Financial Services

A Department of Business & Finance

Fiscal Schedule: Deadline by Detail

March 27, 2009 - 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.)
  • Purchase/Service Orders $50,000 and over (ANY CMS/PeopleSoft order for services, tangible goods, equipment, & supplies) are due in Procurement and Contract Services. Orders for non-supported IT items must have an approved Technology Procurement Review Form submitted with the order. A Sole Source/Brand Justification form should also accompany the request if applicable. These forms are available on the Procurement and Contract Services Web site.

April 17, 2009 - By 5:00 p.m. (Friday)

  • Purchase Orders $10,000 and over (CMS/PeopleSoft orders for tangible goods, equipment, & supplies)are due in Procurement and Contract Services. These orders include but are not limited to orders using California Multiple Award Schedule (CMAS), State Contract, and State Price Schedules. Orders for non-supported IT items must have an approved Technology Procurement Review Form submitted with the order. A Sole Source/Brand Justification form should also accompany the request if applicable. These forms are available on the Procurement and Contract Services Web site.
  • Service Orders $10,000 and over (CMS/PeopleSoft orders for services) are due in Procurement & Contract Services.
    • Annual Service Renewal Orders for 2009/10 fiscal year. These are new fiscal year service contracts which need to be in place by July 1, 2009 for continuity of services. A list of existing annual service contracts will be available on the Procurement & Contract Services Web site. It is the responsibility of the department to check the listing and submit renewal requests as necessary.
    • Service Orders over $10,000 being completed prior to July 1, 2009 (current fiscal year services). If the request is for non-supported IT services, an approved Technology Procurement Review Form shall be submitted with the order. A Sole Source/Brand Justification form should also accompany the request if applicable. These forms are available on the Procurement and Contract Services Web site.
  • CRBTA (Car Rental Business Travel Account). Car rentals charged through April 17, 2009 to the campus account will be charged to the 2008/09 fiscal year. Travel Requests must be on file immediately upon reservation with a valid State chartfield. Car rentals after April 17th will be charged to the 2009/10 fiscal year.
  • 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.

May 18, 2009 - 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.
  • Annual Service Renewal Orders for 2009/10 fiscal year under $10,000 are due in Procurement & Contract Services. These are new fiscal year service contracts which need to be in place by July 1, 2009 for continuity of services. A list of existing annual service contracts will be available on the Procurement & Contract Services Web site. It is the responsibility of the department to check the listing and submit renewal requests as necessary.
  • PEWAFs that include requests for D.O.C Public Works contracts $5,000 and over are due to 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.)

May 26, 2009 – by 5:00 p.m. (Tuesday)

  • BTA (Business Travel Account) airfare purchases through May 26 will be charged to the 2008/09 fiscal year. Travel Request forms must be on file immediately upon reservation to ensure 2008/09 accrual and reconciliation. Purchases after May 26 will be charged to the 2009/10 fiscal year.

May 29, 2009 - By 11:00 a.m. (Friday)

  • Faculty Lump-Sums to be paid from the current fiscal year and retirement separations of employees with a retirement date of July 1, 2009 or earlier are due at the Payroll/Benefits Office, Kendall 222 (zip 015).
  • 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.
  • Service Center Chargebacks and CAFs completed by May 29 will be charged to the 2008/09 year. Orders completed after May 29 will be charged to the 2009/10 year, except those from Associated Students and Foundation. AS and Foundation chargebacks and CAFs completed by June 30 will be charged in 2008/09.
  • 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 2009/10 fiscal year.
  • Income will be credited to Service Centers as follows:
    • Work completed and charged to State, AS, and Foundation accounts by May 29 - Income reported in 2008/09
    • Work completed and charged to AS and Foundation accounts by June 30 - Income reported in 2008/09
    • Work completed and charged to State accounts June 1- June 30 will be income reported to 2009/10
    • A complete list of CSU, Chico Service Centers can be found in the CAF Manual.
  • 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 4, 2009 - By 5:30 p.m.. (Thursday)

  • 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.
  • Service Orders under $10,000 (CMS/PeopleSoft orders for services) are due in Procurement & Contract Services. Service Requests under $10,000 are requests for services being completed prior to July 1, 2009 (current fiscal year services). These requests include but are not limited to: Hospitality Expenses, rentals, etc.

June 8, 2009 - By 5:30 p.m. (Monday)

  • 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 on the Accounting Operations website.
  • Procurement Credit Card (American Express Corporate Purchasing Card) 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 credit card provider 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 credit card provider. 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.

June 9, 2009 - By 5:30 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.
  • 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 10, 2009 - By 5:30 p.m. (Wednesday)

  • Staff Action, Academic Appointment and Academic Change forms effective June 30, 2009 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, 2009 will result in a 2008/09 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 2008/09 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 15, 2009 - By Various Times (Monday)

  • 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.
  • 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). Any payroll actions received after this date may be posted to 2009/10 fiscal year, dependent on the State Controller's pay cycle and processing limitations.
  • Office Max orders entered via the on-line ordering system by 5:30 p.m. on June 15 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 16 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 2009/10 fiscal year.

June 16, 2009 - By 5:30 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 2008/09 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 16. 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 in Accounts Payable, Kendall 208 (zip 243), x5312.

June 18, 2009 - By 5:30 p.m. (Thursday)

  • Travel Corrections for all travel expense claims, pre-pays, BTA and CRBTA charges prior to June 19 are due in Travel Accounting, Kendall 210 (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.
  • Travel Claims outstanding for all travel completed through June 19 are due in Travel Accounting , Kendall 210, (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 on the Travel Accounting Web page.
  • Travel Requests estimated for travel June 20 through June 30 are due in Travel Accounting, Kendall 210, (zip 140), x5766. University regulations require submission of a Travel Request form before a trip is taken. Therefore, for travel on or after June 20, please submit a Travel Request form for each planned trip, estimating costs, to Travel Accounting. 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 20 must be submitted on Travel Claims as soon as possible after the trip is taken. These forms are available on the Travel Accounting Web page.

June 22, 2009 - By 5:30 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 Sandy Sample 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 default chartfield for that cardholder. 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 2008/09 funds.
  • Purchase Orders under $10,000(CMS/PeopleSoft orders for tangible goods, equipment, & supplies) are due in Procurement and Contract Services. These orders include but are not limited to orders using California Multiple Award Schedule (CMAS), State Contract, and State Price Schedules.
  • WSCA Contract Purchases (CMS/PeopleSoft orders for items on WSCA contracts i.e. Dell Computers) are due in Procurement & Contract Services.
  • 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 on the Budget Analysis & Research Web site. 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.

June 24, 2009 - By 5:30 p.m. (Wednesday)

  • Travel Accruals for travel through June 30, 2009 must be submitted on a Travel Request form and include a projected dollar amount. Submit forms to Travel Accounting, Kendall 210 (zip 140) x5766. Previously submitted Travel Requests can be updated by submitting an “amended” Travel Request.

June 30, 2009 - Various (Tuesday)

  • Cash Receipts and Receivables are due by noon 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.
  • Accounts Receivables-Invoices. Requests to process invoices for actual cost of services provided during the 08/09 FY for any funding from off-campus as well as transfers from AS and Foundation to State University Funds are due by 5:30 p.m. to Denise Gavello via e-mail (dgavello@csuchico.edu).
  • Accounts Receivables-Accruals. Requests to process accruals for the estimated amount of funding from off-campus as well as transfers from AS and Foundation to State University Funds are due by 5:30 p.m. to Denise Gavello via e-mail (dgavello@csuchico.edu).
    • 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, Student Payroll, Intermittent Temporary Help attendance, shift, and overtime are due by 5:30 p.m. at the Payroll/Benefits Office, Kendall 222 (zip 015). Main payroll submission should include vouchers and night shift differential attendance.
  • In-Kind Gift Acceptance forms are due by 5:30 p.m. 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 2008/09 funds. Fiscal penalties may be invoked for documents submitted late.