BUDGET ANALYSIS AND RESEARCH

2007/08 Fiscal Schedule
Deadline Detail

March 28, 2008 - By 5:00 p.m. (Friday)

PEWAFs that include requests for Public Works contracts $5,000 and over are due in Financial Reporting, Kendall 214 (zip 240) for project setup and chartfield string approval. (Deadline applies to CAUS, CSRV, EHS, and FMS project coordinators only.)

April 18, 2008 - By 5:00 p.m. (Friday)

California Multiple Award Schedule (CMAS) orders $50,000 and over are due in Procurement and Contract Services, (Procurement Services Office) Kendall 206 (zip 244). Orders are to be entered into the online CMS order system. If the order covers non-supported IT items, requesters are to print and forward a copy of the order along with a Feasibility Study Report (FSR) to Computing and User Support (CAUS), Meriam Library 454 (zip 295), for review and approval. Orders for non-supported items must include the CMS standard comment acknowledging the department will be responsible for all repairs and maintenance of items purchased.

Annual Service Renewal Requests for 2008/09 fiscal year $10,000 and over are due in Procurement & Contract Services (Contract Services Office), Kendall 205 (zip 245). These are new fiscal year service contracts which need to be in place by July 1, 2008 for continuity of services. A list of existing annual service contracts will be available on the Procurement & Contract Services website: http://www.csuchico.edu/purc/. It is the responsibility of the department to check the listing and submit renewal requests as necessary. If the request is for IT services, an Information Resources (IR)-approved Feasibility Study Report (FSR), with the CMS order number noted, is to be submitted to Contract Services. A Sole Source/Brand Justification form should also accompany the request if applicable. These forms are available at the following website: http://www.csuchico.edu/purc/.

Equipment and Supply purchase requests $10,000 and over are due as noted below. This deadline excludes State Contract, State Price Schedule, California Multiple Award Schedule (CMAS), Prison Industry Authority purchases, and Office Max Internet ordering. (Later due dates are established for these types of purchases.)

• IT requests between $10,000 and over (computing, networking and communications equipment, software and services) are due in Computing and User Support (CAUS), Meriam Library 454 (zip 295). These requests are to be entered into the online CMS order system. Department requesters are to print a copy of the CMS order and forward a copy along with a Feasibility Study Report (FSR) to CAUS for review and approval if it covers non-supported IT items. Requests for non-supported items must include the CMS standard comment acknowledging that the department will be responsible for all repairs and maintenance of items purchased. A Sole Source/Brand Justification form should also accompany the request, if applicable. These forms are available at the following website: http://www.csuchico.edu/purc/.
  
• All other purchase requests $10,000 and over are due in Procurement & Contract Services (Procurement Services Office), Kendall 206 (zip 244). These requests are to be entered into the online CMS order system. A Sole Source/Brand Justification form should also accompany the request, if applicable. These forms are available at the following website: http://www.csuchico.edu/purc/.

Requests for Public Works contracts $5,000 and over are due in Procurement and Contract Services (Contract Services Office), Kendall 205 (zip 245). These are requests generally submitted by FMS for campus projects.

Service Requests $10,000 and over are due in Procurement & Contract Services (Contract Services Office), Kendall 205 (zip 245). Service requests are to be entered into the online CMS order system. If the request covers IT services, an Information Resources (IR)-approved Feasibility Study Report, with the CMS order number noted, must be submitted to Contract Services. A Sole Source/Brand Justification form should also be submitted if applicable. These forms are available at the following website: http://www.csuchico.edu/purc/.

Refer to “General Definitions” section of this Fiscal Schedule for a description of the requests that fall under this category. Excluded from this deadline are lecturers, newspaper ads for faculty positions, and any services performed by on-campus personnel. (Other due dates are established for these types of services.)

State Contract, State Price Schedule requests $50,000 and over are due in Procurement and Contract Services (Procurement Office), Kendall 206, (zip 244). These requests are to be entered into the online CMS order system. If the request covers IT purchases or services, an Information Resources (IR)-approved Feasibility Study Report, with the CMS order number noted, must be submitted to Procurement Services. A Sole Source/Brand Justification form should be submitted if applicable. These forms are available at the following website: http://www.csuchico.edu/purc/

May 19, 2008 - By 5:00 p.m. (Monday)

Invoices for Reverting Funds - Invoices for supplies or services coded with a fund scheduled to revert to the State on June 30 are due in Accounts Payable, Kendall 208 (zip 243), x6426 for payment processing.

May 30, 2008 - By 11:00 a.m. (Friday)

Annual Service Renewal Requests for 2008/09 fiscal year under $10,000 are due in Procurement & Contract Services (Contract Services Office), Kendall 205 (zip 245). These are new fiscal year service contracts which need to be in place by July 1, 2008 for continuity of services. A list of existing annual service contracts will be available on the Procurement & Contract Services website: http://www.csuchico.edu/purc/. It is the responsibility of the department to check the listing and submit renewal requests as necessary via the method described on the list (either an online CMS order or hardcopy requisition).

Faculty Lump-Sums to be paid from the current fiscal year and retirement separations of employees with a retirement date of July 1, 2008 or earlier are due at the Payroll/Benefits Office, Kendall 222 (zip 015).

PEWAFs that include requests for D.O.C. Public Works contracts $5,000 and over are due in Financial Reporting, Kendall 214 (zip 240) for project setup and chartfield string approval. (Deadline applies to CAUS, CSRV, EHS, and FMS project coordinators only.)

PEWAFs greater than $5,000 that include requests for Public Works contracts under $5,000 are due to Financial Reporting, Kendall 214 (zip 240) for project setup and chartfield-string approval. (Deadline applies to CAUS, CSRV, EHS, FMS and CAUS project coordinators only.)

Prison Industry Authority purchases (any dollar amount) are due in Procurement & Contract Services (Procurement Services Office), Kendall 206 (zip 244). These requests are to be entered into the online CMS order system.

Requests for Public Works contracts under $5,000 are due in Procurement and Contract Services (Contract Services Office), Kendall 205 (zip 245). These requests are generally submitted by FMS for campus projects.

State Contract, State Price Schedule, and CMAS requests under $50,000 are due in Procurement and Contract Services (Procurement Office), Kendall 206 (zip 244). These requests are to be entered into the online CMS order system. If the request covers IT purchases or services over $10,000, an Information Resources (IR)-approved Feasibility Study Report, with the CMS order number noted, must be submitted. A Sole Source/Brand Justification form should also be submitted if applicable. These forms are available at the following website: http://www.csuchico.edu/purc/

Service Center Chargebacks and CAFs completed by May 30 will be charged to the 2007/08 year.  Orders completed after May 30 will be charged to the 2008/09 year, except those from Associated Students and Foundation.  AS and Foundation chargebacks and CAFs completed by June 30 will be charged in 2007/08.

Note for Vehicle Reservations: Due to third-party car rental billing, some charges incurred in the latter part of May could be delayed to the 2008/09 fiscal year.

Income will be credited to Service Centers as follows:

Work completed and charged to State, AS, and Foundation accounts by May 30 - Income reported in 2007/08

Work completed and charged to AS and Foundation accounts by June 27 - Income reported in 2007/08

Work completed and charged to State accounts June 1- June 27 will be income reported to 2008/09

Work completed and charged to AS and Foundation accounts June 27-June 30 will be income reported to 2008/09

A complete list of CSU, Chico Service Centers can be found in the CAF Manual located at: http://www.csuchico.edu/ao/guidelines/

Change of O.E. or Equipment Expenditure requests which cross fund codes are due in Accounts Payable Office, Kendall 208 (zip 243), x5312. These requests may be transmitted via e-mail to Sandy Sample (ssample@csuchico.edu). These expenditure transfers must be processed through the State Controller's Office via a PFA and, therefore, need to be minimized as much as possible. Most transfers of this type can be eliminated by ensuring coding information is correct when submitting orders.

June 6, 2008 - By 11:00 a.m. (Friday)

Change of O.E. or Equipment Expenditure Coding requests within fund codes are due in Accounts Payable Office, Kendall 208 (zip 243), x5312. These requests may be transmitted via e-mail to Sandy Sample (ssample@csuchico.edu). Most transfers of this type can be eliminated by ensuring coding information is correct when submitting orders.

On-Campus Employee Expenditure Adjustments are described as the local redistribution of a previously issued warrant from the State Controller’s Office. The On-Campus Employee Expenditure Adjustment form facilitates the adjustment of chartfield strings for payroll expenditures that are not processed through the State Controller’s Office. On-campus employee expenditure adjustments must be submitted on the On-Campus Employee Expenditure Adjustment template and transmitted to FIN LCD via the e-mail button on the template. This template is currently available at the following website: http://www.csuchico.edu/fin/FSpages/cmspage/Forms.shtml.

Procurement Credit Card (Mastercard) purchases made through the June billing cycle (which ends June 22) will be charged to current fiscal year if the vendor submits the charge to the bank by that date. Please note that charges made a week or two prior to June 22 could be charged to either current year or new year, depending on when the charge is recorded with the bank. If it is critical that the charge be current year funding, orders should be made well in advance of the June 22 deadline. If the charge should have new year funding, place the order June 23 or after.

Service Requests under $10,000 are due in Procurement & Contract Services via the online CMS order system.

June 10, 2008 - By 4:30 p.m. (Tuesday)

Payroll Expenditure Corrections (Staff Action, Academic Appointment and Academic Change forms, PT-11 forms) are due at the Payroll/Benefits Office, Kendall 222 (zip 015). PT-11s (revised 5/05) are used to correct student, overtime, shift differential, and special consultant payroll expenditures. All other payroll expenditure corrections must be submitted by corrected Staff Action or Academic action forms. Many payroll expenditure transfers must be processed through the State Controller's Office. Most transfers of this type can be eliminated by ensuring payroll accounts are correct when submitting attendance reports and personnel/payroll actions.

June Pay Docks are due at the Payroll/Benefits Office, Kendall 222 (zip 015). Docks occurring after June 15, must be called into the Payroll Office, x6435, first, and then supported with written documentation.

Staff Action, Academic Appointment and Academic Change forms effective June 30, 2008 or earlier and July 1 reassignments involving lump-sum vacation and/or settlement pay are due at the Payroll/Benefits Office, Kendall 222 (zip 015) The effective date of separation determines the fiscal year that is charged for lump-sum vacation and settlement pay, e.g. a separation effective June 30, 2008 will result in a 2007/08 expenditure for any lump-sum payment. July 1 reassignments (10/12 or 11/12 to 12-month or vice versa, AY to 12-month or vice versa) will also result in a 2007/08 charge for any lump-sum payment associated with the old position. Questions regarding staff and faculty separations should be directed to the Payroll Office, x6435.

June 16, 2008 - By Various Times (Monday)

Equipment and Supply purchase requests under $10,000 are due in Procurement & Contract Services via the online CMS order system.
Important Note: Do not split requests (two or more orders to the same company or to like companies for the same items which total $10,000 or more when combined). Split orders will be returned for resubmission and will be charged to the new fiscal year if the applicable fiscal deadline for the transaction has passed.

Office Max orders entered via the on-line ordering system by 4:30 p.m. on June 16 will be charged to the current fiscal year. Items still on back order, special order, or drop shipped after that date may be charged to either current year or new year, depending on delivery and when Office Max posts to the campus account. All ordering will be suspended June 17 to July 1 . Orders placed after July 1, as well as backorders and special orders placed in June but arriving after July 1, will be charged to the 2008/09 fiscal year.

PEWAFs greater than $5,000 that do not include requests for Public Works Contracts are due in Financial Reporting, Kendall 214 (zip 240) by 2:00 p.m. for project setup and chartfield string approval. (Deadline applies to CAUS, CSRV, EHS and FMS project coordinators only.)

June 17, 2008 - By 4:30 p.m. (Tuesday)

Direct Pay forms and invoices are due in Accounts Payable, Kendall 208, (zip 243), x6426 in order for payments to occur in the 2007/08 fiscal year.

Petty Cash expenditure reimbursement requests are due in Accounts Payable, Kendall 208 (zip 243), x6426. All petty cash purchases presented by this deadline will be charged against the current fiscal year; all purchases presented after this deadline will be charged to the next fiscal year.

Open Encumbrances against which no further payments will be made should be disencumbered by June 17. This action will increase the account balances for consideration as carry-forward into the new year. Special attention should be given to the open encumbrance amount on service orders. Review the Brio Report for Open Commitments and use the “Open Encumbered Amount” column to identify possible amounts to disencumber. Requests to disencumber open encumbrance amounts may be transmitted by e-mail to Sandy Sample (ssample@csuchico.edu) in Accounts Payable, Kendall 208 (zip 243), x5312.

Travel Claims outstanding for all travel completed up to June 17 are due in Travel Services , Kendall 204, (zip 140), x5766. If a claim cannot be submitted, be sure to submit a Travel Request. By law, travel claims must be paid from the fiscal year in which the expense occurs. These forms are available at http://www.csuchico.edu/ao/travel.

Travel Requests estimated for travel June 18 through June 30 are due in Travel Services, Kendall 204, (zip 140), x5766. University regulations require submission of a Travel Request form before a trip is taken. Therefore, for travel on or after June 17, please submit a Travel Request form for each planned trip, estimating costs, to Travel Services. Failure to submit Travel Request forms may result in denial of the claim for reimbursement. Reimbursement funds may not be available to pay claims for trips taken without previous submission of a Travel Request form. All travel completed on or after June 17 must be submitted on Travel Claims as soon as possible after the trip is taken. These forms are available at http://www.csuchico.edu/ao/travel.

June 20, 2008 - By 11:00 a.m. (Friday)

Student Payroll hours worked through June 19 are entered in HR CMS system. Salaries for Student Assistants and Work Study employees working from June 20 through June 30 will be payroll expenditures for the next fiscal year.

Budget Transfers must be entered on the Budget Transfer Template form and transmitted to Budget Analysis and Research via the e-mail button on the spreadsheet. This form is available at http://www.csuchico.edu/bud/forms.shtml . Review all CMS budget and expense transactions and submit a Budget Transfer Template form to cover any over-expenditure at the Fund and Deptid chartfield level. Immediate action should be taken to ensure that all CMS errors or omissions are corrected, as they affect the balance available. Frequent review and budget transfers throughout the year are encouraged to avoid potential problems late in the fiscal year.
Important Note: Work-study account balances may not be used to cover other account shortfalls. Work-study expenditures must be managed within existing departmental work-study budgets.

Travel Corrections for all travel expense claims, pre-pays, BTA and CRBTA charges prior to June 20 are due in Travel Services, Kendall 204 (zip 140) x5766. These corrections should be submitted via e-mail to Pat Heath (pheath@csuchico.edu) or in writing through campus mail. Corrections received after this date cannot be guaranteed to be reflected in year-end balances.

BTA (Business Travel Accounts) airfare purchases through June 20 will be charged to the 2007/08 fiscal year. Travel Request forms must be on file immediately upon reservation to ensure 2007/08 accrual and reconciliation. Purchases after June 20 will be charged to the 2008/09 fiscal year.

June 23, 2008 - By 4:30 p.m. (Monday)

Procurement Credit Card (Mastercard). Chartfield information for the total of all purchases on the June 22nd Procurement Card statements is due in Accounts Payable, Kendall 208 (zip 243), x6426. Year end processes require the early posting of accounting entries. For this reason, although statements will not have been received, departments must prepare chartfield information for the total of all purchases anticipated on the June 22nd statement and submit it via e-mail to Cindy Kelly (clkelly@csuchico.edu) or in writing to Accounts Payable, Kendall Hall 208 (zip 243). If department chartfield information is not received by June 23, charges will be posted to the most frequently used chartfield from previous months. Accounts Payable will be unable to process corrections to this posting. Hardcopy statements are due in Accounts Payable by the normal deadline of July 10.

FINAL NOTE:  Any purchases which are not on the June 22nd statement cannot be honored against 2007/08 funds.

WSCA Contract Purchases (i.e., Dell Computers) are due in Procurement & Contract Services (Procurement Services Office), Kendall 206 (zip244). these requests are to be entered into the online CMS system. for more information, contact Procurement and Contract Services (Procurement Services Office), x5134.

June 25, 2008 - By 4:30 p.m. (Wednesday)

Travel Accruals for travel through June 30, 2008 must be submitted on a Travel Request form and include a projected dollar amount. Submit forms to Travel Services, Kendall 204 (zip 140) x5766.

June 30, 2008 - By 3:30 p.m. (Monday)

Cash Receipts and Receivables are due in Cashiering, Kendall 212 (zip 240), x6347. Receivables include any funding from off-campus as well as transfers from AS and Foundation funds to State University Funds.

Important Note: Each department is responsible for notifying Accounting Operations of all late transactions and pending payments for documentation and posting of income accruals. Late transactions and pending payments through June 30 should be reported to Denise Gavello via e-mail (dgavello@csuchico.edu). Information provided in the e-mail should include funding source to be billed, description of services provided or expense incurred, and vendor name.

Main Payroll, Intermittent Temporary Help attendance, shift, and overtime are due at the Payroll/Benefits Office, Kendall 222 (zip 015). Main payroll submission should include vouchers and night shift differential attendance.

Remaining payroll actions are due. Special consultant pay, substitute pay, asbestos pay, summer session and extension pay, stipends, special assignment allowances, P.O.S.T. certificate pay, etc. and any retroactive or late pay claims are due at the Payroll/Benefits Office, Kendall 222 (zip 015).

In-Kind Gift Acceptance forms are due for gifts received and in-hand. A gift is not considered fully accepted by CSU, Chico until the In-Kind Gift Acceptance form is completed, including appropriate valuation of the gift by an independent consultant, and all required signatures of university officials are collected. For more information contact University Development and Advancement Services - Gift Processing, x5297 (zip 155)

FINAL NOTE: Any operating expense document received after the stated deadlines may not be honored against 2007/08 funds. Fiscal penalties may be invoked for documents submitted late.