The Year End Schedule for the FY 2013/14 and start-up of FY 2014/15 involves completing our year end processes.

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1 MEMORANDUM To: Campus Community Date: April 4, From: Doug Wade, AVP Fiscal and Support Services Re: Fiscal Year End Schedule and Deadlines for FY 2013/14 This is the Year End memo that pertains to dates and timelines for Year End. A separate update memo, was issued April 3,, that deals with dates and timelines related to the CFS 9.2 conversion that will impact the campus in April. Year End Schedule The Year End Schedule for the FY 2013/14 and start-up of FY /15 involves completing our year end processes. The deadline for closing the books for FY 2013/14 is July 15,. The purpose of this memorandum is to outline Year End closing deadlines designed to help the campus meet this aggressive closing requirement. In order to coordinate the various 2013/14 Fiscal Year End closing procedures with State Controller s Office, the CSU Chancellor s Office and various Campus offices the following schedules and timelines have been developed. All deadlines are as of the close of business on the date listed unless otherwise stated. That said, by planning ahead and submitting your purchasing requirements early, we will be in a better position to meet your needs in a timely manner. The major objective of these dates is to ensure that our Fiscal Year End reports are complete and accurate. The Office of the Chancellor requires a July 15 th submittal of Fiscal Year End reports and it is important for the information we submit to be as complete as possible.

2 Year End Deadlines As Year End approaches, it is necessary for Fiscal & Support Services Division to establish time schedules in order to ensure departments have adequate time to process all requests and paperwork while maintaining the ability to accomplish our external reporting requirements. Attached is a summary of Year End deadline dates for FY 2013/14. 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 June 30 th, 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 or by using your Procurement Card (ProCard), when feasible, 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 expenditure received after the deadlines designated on the following pages, such as a Direct Pay, Special Services, Travel, Petty Cash, etc., will be posted to the FY /15 budgets. We appreciate your cooperation in adhering to this schedule. Should you anticipate any problems meeting these deadlines, please contact the appropriate department as soon as possible and we will make every effort to meet your specific request. Please plan ahead and submit your requests early; waiting until the last day may impact our ability to fulfill your request by Year End. Finally, I encourage you to visit the Fiscal Services website at 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 me directly at dwade3@csub.edu.

3 Summary of Year-End Deadline Dates for FY 2013/ Procurement Card (ProCard) Charges recorded on statements in PeopleSoft after this date will be processed as FY /15 transactions. The ProCard billing cycle for June is May 21 st to June 20 th. The reconciliation period in PeopleSoft for this statement is June 24 through June 28 th. Use tax chargebacks for purchases made between May 21 st and June 20 th will be posted to the FY /15 budget. June 20, Office Max Orders invoiced after May 31, will be recorded as FY /15 Transactions. May 31, Note: To help ensure your purchases make these statement deadlines, you should anticipate a seven (7) day lead-time; however, the campus cannot guarantee individual transactions and must rely on the vendor statements. Any purchases that miss the above statement deadline dates will be charged to the FY /15 budget. Questions about Purchase Requisitions and other Purchasing Transactions (call x3181 for assistance). $10,000 and over May 2, Purchase Requisitions must be submitted with all appropriate signatures by May 2,. Under $10,000 May 9, Purchase Requisitions must be submitted with all appropriate signatures by May 9,. $5,000 - $400,000 May 9, Public Works Projects Purchase Requisitions must be submitted with all appropriate signatures by May 9,. Note: Any requisitions not meeting the above timelines will be processed for inclusion in FY /15. Moreover, items must be received and services rendered by June 30, in order to be paid from the FY 2013/14 budget.

4 FY Requisitions - Requisitions for the new fiscal year may be submitted starting June 9 th and must be clearly marked FY /15. Annual and Multiple Year Renewals Procurement will be sending out Annual and Multiple Year Renewal memos beginning May 5 th for FY /15. If you are renewing multiple year agreements or purchase orders, please be aware that even though the requisition that initiated one of these agreements or purchase orders requested encumbering the full amount for all future years involved, only the amount relating to the current fiscal year will be encumbered in PeopleSoft. Questions regarding any of the information provided should be directed to Procurement and Contract Services at Ext Other Financial Transactions Direct Pays, Special Services, and Travel Claims through June 13th Travel June 15 June 30, must be estimated and reported to A/P by this date in order for it to be accrued and charged to FY 2013/14. All non-accrued Travel will be charged to the FY /15 budget. Charge-backs through May 31, Reprographics Office Max Telecommunications and ITSS Photo ID Fingerprinting, Medical Monitoring Petty cash Facilities Work Orders Postage, Bulk mail and Courier American Express / Uniglobe Voyager Fleet Fuel Cards IKON, Copy Card, Ricoh and Toshiba, Vehicle use Note: All June charge backs will be posted to the /15 FY Monday, June 23, Accounts Payable x2862 Sally Shaff x6207 Susan Young x6458 Andy Poh x2205

5 Expenditure Transfers Budget Transfers LCD moves Susan Young x6458 Michelle Mills x2263 Petty Cash through June 13 th Note: Petty Cash after will be charged to the /15 budget Friday Cashiering x6204 Accts Payable x2862 All monthly June Payroll dated on or before 7/1/14 will be charged to FY 2013/14 budget. Employees that are paid for June on July 15 th; will be charged to the FY /15 budget (this includes prior pay period late time). Hourly and Special Consultant Payroll for Grant programs ending June 30, ; must be submitted to HR/Payroll by June 16,, as these transactions may not be charged to FY 2013/14. Billing Request Forms All billing requests submitted after this date will be processed in FY /15. Friday Tina Williams x3205 Richard Ryberg x2531