Fiscal Year-End Schedule

The Fiscal Year-End Schedule includes deadlines for preparing for the year-end close of the 2018/19 fiscal year and will be updated as changes are made. Should we need to adjust or edit the Fiscal Year-End Schedule, we will notify you of the change.

2018-19 Fiscal Schedule (Excel version) (XLS) 2019-20 Contract & Service Order Renewals (XLS)

Departments included in these deadlines are:

FAR – Financial Accounting & Reporting
AP – Accounts Payable
PURC – Procurement & Contract Services
SFIN – Student Financial Services, Cashiering
BUD – University Budget
PR – Payroll Office
PMO – Property Management Office
UA – University Advancement

Deadlines

Mar.
28
Changes to chartfields, Operating Revenue, Expenses, Travel, or Equipment Expenditures
5 p.m. - FAR
These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR).
Note: Transactions from July 2018 through January 2019.
Apr.
02
Student Payroll Expenditure Corrections
5 p.m. - PR
PT-11s are used to correct student pay.
Apr.
02
Open Encumbrances
5 p.m. - PURC
Disencumbrance of 20 17/18 Open PO's - PURC will disencumber All 2017/18 open commitments (encumbrances) against which no further payments will be made. Communicate with department Procurement Specialist for 2017/18 PO's that should remain open. Note that this action may increase available budget balance.
Apr.
29
Changes to chartfields, Operating Revenue, Expenses, Travel, or Equipment Expenditures
5 p.m. - FAR
These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR).
Note: Expenses from July through February 2019.
May
03
NEW YEAR 19/20 PURCHASE REQUISITION - OPEN
5 p.m. - PURC
19/20 fiscal year will be open in CFS for requisition entry.
May
10
Invoices for Reverting Capital Outlay Funds
5 p.m. - AP
Invoices for supplies or services coded with fund K1013 (scheduled to revert to the State on June 30) due for payment processing. (Deadline applies to TSRV, PDC and FMS project coordinators only.)
May
24
Current Year Requisition
5 p.m. - PURC
Software requisition using current year funds for purchase of software, software related services.
All of these requests require the submission of an Information Technology Procurement Review (ITPR) form.
May
24
Payroll Expenditure Correction
5 p.m. - PR
Staff Action, Academic Appointment and Academic Change forms, 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.
May
28
Chargebacks (Requesting Dept. Only)
5 p.m. - FAR
CAFs, NowPrint orders, Office Copiers, Telephone, Postage, ITSS Computer Inventory, and Bus Reservations using State funds will be posted as follows:
STATE FUNDS -
- Work completed by May 31 will be charged to Depts in the 2018/19 year
- Work completed after May 31 will be charged to Depts in the 2019/20 year
AUXILIARY FUNDS (AS, UF, CSE) -
- Work completed by June 30 will be charged to Depts in the 2018/19 year
May
29
Open Encumbrances
5 p.m. - PURC
Disencumbrance of open commitments (encumbrances) against which no further payments will be made. 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 by e-mail to your Procurement Specialist on the PO.
Include the following information:
- PO #
- Vendor
- Amount to disencumber
May
29
Faculty Lump Sums
5 p.m. - PR
Will be p aid from the current fiscal year and retirement separations of employees with a retirement date of July 1, 2019 or earlier.
May
29
Procurement Credit Card (US Bank VISA)
5 p.m. - PURC
Purchases (including Staples) 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 June 21. 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 will in advance of the June 21 deadline. If the charge requires new year funding, place the order June 21 or after.
May
30
Changes to chartfields, Operating Revenue, Expenses, Travel, or Equipment Expenditures
5 p.m. - FAR
These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR).
Note: Expenses from March through April 2019.
May
31
Annual Department Inventory
5:30 p.m. - PMO
Each department is responsible to conduct a department inventory for each of their respective Deptids. The Annual Inventory includes all computing devices, assets that were purchased at a price over $5K, vehicles and firearms. Departments may access their list of items requiring inventory by navigating Insight to Property Management>Annual Department Inventory then select your department ID/s. Confirm each item listed and note any changes. Inventories should be completed using Excel and should be emailed to property@csuchico.edu.
***Due to the volume of inventories we process, we are unable to accept hard copy inventory reports. Paper inventories will be returned to the department. All reports must be submitted using an excel file.
May
31
CPO Deadline
5 p.m. - FAR
Request for reimbursement from other CSU campuses or the Chancellor's office via a Cash Posting Order (CPO).

May
31
Reassignments, Separation Lump Sum and Settlement Pay
5 p.m. - PR
Effective June 28, 2019 or earlier and July 1 reassignments involving lump-sum vacation and/or settlement pay. 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 28, 2019 will result in a 2018/19 expenditure for any lump-sum payment. July 1 reassignments (2017/18 or 2018/19 to 12-month or vice versa, AY to 12-month or vice versa) will also result in a 2018/19 charge for any lump-sum payment associated with the old position.

June
03
Chargebacks (Service Centers Only)
12 p.m. - FAR
MAY SERVICES
Service Centers should submit the CAF forms and electronic billing files from Printing services, Office Copier services, Mailroom services, Telephone services and Bus Reservations throughout the month of May for the timely completion of data entry.

June
04
Direct Pay Forms and Invoices
5:30 p.m. - AP
Any expenditure documents received after this day should be submitted to Accounts Payable immediately.

June
06
CURRENT YEAR 18/19 PURCHASE REQUISITION - CLOSED
4:30 p.m.
Campus users do not have access to CFS, PO/requisition entry until year-end close is completed. Contact Procurement & Contract Services as needed.

June
06
Current Year Requisition & New Year Requisition
4:30 p.m. - PURC
Commodity and Service requisitions using current year funds which have a value between $0-$19,999.
Any E & IT related requests require the submission of an Information Technology Procurement Review (ITPR) form.

June
06
June Pay Docks
5:30 p.m. - PR
Docks occurring after this date must be called into the Payroll Office first, and then supported with written documentation.

June
06
Chargebacks (Requesting Dept. Only)
5:30 p.m. - FAR
Dry-Correction requests are due in the appropriate Service Centers for 2018/19 expenditures. Service Centers will submit chargeback corrections to Financial Accounting & Reporting.

Chargeback s include CAFs, NowPrint orders, office copiers, telephone, postage, and bus reservations.

June
13
Chargebacks (Service Centers Only)
12 p.m. - FAR
Corrections from requesting departments must be received by Financial Accounting & Reporting by 12 p.m. Print "2018/19 Correction" on the top of each State funded CAF correction form.

June
13
Change orders to existing PEWAFs
5:30 p.m. - FAR
Any change order to existing PEWAF with no new contracts or requests. Submit for chartfield string approval. (Deadline applies to TSRV, EHS, and FMS project coordinators only.)

June
13
PEWAF
5 p.m. - FAR
ALL fully executed PEWAFs authorized chartfield string approval, project funding transfer, and PROJECT ID setup must be received by this date to ensure project funding transfer prior to June 30.
(Deadline applies to TSRV, EHS, and FMS project coordinators only.)

June
18
BTA (Business Travel Account) airfare and CRBTA (Car Rental Business Travel Account)
5:30 p.m. - AP
BTA charges through June 21 will be charged to the 2018/19 fiscal year. Travel Request Approval forms must be on file prior to reservation.
CRBTA charges for late May/June reservations will be charged to 2019/20 fiscal year.

June
18
Obligations
10:00 a.m. - AP
Departments who have open 2018/19 POs (or other activities) for goods or services will be contacted for more information regarding specific POs or transactions.

June
20
Chartfield corrections for payroll expenses (Employee Expenditure Adjustments)
5:30 p.m. - BUD
ALL Requests to correct chartfields for payroll expenses can be submitted to FIN_LCD@csuchico.edu or via the Employee Expenditure Adjustment template currently available on the Financial Accounting & Reporting website.
Note: Dept ID and Job Code cannot be corrected via the Expenditure Adjustment process and should follow the Payroll Expenditure Corrections process to move an employee to a different position (SAF for staff, SEA form and PT-11 for students, ACF for Faculty). These adjustments must be processed through the State Controller's Office, see Payroll Office deadlines.

June
20
Changes to chartfields, Operating Revenue, Expenses, Travel, or Equipment Expenditures
5:30 p.m. - FAR
Staff These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR).
Note: Expenses from May 2019.

June
20
Changes to chartfields, Operating Revenue, Expenses, Travel, or Equipment Expenditures
5:30 p.m. - FAR
These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR).
Note: Expenses from June 2019.
Please contact FAR as soon as possible. Depending on the date and type of correction, FAR will determine if the correction can be posted in current fiscal year.

June
20
Budget Transfers
5:30 p.m. - BUD
Budget Transfers must be entered on the Budget Transfer Template form and transmitted to University Budget Office via the e-mail button on the spreadsheet. This form is available on the University Budget Office website. Review all CFS 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 CFS 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.

June
20
In-Kind Gift Acceptance forms
5:30 p.m. - UA
For gifts received and in-hand. In order for the gift to be considered fully accepted by CSU, Chico the In-Kind Gift Acceptance form must be completed, including all required signatures of university officials and the appropriate valuation of the gift by an independent consultant.

June
24
Obligations
10 a.m. - AP
Spreadsheets due from departments who were contacted for more information regarding specific POs or transactions as part of the obligations process.

June
25
Procurement Credit Card (US Bank VISA)
5:30 p.m. - AP
You will receive a notification from Accounts Payable on the morning of June 25th that the reconciliation cycle is open. Reconciliation must be complete by EOB on June 26. If reconciliation is not completed, default chartfield on file for cardholder will be used. AP will be unable to process corrections to this posting.

June
26
Chargebacks (Service Centers Only)
5:30 p.m. - FAR
JUNE SERVICES
- State and Auxiliary CAFs must be received by 12 p.m.
- Service Centers should submit CAFs throughout the month of June for the timely completion of data entry.
- Electronic billing files for printing services, office copier services, mailroom services, telephone services, ITSS computer inventory, and bus reservations must be submitted by 12 p.m. NOTE: Associated Students and Chico State Enterprises funds-must be submitted and have the work completed by 5 p.m. to be charged in 2018/19.

June
27
Cash Receipts and Payment of Accounts Receivables
12 p.m. - SFIN
Any payments (cash or checks) to the campus must be deposited with University Cashiering by this date. If received after this time, contact Suzy Buck at ext. 4195.

June
27
Accounts Receivable - Invoices
12 p.m. - FAR
Requests to process invoices for actual cost of services provided during the 2018/19 year for any funding from off-campus, including Associated Students and Chico State Enterprises.

June
27
Accounts Receivable - not yet invoiced
12 p.m. - FAR
Requests to process accruals for the estimated amount of funding from off-campus, including Associated Students and Chico State Enterprises.
*Important Note: Each department is responsible for notifying Financial Accounting & Reporting 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 Tiffany Ballard 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.

July
02
NEW YEAR 19/20 PURCHASE REQUISITIONS - RE-OPEN
9 a.m. - PURC
Campus users will have access to CFS, PO/requisition entry for 2019/20 year.