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Financial & Support Services

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(209) 667-3077

Mary Stuart Rogers, MSR270

Division of Business & Finance

Download Printer-Friendly: Year-End Memo 2025

Fiscal Year Ending June 30, 2025

In preparation for the close of the fiscal year ending June 30, 2025, 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 Department Review

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. All necessary support including original transaction detail and the reason for correction must accompany each request.

Deadline for all Business Contract Request Forms (BCRF) to be submitted via email to contracts@csustan.edu.

Deadlines

Deadline Details
March 14
  • Deadline for submission of approved requisitions to Procurement and Contract Services (PCS) for procurement of services and commodities intended for Fiscal Year 2024/2025 that require a formal bid. 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 2025/2026.
April 11
  • Deadline for submission of approved requisitions to PCS for purchases that do not require a formal bid for recording in Fiscal Year 2024/2025. Emergency requisitions received after this date will be approved on a case-by-case basis.
April 21
  • Requests for new or re-activated Department IDs or name changes to be established for the new 2025/2026 fiscal year department tree must be emailed to Mellissa Robertson with a cc: to Jennifer Corgiat to be effective 7/1/2025.
May 1
  • Special Consultant payment requests due to Payroll for inclusion in the May 2025 financial statements.
May 1
  • Deadline for all Business Contract Request Forms (BCRF) to be submitted to contracts@csustan.edu.
May 19
  • Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through April 2025.
May 21
  • Deadline for departments to submit budget transfer requests to the Budget Office for posting in the May 2025 accounting period.
June 2
  • Work Study, Student Assistant, Intermittent Hourly and Overtime must be submitted to Payroll for June 15 pay date.
June 2
  • Special Consultant payment requests due to Payroll for inclusion in the June 2025 financial statements. Special Consultant Contracts cannot cross fiscal years.
June 12
  • Deadline to submit a request for billing to Accounts Receivable for the 2024/2025 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 2024/2025. P-Card usage and Staples transactions after June 12th will most likely be reported in Fiscal Year 2025/2026.
June 12
  • Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through May 2025.
June 12
  • Deadline for departments to submit budget transfer requests to the Budget Office for posting in the June 2025 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 24, 2025:
    • Invoices
    • Direct Pay Requests
    • Guest Lecturer/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 16
  • Reserves Designation workbooks delivered to Self Supports. These must be completed by the department and returned to Darcie Cochran, University
    Accounting Manager by June 27, 2025.
June 16
  • First day Fiscal Year 2025/2026 requisitions can be entered into PeopleSoft for processing in CFS for July 2025. Please note that requisitions can be entered on or after this date, but Procurement will not begin processing them until July 7, 2025. If you have an urgent need for a payment that needs to be processed before July 7th, please contact Karla Mancinas, Accounts Payable Manager for assistance.
June 20
  • Deadline for departments to close out open Concur travel requests for travel that occurred in Fiscal Year 2024/2025. All remaining open requests will be accrued as expenditures in June 2025.
June 20
  • Deadline to submit Invoices, Direct Pay Requests, Guest Lecturer/Honorarium Payment Requests, Travel Requests, Travel Claims and Employee Non-Travel Reimbursements to Accounts Payable/Travel for accrual into Fiscal Year 2024/2025. Items received after this date, may not be captured in the 2024/2025 fiscal year and as a result, hit your Fiscal Year 2025/2026 budget.
June 20
  • Deadline to submit expenditure reclassification requests for inclusion in the Fiscal Year 2024/2025 financial statements. Requests related to June 2025 transactions will take priority over prior month activity reclassification requests. Requests for activity between July 1, 2024, and May 31, 2025, are not guaranteed to be processed in Fiscal Year 2024/2025 as those should be actively managed throughout the year.
June 23
  • Deadline to submit deposits to Cashier’s Office to be included in Fiscal Year 2024/2025.
June 23
  • 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 2024/2025 fiscal year.
June 24
  • Final payment cycle (EFT and Check) for Fiscal Year 2024/2025.
June 25
  • Final day to receive goods for 2024/2025. Goods received after 12:00 p.m. June 25, 2025, will be charged to Fiscal Year 2025/2026.
June 26
  • Deadline for P-Card and T-Card reconciliation submissions in Concur for P-Card transactions ending June 20, 2025.
June 27
  • Reserves Designation workbooks due to Darcie Cochran, University Accounting Manager from Self Supports.
June 27
  • 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 2025 period is closed, are no longer allowable by the sponsor agency and may need to be reallocated to other campus funding sources.
June 27
  • All purchase orders (POs), including blanket POs, for Fiscal Year 2024/2025 will be reviewed and closed, except for those with outstanding invoices. There will be no carryover POs into the 2025/2026 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 2025/2026 requisition against the 2025/2026 budget unless originally submitted as a pre-approved multi-year requisition upon original submission.
June 30
  • Fiscal Year 2024/2025 closes.
July 1
  • Payroll expenditure reclassifications for June 2025 transactions to be submitted to the Budget Office.
July 8
  • First payment cycle (EFT and Check) for Fiscal Year 2025/2026.

Please note the following:

  • Late transactions, documents received after the deadlines, or missing information may not be processed by June 30, 2025, and therefore will be charged to Fiscal Year 2025/2026 budgets.
  • Don’t forget, 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 employees, and special consultants, are on a June 1 through May 31 processing year. Consistent with prior years, the expenses incurred in June 2025 will be charged against departmental Fiscal Year 2025/2026 budgets, posting a month behind on the financial records, and will not be included in departmental expenses for June 30, 2025.
  • Due to the implementation of the new Procure-to-Pay CSUBUY system in January 2026, it is possible that blanket purchase orders will only be processed through January 31, 2026, and new requisitions will be entered into the new system for the remainder of the fiscal year. This will be confirmed and communicated prior to June 16, 2025.

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

Unit Contact Email Extension
Accounts Payable Karla Mancinas kmancinas@csustan.edu 3892
Accounts Receivable Bety Gonzalez De Brito egonzalez-brito@csustan.edu 3969
Auxiliary Accounting Dennette Dores ddores@csustan.edu 3138
Budget Jennifer Corgiat budget-services@csustan.edu 3974
Cashiering Services Bety Gonzalez De Brito egonzalez-brito@csustan.edu 3969
Expenditure Transfers Mellissa Robertson mrobertson@csustan.edu 3797
Post Award Post Awards Manager postawardgrant@csustan.edu 3820
P-Card/T-Card/Travel Karla Mancinas kmancinas@csustan.edu 3892
Payroll Pardi Singh psingh@csustan.edu 3992
Procurement & Contract Services Nicole Lack nlack@csustan.edu 3145
University Accounting Darcie Cochran dcochran@csustan.edu 3439
Support Services (Property, Receiving, Mail, Print, and Records) David Younathan dyounathan@csustan.edu 3986

Updated: March 07, 2025