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Deadline by Detail

Fiscal Schedule 2010-2011:  Deadline by Detail

April 8, 2011 – by 5:00 p.m. (Friday)

  • PEWAFs including requests for Public Works contracts $5,000 and over are due in Financial Reporting, Kendall 210 (zip 240) for project setup and chartfield string approval. (Deadline applies to CAUS, CSRV, EHS, and FMS project coordinators only.)

April 11, 2011 – by 5:00 p.m. (Monday)

  • Purchase/Service Requisitions $50,000 and over for services, tangible goods, equipment, & supplies are due in Procurement and Contract Services, Kendall 206 (zip 244).  Requisitions for non-supported IT items require submission of an approved Technology Procurement Review Form. A Sole Source/Brand Justification form should be submitted with the Requisition if applicable. These forms are available on the Procurement and Contract Services Web site.

April 15, 2011 – by 5:00 p.m. (Friday)

  • Purchase Requisitions $10,000 and over for tangible goods, equipment, & supplies are due in Procurement and Contract Services, Kendall 206 (zip 244). This includes, but is not limited to, Requisitions using California Multiple Award Schedule (CMAS), State Contract, and State Price Schedules.  Requisitions for non-supported IT items require submission of an approved Technology Procurement Review Form.  A Sole Source/Brand Justification form should be submitted with the Requisition, if applicable.  These forms are available on the Procurement and Contract Services Web site.
  • Service Requisitions $10,000 and over are due in Procurement & Contract Services, Kendall 206 (zip 244).
    • Annual Service Renewal Requisitions for 2011/12 fiscal year are new fiscal year service contracts needing to be in place by July 1, 2011 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 a Requisition for service renewal as necessary.
  • Service Requisitions $10,000 and over for services ending or wok requiring completion prior to July 1, 2011 (current fiscal year services).  Requisitions for non-supported IT items require submission of an approved Technology Procurement Review Form.  A Sole Source/Brand Justification form should be submitted with the Requisition if applicable. These forms are available on the Procurement and Contract Services Web site.
  • Purchase Requisitions for Public Works contracts $5,000 and over are due in Procurement and Contract Services, Kendall 206 (zip 244). Generally, these requests are submitted by FMS for campus projects.

May 6, 2011 – by 5:00 p.m. (Friday)

  • 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) for payment processing.

May 16, 2011 – by 5:00 p.m. (Monday)

  • Annual Service Renewal Requisitions under $10,000 for 2010/11 fiscal year are due in Procurement & Contract Services, Kendall 206 (zip 244).  These are new fiscal year service contracts needing to be in place by July 1, 2011 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 Requisition for service renewal as necessary.
  • PEWAFs greater than $5,000 that include requests for Public Works contracts under $5,000 are due to Financial Reporting, Kendall 210 (zip 240) for project setup and chartfield string approval. (Deadline applies to CAUS, CSRV, EHS, and FMS project coordinators only.)

May 31, 2011 – by 5:00 p.m. (Tuesday)

  • Faculty Lump-Sums to be paid from the current fiscal year and retirement separations of employees with a retirement date of July 1, 2011 or earlier are due at the Payroll/Benefits Office, Kendall 220 (zip 010).
  • Requests for Public Works contracts under $5,000 are due in Procurement & Contract Services, Kendall 206 (zip 244).  Generally, these requests are submitted by FMS for campus projects.
  • Service Center Chargebacks (including CAFs, NowPrint orders, office copiers, telephone, postage and vehicle reservations bus use) billing to:
    • State funds must be submitted and must have the work completed by May 31 to be charged to the 2010/11 year. Work completed after May 31 will be charged to the 2011/12 year.
    • Associated Students and Foundation funds must be submitted and have the work completed by June 30 to be charged in 2010/11.
  • Service Center income will be credited as follows:
    • Work must be completed and charged to State accounts by May 31 for income to be reported in 2010/11
    • Work must be completed and charged to Associated Students and Foundation accounts by June 30 for income to be reported in 2010/11
    • Work completed and charged to State accounts June 1 - June 30, income will be reported in 2011/12
    • A complete list of CSU, Chico Service Centers can be found in the CAF Manual.

June 1, 2011 – by 5:00 p.m. (Wednesday)

  • PEWAFs  including requests for D.O.C Public Works contracts are due to Financial Reporting, Kendall 210 (zip 240) for project setup and chartfield string approval. (Deadline applies to CAUS, CSRV, EHS, and FMS project coordinators only.)

June 2, 2011 – by 5:00 p.m. (Thursday)

  • Changes to chartfields for Operating Expenses or to Equipment Expenditure Coding are due in Accounts Payable, Kendall 208 (zip 243). These requests may be transmitted via e-mail to Sandy Sample or Katy Rollo
  • Service Requisitions under $10,000 for services ending or work requiring completion prior to July 1, 2011 (current fiscal year services) are due in Procurement & Contract Services, Kendall 206 (zip 244).  These requests include, but are not limited to, Hospitality Expenses, rentals, reimbursements, etc.

June 6, 2011 – by 5:00 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 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 (US Bank VISA Corporate Purchasing Card) purchases made through the June billing cycle (which ends June 21) will be charged to current fiscal year if the vendor submits the charge to the credit card provider by that date.  Charges made a week or two prior to June 21 may be charged to current year or new year, depending on the date the charge is recorded with the credit card provider.  If it is critical the charge use current year funding, orders should be made well in advance of the June 21 deadline. If the charge requires new year funding, place the order June 22 or after.

June 7, 2011 – by 5:00 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 220 (zip 010). 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.
  • PEWAFs greater than $5,000 that do not include requests for Public Works Contracts are due in Financial Reporting, Kendall 210 (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.)
  • Purchase Requisitions for D.O.C. Public Works contracts $5,000 and over are due in Procurement and Contract Services, Kendall 206 (zip 244).
June 8, 2011 – by 5:00 p.m. (Wednesday)
  • Staff Action, Academic Appointment and Academic Change forms effective June 30, 2011 or earlier and July 1 reassignments involving lump-sum vacation and/or settlement pay are due at the Payroll/Benefits Office, Kendall 220 (zip 010).  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, 2011 will result in a 2010/11 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 2010/11 charge for any lump-sum payment associated with the old position. Questions regarding staff and faculty separations should be directed to the Payroll Office, x6771.

June 13, 2011 – by 5:00 p.m. (Monday)

  • June Pay Docks are due at the Payroll/Benefits Office, Kendall 220 (zip 010). Docks occurring after June 15 must be called into the Payroll Office, x6771, first, and then supported with written documentation.
  • Remaining payroll actions such as, 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 220 (zip 010). Any payroll actions received after this date may be posted to 2011/12 fiscal year, dependent on the State Controller's pay cycle and processing limitations.
  • Office Max orders entered via the on-line ordering system by 5:00 p.m. on June 13 will be charged to the current fiscal year. Ordering will be suspended after 5:00 p.m. and will reopen on July 1. Items on back order, special order, or drop shipped after that date may be charged to either current year or new year, depending on delivery date and the date Office Max posts the invoice to the campus account. 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 2011/12 fiscal year.

June 14, 2011 – by 5:00 p.m. (Tuesday)

  • Direct Pay forms and invoices are due in Accounts Payable, Kendall 208 (zip 243) in order for payments to occur in the 2010/11 fiscal year.
  • Petty Cash expenditure reimbursement requests are due in Accounts Payable, Kendall 208 (zip 243). 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 14.  Review the Insight Open Commitments Report to identify Purchase Orders to disencumber.  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. Send requests to disencumber open encumbrance amounts by e-mail to Sandy Sample or Katy Rollo in Accounts Payable, Kendall 208 (zip 243).

June 16, 2011 – by 5:00 p.m. (Thursday)

  • Request for Chargeback corrections are due in the appropriate Service Centers for 2010/11 expenditures.  Chargebacks include CAFs, NowPrint orders, office copiers, telephone, postage, and vehicle reservations bus use.  Service Centers will submit chargeback corrections to Accounting Operations, Kendall 210 (zip 240).
  • Travel Corrections to Travel Expense Claims, pre-pays, BTA and CRBTA 2010/11 transactions are due in Travel Accounting, Kendall 210 (zip 140). These corrections should be submitted on the Travel Expense Correction form available on the Travel Accounting website at www.csuchico.edu/ao/forms/index.shtml. Corrections received after this date may not be reflected in 2010/11 year-end balances.
  • Travel Claims for travel completed through June 16 are due in Travel Accounting, Kendall 210 (zip 140).  If a Travel Claim form cannot be submitted by the due date, a Travel Request form must be on file.  Travel claims must be paid from the fiscal year in which the expense occurs. Travel forms are available on the Travel Accounting Web page.
  • Travel Requests estimates for travel scheduled June 20 through June 30 are due in Travel Accounting, Kendall 210 (zip 140).  Submission of the forms by the due date is essential to ensure the claim is paid/encumbered with 2010/11 funds.  Travel Claim forms should be submitted immediately following the trip dates.  Travel forms are available on the Travel Accounting Web page.

June 20, 2011 – by 5:00 p.m. (Monday)

  • Budget Transfers must be entered on the Budget Transfer Template form and transmitted to University Budget & Resource Management via the e-mail button on the spreadsheet. This form is available on the University Budget & Resource Management website. 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 may 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.
  • Procurement Credit Card (US Bank VISA). Chartfield information for the total of all purchases anticipated on the June 21st statement is due in Accounts Payable via e-mail to Sandy Sample or Katy Rollo or in writing to Accounts Payable, Kendall Hall 208 (zip 243).  Yearend processes require early posting of entries.  Although departments will not have received their monthly statement, the chartfield information must be submitted to meet the year end accounting deadlines.
    • If department chartfield information is not received by June 20, 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:  Purchases not billed on the June 20th statement cannot be honored against 2010/11 funds.
  • Purchase Requisitions under $10,000 for tangible goods, equipment, & supplies are due in Procurement & Contract Services, Kendall 206 (zip 244).  This includes, but is not limited to, Requisitions using California Multiple Award Schedule (CMAS), State Contract, and State Price Schedules.
  • WSCA Contract Purchases Requisitions for items on WSCA contracts i.e. Dell Computers are due in Procurement & Contract Services, Kendall 206 (zip 244).
  • Change orders to existing PEWAFS are due to Financial Reporting, Kendall 210 (zip 240) for chartfield string approval.  (Deadline applies to CAUS, CSRV, EHS, FMS project coordinators only.)

June 22, 2011 – by 5:00 p.m. (Wednesday)

  • Travel expenses through June 30, 2011 not previously reported on a Travel Claim must be submitted with a projected dollar amount to ensure the expenditures are encumbered from the 2010/11 budget. Email the traveler's name, destination, amount and chartfield to Travel Accounting.

June 23, 2011 – by 5:00 p.m. (Thursday)

  • BTA (Business Travel Account) airfare and CRBTA (Car Rental Business Travel Account) purchases through June 23 will be charged to the 2010/11 fiscal year. Travel Request forms must be on file immediately upon reservation.

June 30, 2011 - Various (Thursday)

  • Cash Receipts and Receivables are due by 12:00 p.m. in Cashiering, Student Services Center 230 (zip 242).  Receivables include any funding from off-campus as well as transfers from Associated Students and Foundation funds to State University Funds.
  • Accounts Receivable – Invoices. Requests to process invoices for actual cost of services provided during the 10/11 Fiscal Year for any funding from off-campus as well as transfers from Associated Students and Foundation to State University Funds are due by 5:00 p.m. to Denise Gavello via e-mail.
  • Accounts Receivable – Accruals. Requests to process accruals for the estimated amount of funding from off-campus as well as transfers from Associated Students and Foundation to State University Funds are due by 5:00 p.m. to Denise Gavello via e-mail.
    • 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. Information provided in the e-mail should include funding source to be billed, description of services provided or expense incurred, and vendor name.
  • Service Center Chargebacks (including CAFs, NowPrint orders, office copiers, telephone, postage, and vehicle reservations bus use) billing to Associated Students and Foundation funds must be submitted and must have the work completed by June 30 to be charged in 2010/11.
  • Main Payroll, Student Payroll, Intermittent Temporary Help attendance, shift, and overtime are due by 5:00 p.m. at the Payroll/Benefits Office, Kendall 220 (zip 010). Main payroll submission should include vouchers and night shift differential attendance.
  • In-Kind Gift Acceptance forms are due by 5:00 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 Advancement Services - Gift Processing, x5297 (zip 155).
FINAL NOTE: Any operating expense document received after the stated deadlines may not be honored against 2010/11 funds. Fiscal penalties may be invoked for documents submitted late.