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Fiscal Year Ending June 30, 2024 Deadlines
In preparation for the close of the fiscal year ending June 30, 2024, the following deadlines have been established to ensure the timely review and submission of items and processes critical to closing the fiscal year. Carefully review the deadlines outlined below as they may impact your departmental planning and differ from those in previous years. It is essential that departments supply the necessary information outlined below by the close of business (5 p.m.) by 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 25th of the following month or as outlined below. All necessary support including original transaction detail, the reason for correction and a fully completed journal entry form must accompany each request. |
| April 8 | Deadline for submission of approved requisitions to Procurement and Contract Services (PCS) for procurement of services and commodities intended for Fiscal Year 2023/2024 that require a formal bid (not including 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 2024/2025. |
| April 22 | Requests for new or re-activated Department IDs or name changes for the 2024/2025 fiscal year department tree must be emailed to Mellissa Robertson with a cc: to Angela Sevilla, effective 7/1/2024. |
| May 1 | Special Consultant payment requests due to Payroll for inclusion in the May 2024 financial statements. |
| May 6 | Deadline for submission of approved requisitions to PCS for purchases that do not require a formal bid for recording in Fiscal Year 2023/2024. Emergency requisitions received after this date will be evaluated on a case-by-case basis. |
| May 20 | Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through April 2024. |
| May 22 | Deadline for departments to submit budget transfer requests to the Budget Office for posting in the May 2024 accounting period. |
| June 3 | Work Study, Student Assistant, Intermittent Hourly and Overtime must be submitted to Payroll for June 15 pay date. |
| June 3 | Special Consultant payment requests due to Payroll for inclusion in the June 2024 financial statements. Special Consultant Contracts cannot cross fiscal years. |
| June 12 | Deadline to submit a request for billing to Accounts Receivable for the 2023/2024 Fiscal Year (i.e., third-party billings, University facility reservations, Chartwells, etc.). |
| June 12 | Deadline for P-Card charges and Staples transactions for Fiscal Year 2023/2024. P-Card usage and Staples transactions after June 12th will most likely be reported in Fiscal Year 2024/2025. |
| June 12 | Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through May 2024. |
| June 12 | Deadline for departments to submit budget transfer requests to the Budget Office for posting in the June 2024 accounting period. |
| June 12 | Deadline to submit the following items to Accounts Payable/Travel for guaranteed inclusion in the final EFT and check payment cycle scheduled June 25, 2024: • Invoices • Direct Pay Requests • Guest Lecturer and Honorarium 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. Items received with incorrect or missing information may not be processed. |
| June 12 | Reserves Designation workbooks delivered to Self Supports. These must be completed by the department and returned to Darcie Cochran, University Accounting Manger by June 26, 2024. |
| June 17 | First day Fiscal Year 2024/2025 requisitions can be entered into PeopleSoft for processing in CFS for July 2024. Please note that requisitions can be entered on or after this date, but Procurement will not begin processing them until July 8, 2024. If you have an urgent need, please contact Tom Cordeiro, PCS Manager or Nicole Lack, PCS Director for assistance. |
| June 17 | Deadline for departments to close out open Concur travel requests for travel that occurred in Fiscal Year 2023/2024. All remaining open requests will be accrued as expenditures in June 2024. |
| June 20 | 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 2023/2024. Items received after this date, may not be captured in the 2023/2024 fiscal year and as a result, hit your Fiscal Year 2024/2025 budget. |
| June 21 | Deadline to submit expenditure reclassification requests for inclusion in the Fiscal Year 2023/2024 financial statements. Requests related to June 2024 transactions will take priority over prior month activity reclassification requests. Requests for activity between July 1, 2023, and May 31, 2024, are not guaranteed to be processed in Fiscal Year 2023/2024 as those should be actively managed throughout the year. |
| June 21 | Deadline to submit deposits to Cashier’s Office to be included in Fiscal Year 2023/2024. |
| June 21 | 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 2023/2024 fiscal year. |
| June 24 | All purchase orders (POs), including blanket POs, for Fiscal Year 2023/2024 will be reviewed and closed, except for those with outstanding invoices or those involving the purchase of goods that have already been ordered but not yet received. There will be no carryover POs into the 2024/2025 fiscal year except for Bond funds, Grant funds, and Trust Funds. Multi-year purchases must have remaining amounts entered as a new Fiscal Year 2024/2025 requisition against the 2024/2025 budget unless originally submitted as a pre-approved multi-year requisition upon original submission. |
| June 24 | Final day to receive goods for 2023/2024. Goods received after 12:00 p.m., June 24, 2024, will be charged to Fiscal Year 2024/2025. |
| June 25 | Deadline for PCard and TCard reconciliation submissions in Concur for P-Card transactions ending June 20, 2024. Fully approved, reconciled statements are due June 28. |
| June 25 | Final payment cycle (EFT and Check) for Fiscal Year 2023/2024. |
| June 26 | Reserves Designation workbooks due to Darcie Cochran, University Accounting Manger from Self Supports. |
| June 30 | Fiscal Year 2023/2024 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 2024 period is closed, are no longer allowable by the sponsor agency and may need to be reallocated to other campus funding sources. |
| July 1 | Payroll expenditure reclassifications for June 2024 transactions to be submitted to the Budget Office. |
| July 9 | First payment cycle (EFT and Check) for Fiscal Year 2024/2025. |
Please note the following:
- Late transactions and or documents received after the deadlines, or items with missing information may not be processed for the 2023/2024 fiscal year, and therefore will be charged to Fiscal Year 2024/2025 budgets.
- One-time funding such as Lottery and IRA Funds do not roll forward. They are required to be spent in the year allocated to the department.
- 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 2024 will be charged against departmental Fiscal Year 2024/2025 budgets, posting a month behind on the financial records and will not be included in departmental expenses for June 30, 2024.
If you have any questions regarding this information, please direct your questions to the following staff:
| Unit | Contact | Ext. | |
|---|---|---|---|
| Accounts Payable | Karla Mancinas | kmancinas@csustan.edu | 3892 |
| Accounts Receivable | Jen Kraskouskas | jraskouskas@csustan.edu | 3978 |
| Auxiliary Accounting | Dennette Dores | ddores@csustan.edu | 3138 |
| Budget | Angie Sevilla | budget-services@csustan.edu | 3974 |
| Cashiering Services | Jen Kraskouskas | jraskouskas@csustan.edu | 3978 |
| Expenditure Transfers | Mellissa Robertson | mrobertson@csustan.edu | 3797 |
| Post Award | Post Awards Manger | postawardgrant@csustan.edu | 3820 |
| P-Card/TCard/Staples | Stephanie Faria | sfaria@csustan.edu | 3839 |
| Payroll | Pardi Singh | psingh@csustan.edu | 3992 |
| Procurement & Contract Services | Nicole Lack | nlack@csustan.edu | 3145 |
| Travel | Karla Mancinas | kmancinas@csustan.edu | 3892 |
| University Accounting | Darcie Cochran | dcochran@csustan.edu | 3439 |
| Support Services (Property, Receiving, Mail, Print and Records) | David Younathan | dyounathan@csustan.edu | 3986 |
Updated: March 04, 2024