENDOR INVOICES: Expenses 4/17/24 through 5/14/24. All requests for Direct Pay (such as subscriptions, memberships, reimbursements, hospitality expenses, etc.) AND all invoices for services and goods incurred between 4/17/24 through 5/14/24 must be received by Accounts Payable (payables@csusb.edu) by May 17, 2024. Anything received by Accounts Payable after May 17th 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 prior to submitting to Accounts Payable for processing. Incomplete documentation cannot be processed. Contact: Accounts Payable Office at payables@csusb.edu |
|
Friday, May 31st |
MAIL COSTS: All costs for mail processed after May 31 will be charged to the following fiscal year. Contact: John Salazar at ext. 73151 |
|
Friday, May 31st |
PURCHASE REQUISITIONS: All Purchase Requisitions for FY 23/24 must be approved, budget checked, and with all back-up documentation uploaded to CFS by May 31st. Requisitions entered after this date must have a Requisition Date and Accounting Date of 7/1/24 and will be charged to FY 24/25. In the event of an emergency, please contact the Lead Procurement and Contract Specialist, J.C. Cortez at jcortez2@csusb.edu or Angelica Jara at angelica.jara@csusb.edu. |
|
Friday, May 31st |
PRINTING SERVICES: Requests will be accepted for the current fiscal year budget by Printing Services until May 31. Requests received after May 31 will be processed as soon as possible and charged to the following fiscal year. Contact: Brandon Hernandez ext.73361 |
|
Friday, May 31st |
TELEPHONE CHARGES: All telephone charges after May 31, 2024, will be charged to the following fiscal year. Contact: Marie Thomson at ext. 73333 |
|
Friday, May 31st |
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 31st in order to meet the State Controller’s Office deadlines.
Contact: Khristine Barraza at Khristine.Barraza@csusb.edu |
|
Friday, May 31st |
IFT (Interagency Financial Transactions) REQUESTS: Requests for Interagency Financial Transactions (IFT) must be received in Accounting Services by Friday, May 31st in order to meet the Chancellor’s Office deadlines. Contact: Maria Burlingame at mariab@csusb.edu |
|
Thursday, June 6th |
TRAVEL COSTS: The deadline for submitting Travel Requests authorization in Concur for FY 2023/24 with travel end dates before June 30, is end of the day - Thursday June 6th. Any Requests submitted after that date will come out of the next Fiscal Year. The last date of submitting expense reports for this FY is June 6th. For trips that are starting after June 6th and ending on June 30th, all those expenses will be accrued. If your department has any challenges meeting this requirement, please contact Mona Sinha at ext. 73158 or manorama.sinha@csusb.edu |
|
Thursday, June 6th |
REQUESTS FOR INVOICE: Requests for invoicing must be received by Accounting Services by Thursday, June 6. Requests received after this date may be processed after July 1 and reflected in the following fiscal year. Contact: generalaccounting@csusb.edu |
|
Thursday, June 6th |
TRANSFER OF EXPENSES: Requests for transfer of expenses must be received by Accounting Services by Thursday, June 6. Please keep in mind that transfer of expenses should occur in the same fiscal year that the original expense is incurred. Contact: Chris Han Chris.Han@csusb.edu |
|
Thursday, June 6th |
REQUEST FOR CHARGEBACK: Requests for chargebacks must be received by Accounting Services by Thursday, June 6. Requests received after this date may be processed after July 1 and reflected as credits/debits in the following fiscal year. Contact: Yahaira Angulo Yahaira.Angulo@csusb.edu |
|
Thursday, June 6th |
PAYROLL CUTOFF: All the payroll updates must be entered into the SCO (State Controller s Office) System by June 6 for FY 2023/2024. All documents are due in the Payroll office by 5:00pm on Thursday, June 6 to allow time for processing and recording in the 2023/2024 fiscal year Contact: Sandra Davis at sandra.davis@csusb.edu |
|
Friday, June 7th |
SCHOLARSHIPS/AWARDS: All scholarships and/or awards must be reported and processed by the Financial Aid Office by Friday, June 7, 2024, in order to be included in fiscal year 2023/2024. Scholarships and/or awards not submitted by this date will be included in fiscal year 2024/2025. Contact: Financial Aid at (909) 537-5227. |
|
Wednesday, June 12th |
BUDGET TRANSFERS: The Budget Office will accept inter-department budget transfers until close of business on Wednesday, June 12 PAYROLL TRANSFERS: The Budget Office will accept Payroll corrections/transfers until close of business on Wednesday, June 12 Payroll Transfers for May LCD Contact: Alex Maculsay at ext. 73137 |
|
Thursday, June 13th |
Change Order/PO Closure Requests for FY 23/24 must be submitted through requisition by June 13th. Requests to increase, decrease, or close POs received after June 13th will be processed after FIRMS posts in July. In the event of an emergency, please contact the Lead Procurement and Contract Specialist, J.C. Cortez at jcortez2@csusb.edu or Angelica Jara at angelica.jara@csusb.edu. |
|
Thursday, June 13th |
STAPLES: Staples Office Supply orders must be submitted online by June 13 and received by June 17 to be charged in the FY 23/24. Orders entered or received after this date will be charged to FY 24/25. In the event of an emergency, please contact the Lead Procurement and Contract Specialist, J.C. Cortez at jcortez2@csusb.edu or Angelica Jara at angelica.jara@csusb.edu. |
|
Monday, June 17th |
PROCUREMENT CARDS: The last billing cycle for procurement card purchases from FY 2023/2024 closes on June 17. Charges not POSTED by June 17 will be charged to FY 2024/2025. In the event of an emergency, please contact the Lead Procurement and Contract Specialist, J.C. Cortez at jcortez2@csusb.edu or Angelica Jara at angelica.jara@csusb.edu. |
|
Monday, June 24th |
DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2023/2024 must be in the Student Financial Services Office by June 24 to allow time for processing and recording in the 2023/2024 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 |
|---|---|
|
Monday, May 31st |
PURCHASE REQUISITIONS: All Purchase Requisitions for FY 23/24 must be approved, budget checked, and with all back-up documentation uploaded to CFS by May 31st. Requisitions entered after this date must have a Requisition Date and Accounting Date of 7/1/24 and will be charged to FY 24/25. In the event of an emergency, please contact the Lead Procurement and Contract Specialist, J.C. Cortez at jcortez2@csusb.edu or Angelica Jara at angelica.jara@csusb.edu. |
|
Thursday, June 6th |
TRAVEL EXPENSES: Expense reports must be submitted in Concur by June 6. Approval within Concur must be finalized by June 18. Any approvals for 23/24 requests made after this deadline will be assigned to FY 24/25. No additional steps are necessary for departments. Should your department encounter any difficulties in meeting this requirement, please reach out to Mona Sinha at extension 73158 or via email at manorama.sinha@csusb.edu. |
|
Thursday, June 6th |
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 6, 2024. 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 6, 2024. Note: Continue submitting approved expenditures for FY 2023/2024 after June 6, 2024, to ensure they are appropriately accrued in the general ledger. Contact: Accounts Payable Office at payables@csusb.edu |
|
Thursday, June 13th |
BUDGET TRANSFERS: Auxiliaries' budget transfer requests must be received by Accounting Services by June 13. Contact: Accounting Services Office at auxfin@csusb.edu |
|
Monday, June 17th |
UEC/SPA PURCHASE REQUISITIONS: All purchase requisitions must be entered into Peoplesoft Finance by June 17. 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, May 31st and Thursday, June 13 |
REQUESTS FOR INVOICE: Requests for inter-unit invoices must be submitted to Accounting Services by May 31. All other requests for invoices must be received by Accounting Services by June 13. Please submit your requests through Cherwell. Contact: Accounting Services Office at auxfin@csusb.edu |
|
Thursday, June 13 |
TRANSFER OF EXPENSES: Requests for transfer of expenses must be submitted to Accounting Services by June 13. Please submit your requests through Cherwell. Contact Accounting Services Office at auxfin@csusb.edu |
|
Monday, June 24th |
DEPOSITS TO STUDENT FINANCIAL SERVICES: All deposits for FY 2023/2024 must be in the Student Financial Services Office by June 24 to allow time for processing and recording in the 2023/2024 fiscal year. Contact: Claudia Enriquez at Claudia.Enriquez@csusb.edu |