MEMORANDUM
To:
Campus Community
Date:
February 9, 2017
From:
Queen E. King, University Controller &
Senior Director of Financial Services
Re:
Fiscal Year End Schedule and Deadlines for FY 2016-17
The purpose of this memorandum is to outline year-end closing deadlines designed to help the campus
meet this aggressive closing requirement. The deadline for closing the books for fiscal year 2016-17 is
June 29, 2017 to meet the financial reporting and audit requirements of the State Controller’s Office,
CSU Chancellor’s Office, and various other government and non-governmental agencies.
To coordinate the various 2016-17 fiscal year end closing, the following schedules and timelines
have been developed. All deadlines are as of the close of business on the date listed unless
otherwise stated.
Deadlines for Procurement
April 21, 2017 - Purchase requisitions $10,000 and over (if state-side grant related-April 17th to GRaSP)
May 5, 2017 - Purchase requisitions $9,999 and under (if state-side grant related-May 1st to GRaSP)
May 26, 2017- Purchase Requisitions for Public Works projects (if state-side grant related-May1st to GRaSP)
Deadlines for Transactions Relating to months up through April 2017 for Fiscal Year 2016/17
(All state-side grant-related paperwork listed below is due in GraSP by April 28, 2017).
May 5, 2017 - Direct Pays, Special Services, Travel claims and invoices up through April 28, 2017.
May 5, 2017 - Journal entries for transactions up through April 28, 2017.
May 5, 2017 - Billing request forms for activity related to the month of April 2017.
May 10, 2017- Labor Cost Distribution (LCD) moves related to activity up through March 30, 2017.
May 5, 2017- Chargebacks through April 28, 2017.
Page 1 of 5
Deadlines for Transactions Relating to the month of May 2017 for Fiscal year 2016/17
(All state-side grant related paperwork listed below is due in GRaSP by May 25, 2017).
June 2, 2017 - Direct Pays, Special Services, and through the month of May 2017.
June 8, 2017- Journal entries for the month of May 2017.
June 2, 2017 – Billing request forms for activity related to the month of May 2017.
June 8, 2017 – Labor Cost Distribution (LCD) moves related to the month of April 2017.
June 8, 2017 - Chargebacks for the month of May 2017.
June 8, 2017 – Travel Claims through May 2017.
Deadlines for Transactions Relating to the month of June 2017 for Fiscal year 2016/17
(All state-side grant-related paperwork listed below is due in GRaSP by June 5, 2017).
June 8, 2017 - Direct Pays, Special Services, invoices for the month of June 2017.
June 8, 2017 - Journal entries for the period of June 1st – June 8th.
June 8, 2017- Billing request forms for activity related to the month of June 2017.
June 12, 2017 – Travel Claims through June 12, 2017
June 12, 2017 Travel Claims Estimate for June 13-30, 2017 (see travel estimate form, attached)
June 22, 2017- Labor Cost Distribution (LCD) moves related to the month of May 2017.
Year- End Training Scheduled for February March
Financial Services will host two y e a r end training workshops. The training workshops will focus on the
timeline, accrual and deferral processes. Workshops will be held on February 22nd, 2017 from 9 a.m. to
11:00 a.m. in Studio B and on March 23rd, 2017 from 2:30 – 4:30 p.m. in Studio C. To register for a
workshop, email Marie Freeze at [email protected]. Attendance will be taken at each workshop.
Payroll
In order to meet reporting requirements, the Campus reports on a June through May operating cycle except
for monthly Payroll. This process is consistent with most of the CSU Campuses and will maintain 12
months of operating expenses in the fiscal year while ensuring we meet our reporting deadlines. With
respect to grant programs, these intermediate and year end deadlines must be met in addition to any specific
deadlines set by grant award sponsors.
Procurement Deadlines
In order to help improve the timeliness of your purchases and increase the efficiency of the process,
please send the appropriate supporting documentation with a Requisition including authorizations as soon as
possible. When feasible, please use your Procurement Credit Card (ProCard) for routine low value
commodity purchases. If Staff members from your department do not have a ProCard, please contact
Procurement (ext. 3181) for assistance with this or any other Procurement process.
Accounts Payable and Travel
Any new expenditures received after the deadlines designated on the following pages, such as a Direct Pay,
Special Services, Travel, Petty Cash, etc., will not be posted to the FY 2016-17 budgets. We appreciate your
cooperation in adhering to this schedule. If you anticipate any problems meeting these deadlines, please contact
the appropriate department as soon as possible. We will make every effort to meet your specific requests.
Finally, I encourage you to visit the Financial Services website at
http://www.csub.edu/bas/fiscal/index.html throughout the Fiscal Year. The site is designed with the user in
mind and offers a single point of reference. We welcome any comments regarding ways to improve the
site. You can email me directly at [email protected].
Page 2 of 5
Summary of Year-End Deadline Dates for FY 2016/2017
As year-end approaches, it is necessary for Financial Services and other campus support departments to establish
deadlines to ensure adequate time to process all requests. This will allow CSUB the ability to accomplish our
financial reporting and audit requirements. Attached is a summary of year-end deadline dates for FY 2016-17.
Procurement Card (ProCard)
 The ProCard billing cycle for June 2017 is May 23, 2017 to June 20, 2017.
 The reconciliation period in PeopleSoft for this statement is June 21, 2017 through June
 27, 2017.
Use tax chargebacks for purchases made in the June 2017 billing cycle will be posted to the
FY 2016-17 budget.
Note: Orders invoiced after the June 20, 2017 statement will be recorded as FY 2017-18
transactions.
Purchase Requisitions (call x3181 for assistance).
Purchase Requisitions must be submitted with all
$10,000 and over
Friday, April 21, 2017 appropriate signatures by 4/21/2017.
Under $10,000
Friday, May 5, 2017
Purchase Requisitions must be submitted with all
appropriate signatures by 5/05/2017.
$5,000 - $656,000
Friday, May 26, 2017
Public Works Projects Purchase Requisitions must
be submitted with all appropriate signatures by 5/26/2017.
Note: Any requisitions not meeting the above timelines will be processed for inclusion in FY 2017-18.
Moreover, invoices for services rendered must be received in Accounts Payable by June 8, 2017 to be
paid from the FY 2016-17 budget. This deadline does not apply to grants. Please see information in the
Campus / SPA Grants section (page 5).
FY 2017-2018 Requisitions - Requisitions for the new Fiscal Year may be submitted starting June 1st and
must be clearly marked “FY 2017-18.” However, they will not be entered into PeopleSoft until after July 1st.
Annual and Multiple Year Renewals- Beginning June 1, 2017, submit a requisition for existing annual
or multiple year renewals. Please proceed with the instructions on the Procurement & Contract Services’
website: https://www.csub.edu/bas/fiscal/procurement/Renewals/index.html. There will be no other
notification of expiring Agreements or Purchase Orders.
Questions regarding any of the information provided should be directed to Procurement and Contract
Services at ext. 3181.
Page 3 of 5
Other Financial Transactions and Intermediate Dates
Transaction Description
Invoices, Direct Pays, and Special Services forms through
April 28th due May 5, 2017.
Date
Friday
05/05/2017
May 2017 Transactions due June 2, 2017.
Friday
06/02/2017
Contact
Becky
Lappin
x2531
June 2017 Transactions due June 2017.
Thursday
06/08/2017
Travel Claims through June 9th are due on June 12, 2017
Travel June 10 – June 30, 2017 must be estimated and reported to
Payment Services by this date for the expense to be accrued and
charged to FY 2016-17. All non-accrued travel will be charged to the
FY 2017-18 budget. ** Email attached Travel Accrual Form to
[email protected] by 6/12/17.
Charge backs through May 31, 2017
Telecommunications
Photo ID
CCP Use Tax
Media Services
Fingerprinting
Monday
06/12/2017
Sally Shaff
x6207
Thursday
06/8/2017
Susan Young
x6458
Thursday
6/8/2017
Reprographics (Print Shop)
Postage/Bulk mail; AV postage
Copier Programs
Facilities Work Orders
Parking
Courier/Shipping
Voyager
Nicole Bueno
x2502
Thursday
6/8/2017
Jennifer
Johnson
x2205
Thursday
6/8/2017
Susan Young
x6458
Note: All June chargebacks will be posted to FY 2017-18.
May 2017 Expenditure Transfers
Budget Transfers for the FY 16-17 Year due by June 29, 2017.
April 2017 LCD Payroll Moves due May 10, 2017.
May 2017 LCD Payroll Moves due June 8, 2017.
June 2017 LCD Payroll Moves due June 22, 2017.
Mallary Gerry
x6238
Cristal Rios
x2606
(June Payroll will be posed by the end of June 2017).
Michelle Mills
x2263
Page 4 of 5
Petty Cash through June 8, 2017.
Thursday
06/8/2017
Note: Petty Cash after June 8, 2017 will be charged to the FY
2017-18 budget.
Cashiering
x6204
x3224
All monthly June Payroll dated on or before July 1, 2017 will be
charged to FY 2016-17 budget. Employees that are paid for June
on July 14, 2017, will be charged to the FY 2017-18 budget (this
includes prior pay period late time). Hourly and Special
Consultant Payroll for Grant programs ending June 30, 2017;
must be submitted to HR/Payroll by June 8, 2017, for these
transactions to be charged to FY 2016-17.
Thursday
06/8/2017
Tina
Williams
x3205
Thursday
06/8/2017
Ariam
Timberlake
Billing Request Forms up through April 7th, due May 5, 2017
May 2017 Billing Request Forms due June 2, 2017.
June 2017 Billing Request Forms due June 8, 2017.
All billing requests submitted after this date will be processed
in FY 2017-18.
x3975
CMP - Manual Accruals for grants related funds due
from Departments (services must be provided or items
must be received/delivered to the campus by June 29,
2017).
(All grant-related paperwork is due in GRaSP by June 6, 2017).
Thursday
06/15/2017
Prabha
Chandra
x2579
Thursday
07/13/2017
Noon
Marisol
Cuevas
x2875
Note: To avoid a duplication, invoices submitted to GRaSP for
payment should not be on the June 15th accrual list.
SPA Grants
Deadline to turn in all SPA FY 16/17 invoices to GRaSP.
Accounting will manually accrue all FY 2016/17 invoices submitted to
GRaSP by noon July 13th.
(All grant-related paperwork is due in GRaSP by July 13, 2017)
GRaSP must submit manual accrual lists to Grants Accountant
for all individual FY 2016/17 invoices
greater than $100 that were not
th
submitted to GRaSP by July 13 deadline.
Grants Accountant must submit Manual Accrual Journal Entry to
General Accounting for input.
Page 5 of 5
Thursday
07/20/2017
Marisol
Cuevas
x2875