Year-End Memo 06/30/2021

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Fiscal Year Ending June 30, 2021 Deadlines

In preparation for the close of the fiscal year ending June 30, 2021, the following deadlines have been established to ensure timely review and submission of items and processes critical to closing the fiscal year. Please carefully review the deadlines outlined below as they may have an impact on departmental planning and may differ from those in previous years. It is essential that departments supply the necessary information outlined below by close of business (5:00 p.m.) on each of the specified deadlines.

Monthly Departmental review of monthly CFS Data Warehouse financial reports including, department statement, department summary, budget status, etc. should be completed at the end of each month to allow time for corrections in the proper reporting period. Requests for corrections and/or questions should be sent to Financial Services staff no later than the end of the following month. Necessary support with original transaction detail and the reason for correction must accompany each request.
April 12 Deadline for Procurement & Contract Services to receive approved requisitions for procurement of services and commodities for Fiscal Year 2020/2021 that require a formal bid other than RFP’s. Formal bids are required for procurement of services and commodities that exceed $100,000 and any Public Works over $5,000. Requisitions received after this date will be processed for Fiscal Year 2021/2022.
May 3 Special Consultant payment requests due to Payroll for inclusion in the May 2021 financial statements.
May 14 Deadline for Procurement & Contract Services to receive approved requisitions for purchases that do not require a formal bid for recording in Fiscal Year 2020/2021. Emergency requisitions received after this date may be approved on a case-by-case basis.
May 20 Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through April 2021.
May 25 Deadline for departments to submit budget transfer requests to the Budget Office for posting in the May 2021 accounting period.
June 2 Work Study, Student Assistant, Intermittent Hourly and Overtime to be submitted to Payroll for June 15th pay date.
June 2 Special Consultant payment requests due to Payroll for inclusion in the June 2021 financial statements. Special Consultant Contracts cannot cross fiscal years.
June 14 Deadline to submit a request for billing to Accounts Receivable for the 2020/2021 fiscal year (i.e. third-party billings, University facility reservations, Chartwells, etc.).
June 14 Deadline for P-Card charges and Staples transactions for Fiscal Year 2020/2021. P-Card usage and Staples transactions after June 14th will most likely be reported in Fiscal Year 2021/2022.
June 14 Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through May 2021.
June 14 Deadline for departments to submit budget transfer requests to the Budget Office for posting in the June 2021 accounting period.
June 15 Deadline to submit the following items to Accounts Payable/Travel for guaranteed inclusion in the final EFT and check payment cycle scheduled June 25, 2021:
• Invoices
• Direct Pay Requests
• Guest Lecturer Pay Requests
• Travel Claims for completed travel in Concur (must be submitted and approved)
• Employee Non-Travel Reimbursement Claims (must be submitted and approved)

Reminder: A completed Form 204 and Direct Deposit Form must be included for new vendors.

June 21 First day Fiscal Year 2021/2022 requisitions can be entered into PeopleSoft for processing in CFS for July 2021.
June 21 Deadline for departments to close out open travel requests no longer needed in Concur. All open requests will be accrued as expenditures in June 2021.
June 21 Deadline to submit Invoices, Direct Pay Requests, Guest Lecturer Payment Requests, Travel Requests, Travel Claims and Employee Non-Travel Reimbursements to Accounts Payable/Travel for accrual into Fiscal Year 2020/2021. Items received after this date, may not be captured in the 2020/2021 fiscal year and as a result will hit your Fiscal Year 2021/2022 budget.
June 21 Deadline to submit expenditure reclassification request for inclusion in the Fiscal Year 2020/2021 financial statements. June transactions will take priority over prior month activity reclassification requests. Reclassification requests for activity between July 1, 2020 and May 31, 2021 are not guaranteed to be processed in Fiscal Year 2020/2021 as those should be actively managed throughout the year.
June 25 Deadline to submit deposits to Cashier’s Office to be included in Fiscal Year 2020/2021.
June 25 Final payment cycle (EFT and Check) for Fiscal Year 2020/2021.
June 25 Deadline to draw down funds from federal agencies for grant and contract expenditure reimbursements to ensure campus receives funds by June 30th for inclusion in the 2020/2021 fiscal year.
June 25 Deadline for P-Card reconciliation submissions to Financial Services for P-Card transactions (PCard packets) ending June 23, 2021.
June 28 All Purchase Orders (POs), including Blanket POs, for Fiscal Year 2020/2021 will be reviewed and closed, except for those with outstanding invoices. There will be no carryover POs into the 2021/2022 fiscal year except for Bond funds, Grant funds, and Trust Funds. Multi-year purchases will need to have remaining amounts entered as a new Fiscal Year 2021/2022 requisition against the 2021/2022 budget unless originally submitted as a pre-approved multi-year requisition upon original submission.
June 30 Final day to receive goods for 2020/2021. Goods received after 12:00 p.m., June 30, 2021, will be charged to fiscal year 2021/2022.
June 30 Fiscal Year 2020/2021 closes.
July 1 Deadline to submit a listing or copies of grant-related costs-in-transit that include campus recharge expenditures such as background checks, Live Scan, and positive pay employee payroll for June. Any outstanding expenses that come through after the June 2021 period is closed, may no longer be allowable by the sponsor agency and may need to be reallocated to other campus funding sources.
July 1 Payroll expenditure reclassifications for June 2021 transactions to be submitted to the Budget Office.
July 8 First payment cycle (EFT and Check) for Fiscal Year 2021/2022.

Please note the following:

Late Transactions or documents received after the deadlines listed above may not be processed by June 30, 2021 and therefore could be charged to Fiscal Year 2021/2022 budgets.

The General Operating Fund number will remain G0106, and General Restricted Fund will be GR106 for expenditures in Fiscal Year 2021/2022.

Positive pay employee payroll including, student assistants, work-study students, intermittent, and special consultant are on a June 1st through May 31st processing year. Consistent with prior years, the expenses incurred in June 2021 will be charged against departmental Fiscal Year 2021/2022 budgets posting a month behind on the financial records, and will not be included in departmental expenses for June 30, 2021.

If you have any questions regarding this information, please direct your questions to the following staff:

Unit Contact Email Ext.
Accounts Payable Jennifer Coelho jcoelho2@csustan.edu 3439
Accounts Receivable Delfin Guillory dguillory@csustan.edu 3978
Auxiliary Accounting Dennette Dores ddores@csustan.edu 3138
Budget Angie Sevilla alsevilla@csustan.edu 3974
Cashiering Services Delfin Guillory dguillory@csustan.edu 3978
Expenditure Transfers Mellissa Robertson mrobertson@csustan.edu 3797
Grants Trish Hendrix phendrix@csustan.edu 3979
P-Card Julie Anderson mjanderson@csustan.edu 6592
Payroll Robin Lenz rlenz@csustan.edu 3309
Procurement & Contract Services Debra DaRosa ddarosa@csustan.edu 3987
Staples Phyllis Crittenden pcrittendon@csustan.edu 3243
Travel Jennifer Coelho jcoelho2@csustan.edu 3439
University Accounting Jennifer Coelho jcoelho2@csustan.edu 3439
Support Services (Property, Receiving, Mail, Print and Records) Frank Borrelli fborrelli@csustan.edu 3986