Financial Services

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.