Download Printer-Friendly: Year-End Memo 2026
Fiscal Year Ending June 30, 2026
In preparation for the close of the fiscal year ending June 30, 2026, the following deadlines have been established to ensure the timely review and submission of items and completion of processes critical to closing the fiscal year. Carefully review the deadlines outlined below, as they may have an impact on your departmental planning and differ from dates assigned in previous years. It is essential that departments provide the necessary information outlined below by the close of business (5 p.m.) for each specified deadline.
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 supporting documentation, including the original transaction details and the reason for the correction, must accompany each request.
Deadlines
| Deadline | Details |
|---|---|
| March 13 | Deadline for submission of approved requisitions to Procurement and Contract Services (PCS) for procurement of services and commodities intended for 2025/2026 that require a formal bid. Formal bids are required for procurement of services and commodities that exceed $250,000 and any Public Works over $5,000. Requisitions received after this date will be processed for 2026/2027. |
| April 10 | Deadline for submission of approved requisitions to PCS for purchases that do not require a formal bid for recording in Fiscal Year 2025/2026. Emergency requisitions received after this date will be approved on a case-by-case basis. |
| April 21 | Requests for new or reactivated Department IDs or name changes for the new 2026/2027 department tree must be emailed to Mellissa Robertson, with a cc to Angie Raposo, to be effective 7/1/2026. |
| May 1 | Special Consultant payment requests due to Payroll for inclusion in the May 2026 financial statements. |
| May 1 | Deadline for all Business Contract Request Forms (BCRF) to be submitted to contracts@csustan.edu. |
| May 4 | The CSUBUY P2P Global Fiscal Year End process begins. Requisitions for 2026/2027 may be entered for Purchase Orders requiring payment in early July. (More information will be provided.) |
| May 18 | Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through April 2026. |
| May 20 | Deadline for departments to submit budget transfer requests to the Budget Office for posting in the May 2026 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 2026 financial statements. Special Consultant Contracts cannot cross fiscal years. |
| June 11 | Deadline to submit a request for billing to Accounts Receivable for 2025/2026 (i.e., third-party billings, University facility reservations, Chartwells, etc.) |
| June 12 | Deadline for P-Card charges for 2025/2026. P-Card usage transactions after June 12th will most likely be reported in Fiscal Year 2026/2027. |
| June 12 | Deadline for departments to submit payroll salary adjustments to the Budget Office for payroll through May 2026. |
| June 12 | Deadline for departments to submit budget transfer requests to the Budget Office for posting in the June 2026 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 23 & 24, 2026:
|
| June 15 | Reserves Designation workbooks delivered to Self Supports. |
| June 18 | Deadline for departments to close out open Concur travel local/mileage travel requests for travel that occurred in 2025/2026. All remaining local/mileage open requests will be accrued as expenditures in June 2026. |
| June 18 | Deadline to submit Invoices (CFS/CSUBuy), Travel Requests, Travel Claims and Employee Non-Travel Reimbursements to Accounts Payable/Travel for accrual into 2025/2026. Items received after this date may not be captured in 2025/2026 fiscal year and as a result, hit your 2026/2027 budget. |
| June 18 | Deadline to submit expenditure reclassification requests for inclusion in 2025/2026 financial statements. Requests related to June 2026 transactions will take priority over prior month activity reclassification requests. Requests for activity between July 1, 2025, and May 31, 2026, are not guaranteed to be processed in 2025/2026 as those should be actively managed throughout the year. |
| June 23 | CFS Final payment cycle (EFT and Check) for 2025/2026. |
| June 24 | CSUBUY Final payment cycle (EFT and Check) for 2025/2026. |
| June 24 | Deadline to draw down funds from federal agencies for grant and contract expenditure reimbursements to ensure campus receives funds by June 30 for inclusion in 2025/2026. |
| June 26 | Deadline for P-Card and T-Card reconciliation submissions in Concur for P-Card transactions ending June 22, 2026. |
| June 26 | Reserves Designation workbooks from Self Supports due to Mellissa Robertson, University Accounting Manager. |
| June 26 | Deadline to submit a list 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 2026 period is closed, are no longer allowable by the sponsor agency, and may need to be reallocated to other campus funding sources. |
| June 26 | All purchase orders (POs), including blanket POs, for 2025/2026 will be reviewed and closed, except for those with outstanding invoices. There will be no carryover POs into the 2026/2027 fiscal year except for Bond funds, Grant funds, and Trust Funds. |
| June 29 | Final day to receive goods for 2025/2026. Goods received after 5 p.m. June 29, 2026, will be charged to 2026/2027. |
| June 30 | Submit deposits to the Cashier’s Office before 3 p.m. to be included in 2025/2026. |
| June 30 | Fiscal Year 2025/2026 closes. |
| July 1 | Payroll expenditure reclassifications for June 2026 transactions to be submitted to the Budget Office. |
| July 1 | Purchase Orders created in CSUBUY for early 2026-2027 will automatically be dispatched to suppliers. |
| July 7 | First payment cycle (EFT and Check) for 2026/2027. |
Please note the following:
- Late transactions, documents received after the deadlines, or missing information may not be processed by June 30, 2026, and therefore will be charged to 2026/2027 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 2026 will be charged against departmental 2025/2026 budgets, posting a month behind on the financial records, and will not be included in departmental expenses for June 30, 2026.
- Due to the implementation of the new Procure-to-Pay CSUBUY system in January 2026, there will be additional functionality for requisition entry that will be confirmed and communicated in May.
If you have any questions regarding this information, please direct your questions to the following staff:
| Unit | Contact | Extension | |
|---|---|---|---|
| Accounts Payable | Karla Mancinas | kmancinas@csustan.edu | 3892 |
| Accounts Receivable | Gina Tamez | gtamez@csustan.edu | 3496 |
| Auxiliary Accounting | Dennette Monaghan | dmonaghan@csustan.edu | 3138 |
| Budget | Angie Raposo | budget-services@csustan.edu | 3974 |
| Cashiering Services | Gina Tamez | gtamez@csustan.edu | 3496 |
| Expenditure Transfers | Mellissa Robertson | mrobertson@csustan.edu | 3797 |
| Post Award | Anand Gadre | agadre@csustan.edu | 3006 |
| P-Card/T-Card/Travel | Karla Mancinas | kmancinas@csustan.edu | 3892 |
| Payroll | Marcella Murillo | mmurill013@csustan.edu | 3351 |
| Procurement & Contract Services | Nicole Lack | nlack@csustan.edu | 3323 |
| University Accounting | Mellissa Robertson | mrobbertson@csustan.edu | 3797 |
| Support Services (Property, Receiving, Mail, Print, and Records) | David Younathan | dyounathan@csustan.edu | 3986 |
Updated: April 30, 2026