Year End Memo 06/30/2019

Download: Year End Memo 6/30/2019 PDF

Fiscal Year Ending 6/30/2019 Deadlines

In preparation for the close of fiscal year ending June 30, 2019, the following deadlines have been established. Please be aware that deadlines may be different from those in previous years. The schedule of deadlines listed below may have an impact on departmental planning processes. Please review the deadlines below and be prepared to supply the necessary information by end of business day (5:00 pm) on each specified deadline.

Monthly Department review of monthly CFS Data Warehouse financial reports (department statement, department summary, budget status, etc.) should be completed at the end of each month. 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.
March 1 Deadline for Procurement & Contract Services to receive approved requisitions for procurement of services (or services plus goods) that require (or are requested to be bid via) the formal Request for Proposals (RFP) process.
April 12 Deadline for Procurement & Contract Services to receive approved requisitions for procurement of services and commodities for 2018/2019 that require a formal bid other than RFP’s (which have a March 1st deadline – see above.) Formal bids are required for procurement of services and commodities that exceed $50,000 and any Public Works over $5,000. Requisitions received after this date will be processed for fiscal year 2019/2020.
May 3 Special Consultant payment requests due to Payroll for inclusion in the May financial statements.
May 3 Deadline for Procurement &smp; Contract Services to receive approved requisitions for purchases that do not require a formal bid for recording in 2018/2019. Emergency requisitions received after this date will be approved on a case-by-case basis.
May 24 Deadline for departments to submit Payroll salary adjustment requests for payroll through April 2019 to Budget Office.
May 24 Deadline for departments to submit budget transfer requests to Budget Office to be posted in May accounting period.
June 3 Work Study, Student Assistant, Intermittent Hourly and Overtime to be submitted to Payroll for June 15th pay date.
June 3 Special Consultant payment requests due to Payroll for inclusion in the June financial statements. Special Consultant Contracts may not cross fiscal years.
June 12 First day 2019/2020 requisitions can be entered into PeopleSoft for processing in CFS in July 2019.
June 14 Invoices, direct pay, guest lecturer, travel expense reports, employee reimbursements due to Accounts Payable to be guaranteed to be included in the last check cycle on June 25, 2019. For new vendors, a completed Form 204 must be submitted with payment request. A vendor EFT form is recommended for electronic payment processing.
June 14 Deadline to submit a request for billing to Accounts Receivable for 2018/2019 fiscal year (i.e. third party billings, University reservations, Chartwells, etc.).
June 14 Concur Travel and Expense claims submitted and approved in Concur software for all trips completed.
June 14 Deadline for reimbursement by the Cashier’s Office for all petty cash vouchers to be processed in the last check cycle on June 25, 2019.
June 14 Last day to charge P-Card transactions for fiscal year 2018/2019. P-Card usage after June 14th will most likely be reported in fiscal year 2019/2020.
June 14 Last day to charge Staples transactions for fiscal year 2018/2019. Any charges after June 14th will most likely be reported in fiscal year 2019/2020.
June 14 Deadline for departments to submit Payroll salary adjustment requests for payroll through May 2019 to Budget Office.
June 14 Deadline for departments to submit budget transfer requests to Budget Office to be posted in June accounting period.
June 21 Close out open requests no longer needed in Concur Travel and Expense software. Open requests will be accrued as expenses in June 2019.
June 21 Deadline to submit invoices, direct pay, guest lecturer, travel requests/claims, and employee reimbursements for accrual in fiscal year 2018/2019 financial statements. These items may not be paid in June 2019. For new vendors, a completed Form 204 must be submitted with payment request. A vendor EFT form is recommended for electronic payment processing.
June 21 Expenditure reclassification requests for June 30th financial statements. June transactions will have priority over prior months’ activity reclassification requests. Prior month’s transaction reclassification requests are not guaranteed to be processed in fiscal year 2018/2019.
June 21 Reminder to submit deposits to Cashier’s Office to be included in fiscal year 2018/2019.
June 25 Last check cycle for fiscal year ending June 30, 2019.
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 2018/19 fiscal year.
June 25 Purchase Orders including Blanket PO’s for 2018/2019 will be reviewed and closed, except for those with outstanding invoices. There will be no carryover PO’s into the 2019/2020 fiscal year except for Bond funds, Grant funds, and Trust Funds. Multi-year purchases will need to have remaining amounts entered as a 2019/2020 requisition against 2019/2020 budgets unless submitted as a pre-approved multi-year requisition upon original submission.
June 28 Final day to receive goods for 2018/2019. Goods received after June 28, 2019, will be charged to fiscal year 2019/2020.
June 28 Deadline for P-Card reconciliation for P-Card transactions (PCard packets) ending June 22, 2019, to Financial Services.
June 30 Fiscal year 2018/2019 ends.
July 1 Deadline to submit a listing or copies of grant-related costs-in-transit that include campus recharge expenditures such as background checks and Live Scan, and positive pay employee payroll for June. Any outstanding expenses that come through after the June 2019 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 2019 transactions to be submitted to the Budget Office.
July 9 First check cycle for fiscal year 2019/2020.

Late Transactions: Documents received after the deadlines listed above may not be processed by June 30, 2019 due to time and staffing limitations, and therefore may be charged to fiscal 2019/2020 budgets.

Expenditure of Funds in the upcoming fiscal year:

The General Operating Fund number will remain G0106, and General Restricted Fund will remain GR106 for fiscal year 2019/2020.

Transactions following a special calendar:

The following transactions are on a June 1st through May 31st processing year. Expenses incurred in June 2019 will be charged against departmental fiscal year 2019/2020 budgets.

  • Positive pay employee payroll: student assistants, work-study students, intermittent, and special consultant post a month behind on the financial records; they will not be included in departmental expenses for June 30, 2019.

For fiscal year 2018-19, we are implementing a change in accounting for recharges such as copy key, reprographics, work orders, telephone, and postage. This year June 2019 chargebacks will be posted in FY 2018/19, resulting in 13 months of expense. A one-time budget transfer will be initiated by the Budget Department in June to cover the increased expense.

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

Unit Contact Email Ext.
Accounts Payable Angela Sevilla alsevilla@csustan.edu 3974
Accounts Receivable Delfin Guillory dguillory@csustan.edu 3978
Auxiliary Accounting Dennette Dores ddores@csustan.edu 3138
Budget Michelle Legg mlegg@csustan.edu 3653
Cashiering Services Delfin Guillory dguillory@csustan.edu 3978
Expenditure Transfers Angela Sevilla alsevilla@csustan.edu 3974
Grants Trish Hendrix phendrix@csustan.edu 3979
P-Card/Staples Becky Snead bsnead@csustan.edu 3839
Payroll Robin Lenz rlenz@csustan.edu 3309
Procurement & Contract Services Karen Meade kmeade@csustan.edu 3890
Travel Gurpreet Singh gsingh47@csustan.edu 3935
University Accounting Angela Sevilla alsevilla@csustan.edu 3974
Support Services
(Property, Receiving, Mail, Print and Records)
Frank Borrelli fborrelli@csustan.edu 3986