Fiscal Year-End Schedule

The Fiscal Year-End Schedule includes deadlines for preparing for the year-end close of the current fiscal year and will be updated as changes are made. Should we need to adjust or edit the Fiscal Year-End Schedule, we will communicate the details via email to the CFS Users Distribution Group and in Campus Announcements.

The PO renewal process has been updated and we will not be posting a log online this year. Your Procure-to-Pay team will be reaching out to set up a meeting to go over the process for this next fiscal year.

2021/22 Fiscal Year-End Schedule(opens in new window)

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
PYRL – Payroll Office
PROP – Property Management Office
UA – University Advancement

Deadlines

Updated 3/29/2022

MAY
02
NEW YEAR REQUISITION
5:00 pm - PURC
2022/23 fiscal year will be open in CFS for requisition entry.
MAY
20
Payroll Expenditure Corrections
5:00 pm - PYRL
Staff Action, Academic Appointment and Academic Change forms.
Forms used to correct 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
23
Procurement Credit Card (US Bank VISA)
5:00 pm - PURC
Reminder to complete purchases for the current fiscal year as soon as possible. All charges that post through the June billing cycle will be charged to the current fiscal year. The later charges occur, the more likely they will post in the new fiscal year, depending on the date the charge is recorded by the supplier. If the charge is related to the new fiscal year please place orders on/after the June cycle close.
MAY
25
Faculty Lump Sums
5:00 pm - PYRL
Paid from the current fiscal year and retirement separations of employees with a retirement date of July 1, 2022 or earlier.
MAY
27
Changes to chartfields, Operating Revenue, Expenses, Travel, or Equipment Expenditures
5:00 pm - FAR
These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR)
Note: Transactions from March through April 2022.
MAY
31
Suspend Access to Purchase Requisitions
4:30 pm - PURC
Campus users will not have access to CFS, PO/Requisition entry until year-end close is completed. Contact your department-assigned Procurement Specialist with any questions.
MAY
31
Current Year & New Year Requisition
5:00 pm - PURC
All commodity, service, and IT requisitions using current year OR new year funds. Any E & IT related requests require the submission of an Information Technology Procurement Review (ITPR) form. Note: This is the LAST DAY to enter requisitions until the year-end close is completed.
MAY
31
Direct Pay Forms and Invoices
5:00 pm - AP
Any expenditure documents received after this day should be submitted to Accounts Payable immediately.
JUNE
02
CHARGEBACKS (Service Centers Only)
12:00 noon - 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
02
Review Open Encumbrances (Open POs)
5:00 pm - PURC
Disencumber/Close Purchase Orders: Review and identify ANY open POs using the Open Commitments report (in Insight) and identify the PO's where no further receipts or payments will occur. Request disencumbrance of those PO's by sending via email to department Procurement Specialist the following information: PO#, Vendor, and Amount 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.
JUNE
02
June Pay Docks
5:00 pm - PYRL
Docks occurring after this date must be called into the Payroll Office first, and then supported with written documentation.
JUNE
03
IFT (formerly known as CPO) Deadline
5:00 pm - FAR
Request for reimbursement from other CSU campuses or the Chancellor’s office via an Interagency Financial Transaction (IFT).
JUNE
06
CHARGEBACKS (Requesting Dept. Only)
5:30 pm - FAR
Correction requests are due in the appropriate Service Centers for 2021/22 expenditures, thorugh May billing period. Service Centers will submit chargeback corrections to Financial Accounting & Reporting.
Chargebacks include CAFs, NowPrint orders, office copiers, telephone, postage, and bus reservations.
JUNE
14
Change orders to existing PEWAFs
5:30 pm - 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
14
PEWAF
5:30 pm - BUD
ALL fully executed PEWAFS authorizing 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
16
OBLIGATIONS
12:00 noon - AP
Departments who have open CY POs (or other activities) for goods or services will be contacted for more information regarding specific POs or transactions.
JUNE
16
Changes to chartfields, Operating Revenue, Expenses, Travel, or Equipment Expenditures
5:30 pm - FAR
These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR)
Note: Expenses from May 2022.
JUNE
16
BUDGET TRANSFERS
5:30 pm - 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. Immediate action should be taken to correct any Dept IDs with a negative Budget Balance Available (BBA). 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
16
In-Kind Gift Acceptance forms
5:30 pm - 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
16
Chartfield corrections for payroll expenses (Employee Expenditure Adjustments)
5:30 pm - BUD
Requests to correct chartfields for payroll expenses can be submitted to budgetcfs@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 pm - FAR
These requests may be transmitted via e-mail to Financial Accounting & Reporting (FAR)
Note: Expenses from June 2022.
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
22
OBLIGATIONS
1:00 pm - AP
Spreadsheets due from departments who were contacted for more information regarding specific POs or transactions as part of the obligations process.
JUNE
23
Procurement Credit Card (US Bank VISA)
10:00 am - AP
You will receive a notification from Accounts Payable that the reconciliation cycle is open.
JUNE
23
Accounts Receivable - Invoices
12:00 noon - FAR
Requests to process invoices for actual cost of services provided during the 2021/22 Fiscal Year for any funding from off-campus, including Associated Students and Chico State Enterprises.
JUNE
23
Accounts Receivable - not yet invoiced
12:00 noon - 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 28 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.
JUNE
27
Procurement Credit Card (US Bank VISA)
12:00 noon - AP
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
29
CHARGEBACKS (Service Centers Only)
12:00 noon/5:00 pm - FAR
JUNE SERVICES
-State and Auxiliary CAFs must be received by 12:00 noon.
-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 12:00 noon. NOTE: Associated Students and Chico State Enterprises funds—must be submitted and have the work completed by 5:00 p.m. to be charged in 2021/22.
JUNE
30
Cash Receipts and Payment of Accounts Receivables
12:00 noon - 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.
JULY
05
Purchase Requisitions
10:00 am - PURC
Campus users will have access to CFS, PO/requisition entry for 2022/23 year.

FINAL NOTE: Any operating expense document received after the stated deadlines should be submitted to Accounts Payable immediately; however, the expense may not be honored against 2021/22 funds.