DATE:
TO:
February 27, 2015
Campus Community
Revision 1 on 6/14/2015
Changes are highlighted yellow
FROM:
John Fitzgibbon
Associate Vice President for Finance
SUBJECT:
State University Fiscal Year-End Procedures
You are invited to attend our Fiscal Closing Workshop, Wednesday, March 25, 2015 at the University
Center Living Room. We will be starting promptly at 10:00 a.m. and ending at about 12:00 p.m. We hope
to see you there.
Legal closing of the General Ledgers is planned for Wednesday, July 1, 2015. Note that this year’s
timeline is consistent with the prior year’s earlier dates. It is imperative that we minimize outstanding
year-end issues in order to meet this deadline. During critical periods, key divisional and departmental
staff must be available to provide additional information, support and to answer questions as needed.
It is imperative to identify and set aside (accrue) sufficient funds to cover all costs incurred but not yet paid
by June 30th for goods and services received on or before June 30, 2015. Your cooperation in adhering
to the schedule and procedures is critical for assuring accurate year-end financial reporting to the State
Controller’s Office. This helps prevent State funds from expiring or reverting, and ensures minimal
disruption to employee and vendor payments.
The University Corporation deadlines may differ and your departmental deadlines may be earlier to
meet the deadlines listed below. The dates below may be adjusted to meet the year-end requirements
and deadlines. If this should happen, you will be notified in the weekly reminders (which includes more
detailed directions for year-end close) emailed by the Year-End Close Team. Request to receive these
emails at Accounts_Payable@csumb.edu.
Timeline below can either be informational (denoted INFO) or requires departmental action (all the rest-no
distinguishing notation).
Date
Friday, March 6
Wed., March 18
Wed., March
11181818187ul.;7ul.
;
Friday, March 27
Friday, April 3
Tuesday, April 14
Last Day for Submission of:
Contact
Purchase Requisitions requiring a formal bid1.
Eva Salas/Reyola Carlisle
All transactions for reverting funds3,9, including
Accounts_payable@csumb.edu
invoices, expense transfers (ET) and finalizing
purchase order (PO), to be received for processing
to meet deadline of April 3 to send Claim/PFA to
SCO. These transactions should expend the
reverting funds, and all encumbrances (liabilities)
removed by April 30.
Purchase Requisitions over $50,0001,6.
Eva Salas/Reyola Carlisle
INFO: Process Claims and PFA to send to SCO
Deanna Aromin/Abe Pedroza
(Reverting Funds must be fully expended;
deadline for Depts to submit transactions was
March 18).
Purchase Requisitions over $25,0001,.
Eva Salas/Reyola Carlisle
1
*Tuesday, April 28
Friday, May 1
Friday, May 1
Friday, May 1
Friday, May 1
Friday, May 1
Friday, May 1
Thurs., May 7
Tuesday, May 12
Tuesday, May 12
Friday, May 15
Friday, May 15
Sat, 5/16-6/30
Monday, May 18
Wed., May 20
Thursday, May 21
Year-End Close Training includes reviewing
Michele Zollna
the changes to the timeline affect Depts for
the YE Close, and the Accrual and Deferral process.
1:30 – 4:30 pm at University Center Bldg. 29, Room
101. Sign up YE Closing 101 Training if you are new to
CSUMB and you would like more individualized
training; Contact: mzollna@csumb.edu.
Submit expense transfer requests up through
April 30 (use journal upload template)9.
accounts_payable@csumb.edu
Submit revenue transfer request up through April accounts-receivable_non-student@csumb.edu
30 (use journal upload template)9
Submit campus chargebacks through April 309.
accounts-receivable_non-student@csumb.edu
Submit billing (Accounts Receivable [AR]
accounts-receivable_non-student@csumb.edu
invoices) requests through April 30.
Submit CO/CSU chargebacks to be processed
accounts-receivable_non-student@csumb.edu
9
through April 30 (CPO) .
Submit CO/CSU travel to be reimbursed by CO
accounts-receivable_non-student@csumb.edu
thru April 30 (CPO)8,9.
Use Project # CHANCLOR when applicable.
Payroll expense adjustments for payroll
Laurie Dixon/Bob Cubillas
through April 30.
Purchase Requisitions under $25,0001,9.
Eva Salas/Reyola Carlisle
Purchase Order (PO) alteration requests
Eva Salas/Reyola Carlisle
(increases)1, 9.
Last day to order supplies from Office Max
accounts_payable@csumb.edu
and Office Depot using current year
budget7,9. Manually accrue emergency orders
by June 16 received by June 30.
INFO: Source FY14/15 purchase requisitions.
Eva Salas/Reyola Carlisle
Depts will be notified when purchase
requisitions are available for FY15/16.
Depts. should start tracking Use Tax for ProCard. Eva Salas
INFO: FY14/15 Purchase Requisitions not
Eva Salas/Reyola Carlisle
converted to Purchase Orders in FY14/15 will
be closed.
INFO: Student Disbursement.
accounts_payable@csumb.edu
5 PM all invoices (for payment, including
accounts_payable@csumb.edu
Direct Payment or POs) need to be
received to guarantee payment by May 28 for nonreverting funds only9. After this date continue to
submit invoices, in lieu of an accrual template9.
Do not send accrual template until June 16 to
verify Dept is not requesting a duplicate
expenditure. AP will determine, based on timing,
whether to pay, voucher only (auto accrual) or
manually accrue9.
2
Thursday, May 21
Request for Approval to Travel (RAT) to
Accounts Payable to issue check for Travel
Advance by May 28 and ACH by May 29.
TRAVEL
(See Travel paragraph below)9.
Friday, May 22
Wed., May 27
Thursday, May 28
Friday, May 29
Friday, May 29
Monday, June 1
Monday, June 1
Monday, June 1
Monday, June 1
Monday, June 1
Monday, June 1
Monday, June 1
Monday, June 1
INFO: Employee ACH Disbursement
(non-payroll).
INFO: Student Disbursement.
INFO: Last large check run for the fiscal year, by
noon, where payment was guaranteed if invoices
received by May 219.
INFO: Employee ACH Disbursement
‘Keep Open PO List’ is due to Procurement.
Submit expense transfer requests up through
May 31 (use journal upload template)9.
Submit revenue transfers requests up through
May 31(use journal upload template) 9.
Submit campus chargebacks for May only9.
Submit billing (AR invoices) requests for
May only.
Submit CO/CSU chargebacks to be processed
through May 31 (CPO)9.
Submit CO/CSU travel to be reimbursed up
through May 31 only (CPO)8,9.
Use Project # CHANCLOR when applicable.
Travel expense claims (TEC) for checks to be
processed by June 11 (See Travel paragraph below)9.
Travel ‘Registration Payment Request’ for a
check to be processed by June 11.
accounts_payable@csumb.edu
accounts_payable@csumb.edu
accounts_payable@csumb.edu
accounts_payable@csumb.edu
Miguel Silva
accounts_payable@csumb.edu
accounts-receivable_non-student@csumb.edu
accounts-receivable_non-student@csumb.edu
accounts-receivable_non-student@csumb.edu
accounts-receivable_non-student@csumb.edu
Travel/Univ. AR
Travel
Travel
(See Travel paragraph below)9.
Wed, June 3
Thursday, June 4
Thursday, June 4
Friday, June 5
Friday, June 5
Friday, June 5
Friday, June 5
Friday, June 5
INFO: Student Disbursement
STAR/AP
Last Petty Cash disbursements to individuals
Petty Cash Custodians
by Custodians for the fiscal year ending June 309.
AP requires reimbursement requests by June 5 for
replenishment by AP on June 11.
INFO: Special check run for fiscal year by noon. accounts_payable@csumb.edu
Payroll expense adjustments for May Payroll.
Laurie Dixon/Bob Cubillas
INFO: Employee ACH Disbursements
accounts_payable@csumb.edu
(non payroll)
INFO: Final YR-END Petty Cash replenishment accounts_payable@csumb.edu
from Custodians to meet last AP check run on
June 114,9.
Last date to request revisions to billing (AR
accounts-receivable_non-student@csumb.edu
invoices) dated through May 31.
INFO: Accounting Department will supply Depts. accounts_payable@csumb.edu
with a listing of prepaid expenses for AP up
through May 31 and ProCard up through April 30.
Depts. to review and return changes to Accounting
3
Friday, June 5
Monday, June 8
Monday, June 8
Monday, June 8
Wed, June 10
Wed, June 10
Wed, June 10
Wed., June 10
Wed., June 10
Wed., June 10
Wed., June 10
Thursday, June 11
Friday, June 12
Friday, June 12
Friday, June 12
Dept. by June 12.
INFO: Procurement/Accounting Dept post Use
Eva Salas/Deanna Aromin
Tax for non-liabilities, which is assessed on paid
invoices for commodities where sales tax was not
paid to the vendor; AP for May 1-31 and ProCard
for April 16-May 15.
Submit CO/CSU chargebacks to be processed
accounts-receivable_non-student@csumb.edu
9
through June 30 (CPO) . Use Project #
CHANCLOR when applicable.
Submit CO/CSU travel to be reimbursed
accounts-receivable_non-student@csumb.edu
for June only (CPO is processed)8,9. Use
Project # CHANCLOR when applicable.
INFO: AP will send Depts. the ‘First Notices
accounts_payable@csumb.edu
Spreadsheet’, tracking invoices not submitted for
Processing; Dept. to respond by June 12; track
down the outstanding invoices and process by
June 16.
Budget transfers (all permanent and one-time).
Laurie Dixon/Bob Cubillas
Submit expense transfer requests up thru June
accounts_payable@csumb.edu
for same fund types only (use journal upload
template)2,9 . Will accept thru June 22 (noon)
non-guaranteed.
Submit revenue transfer requests up thru
accounts-receivable_non-student@csumb.edu
June 10 (use journal upload template).
Will accept thru June 22 (noon) nonguaranteed.
All billing request (Accounts Receivable [AR]
accounts-receivable_non-student@csumb.edu
Invoices) through June. Book AR instead of
billing if exact dollar amount to bill is unknown.
INFO: Deadline to post changes to TeleCom
Luisa Dizon/ASM
Upload up through May 31; this may affect billing.
Note: June activity will not be posted in
LEGAL for FY14/15.
INFO: Deadline to post Postage Upload up thru
Facilities/ASM
May 31. Note: June activity will not be posted
in LEGAL for FY14/15.
Student Disbursement.
STAR/AP
INFO: Special check run for the fiscal year,
accounts_payable@csumb.edu
by noon9. Includes Petty Cash Replenishments &
Registration Fees.
‘First Notices Spreadsheet’ responses from Depts. accounts_payable@csumb.edu
to AP. Submit approved outstanding invoices to
AP no later than June 16.
INFO: Employee ACH Disbursement
accounts_payable@csumb.edu
(non payroll).
Depts submit all approved invoices to AP.
accounts_payable@csumb.edu
4
Friday, June 12
Last day ProCards can be used. Items
Eva Salas
have to be purchased prior to this date and be
posted by the merchant on the ProCard to guarantee
it is accrued in Legal9. After this date ProCards are
shut off until July 1 (hard close). (See Year-End
Friday, June 12
Depts. to return changes to prepaid expense
accounts_payable@csumb.edu
listing (up through May 31 for AP & April 30 for
ProCard) that Acctg Dept. sent out on June 5.
INFO: ProCard billing cycle ends June 15 but
Eva Salas
the purchase cutoff date is June 12.
INFO: AP to voucher all approved TECs and
accounts_payable@csumb.edu
invoices.
INFO: ProCard Lockdown. No more transactions Eva Salas
for the fiscal year
INFO: 5 PM cutoff AP Vouchering (temporary)
accounts_payable@csumb.edu
Depts. to submit to ‘Shipping & Receiving Dept.’ Shipping & Receiving (FSO)
(FSO) all original, signed and dated packing slips
recording receipt of goods. Packing slips for
tangibles that are received against a 3-way match
PO (receiving required) will be received in CFS
in order to accrue activity automatically
(GL015 job) on 6/15. Remember to place PO #
on the packing slip to expedite the process.
INFO: Noon cutoff for receiving commodities
Shipping & Receiving (FSO)
9
in CFS for FY14/15 .
/AP/Deanna Aromin
INFO: 2:00 p.m. run GL015 that accrues based
Art Evjen/Deanna Aromin/ASM
on receiving in CFS on three-way match purchase
orders (receiving required purchase orders).
5 PM deadline for departments to submit manual
accounts_payable@csumb.edu
7,9
9
AP accrual listing to AP or approved invoices ,
where goods and services are rec’d by June 30.
Drill into CFS Departmental Report on June 16 at
8 a.m. to verify what expenditures still need to be
posted for FY14/15, and then submit manual accrual
listing to ensure the expense accrual is posted against
the department’s FY 14/15 budget. NOTE: This is
different from the Keep Open PO listing you send to
Procurement. Remember to attach proof that goods
and services were received or vendor guaranteed by
June 30 for what you are accruing. (Provide information
ProCard Deadline paragraph below)
Friday, June 12
Saturday, 6/13-14
Saturday, 6/13-30
Sunday, June 14
Monday, June 15
before noon
Monday, June 15
Monday, June 15
Tuesday, June 16
required on accrual template5).
Tuesday, June 16
By 5 PM, Depts. should manually accrue
accounts_payable@csumb.edu
emergency orders for Office Max/Office Depot only
if you can prove goods and services will be received
by 6/30 and has not been recorded in the general
ledgers by June 16. Place on the manual accrual
5
Wed, June 17
Wed., June 17
Thursday, June 18
Friday, June 19
Friday, June 19
Friday, June 19
Friday, June 19
Friday, June 19
Friday, June 19
Sun., June 21
Monday, June 22
Monday, June 22
Monday, June 22
Monday, June 22
Monday, June 22
Monday, June 22
template to accrue. Non-guaranteed date through
6/21 at noon.
Accounting Dept. will supply Depts. with a listing
of prepaid expenses up through June 11 for AP and
May 31 for ProCard. Depts to review and
return changes to Acctg Dept by June 19.
INFO: Student Disbursement
INFO: Special check run (pay Auxiliary).
INFO: Employee ACH disbursements
(non-payroll).
5 p.m. Depts. are to help Accounting identify
the Dept. of Justice (DOJ) and other State
Agencies Accruals and provide the contact
information for these Agencies with support
of the activity accruing. Accounting Dept will
call to get the state GL # required for special
processing.
INFO:ProCard
ProCardactivity
activitywill
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beavailable
availablefor
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INFO:
r EvaofSalas
review
chartfields and reconciliation.
review
of chartfields
andwhen
reconciliation.
e
Procurement
will notify
file is available.
(Deanna
Aromin/AP
ET)
v
return
changes
Acctg
Depts to send Expense Transfer by to
June
19 if
Procurement
will
notify
when
file
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i
Dept by
June 19. activity.
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need
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ePM manually
5Depts
accrue ProCard
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there
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need
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w
period May 16 through June 30. This is the period
activity.
of
time after the May ProCard Statement is
o
accrued.
Acctg will only accrue if Dept submits
f
activity on an Accrual Template.
5 PM cutoff for Prepaid Expense listing
c
corrections
from Depts through 6/12 (send CFS
h Report identifying Prepaid Expenses and the
Dept
a
amounts
to defer in both LEGAL & GAAP).
5rPM ProCard default chartfield corrected by ET
ift missed window. Can track and send all on
f
Journal
Upload Template to AP. Do not attach to
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ProCard
Reconciliation.
e
INFO: Noon - Post prepaid expenses in LEGAL.
l
Depts.
toStudent
send Time Approval
May’15
d
(online CMS Student/HR).
s
May’15
Special Consultant & Hourly (vouchers).
May’15 Shift Differential Overtime (vouchers).
a
Depts.
to review DW and submit corrections
n
by June 22, noon (non-guaranteed).
d noon, continue to submit approved
By
invoices, manual accruals, TECs and RATs for
r
processing
(non-guaranteed into LEGAL).
e
Submit
all University AR billing alterations,
c
including
CPOs by June 22, noon
o
6
n
c
i
l
accounts_payable@csumb.edu
STAR/AP
accounts_payable@csumb.edu
Procurement/AP
Deanna Aromin
EvaSalas/
Salas
Eva
Deanna Aromin
accounts_payable@csumb.edu
accounts_payable@csumb.edu
accounts_payable@csumb.edu
accounts_payable@csumb.edu
Terryn Ashley
Terryn Ashley
Terryn Ashley
accounts_payable@csumb.edu
accounts_payable@csumb.edu
accounts-receivable_nonstudent@csumb.edu
Tuesday, June 23
Tuesday, June 23
Wed., June 24
Friday, June 26
(non-guaranteed). If accrue AR instead of
processing billing in FY14/15 then need to create
billing
in
create billing
in FY15/16.
Master Payroll Certification.
Noon ProCard Reconciliation Reports due for
period ending June 15 by noon. Accruing to the
default chartstring.
NOTE:
All PY (prior year, FY14/15) Purchase
Orders10 closed unless written notification is
closed, for
June 22 submission
departmental
received
viathe
electronic
(spreadsheet
report
&
instructions will be sent out by Procurement)
received from Dept to Procurement by May 29 to
open (See Keep Open PO List paragraph
keep PO open.
below)10..(See Year-End ProCard Deadline paragraph9
9.
)))9.below)
Final
deposits
to Cashier’s Office between
1:30 pm–4:30 pm to guarantee posting in
FY14/15.
..
Friday, June 26
INFO:
Emergency employee ACH disbursement
(non-payroll).
Wednesday, July 1 Deadline for June Payroll Vouchers
Wednesday, July 1 LEGAL CLOSE of General Ledgers
Thursday, July 2
Deadline for June Student Time Approval
Thursday, July 2
5 PM Accounting Dept. will supply Depts with a
listing of prepaid expenses up through June 30.
Depts to review and return changes to Accounting
Dept by July 9. Activity not posted to LEGAL
will be recorded in GAAP.
Mon., July 6
INFO: S&R will only receive in CFS goods
received after June 30.
Wed., July 8
INFO: Student refund for FY15/16.
Thursday, July 9
INFO: Regular AP check run for FY15/16.
Thursday, July 9
All FY14/15 invoices, for goods and services
received by June 30, should be accrued in GAAP.
Submit all invoices to AP by July 9, at 5 p.m., in
order to guarantee payment by July 16.
If cannot obtain an invoice in time, then place
accrual on the accrual template if it meets the
criteria to accrue (over $1,000). Attach proof of
receiving.
Thursday, July 9
5 PM cutoff for Prepaid Expense listing from
Depts (send CFS Departmental Report
identifying Prepaid Expenses and the amounts
to defer in GAAP only).
Friday, July 10
INFO: Noon regular employee ACH payment
(non-payroll).
7
Terryn Ashley
Eva Salas
Eva Salas/Reyola Carlisle
Joy Lancaster/
Christine Frederick
accounts_payable@csumb.edu
Terryn Ashley
Michele Zollna
Terryn Ashley
accounts_payable@csumb.edu
Shipping & Receiving (FSO)
STAR/AP
accounts_payable@csumb.edu
AP/Michele Zollna/Cathy Rank
accounts_payable@csumb.edu
accounts_payable@csumb.edu
Tuesday, July 14
Tuesday, July 14
INFO: Upload Prepaid Expenses in GAAP.
INFO: Upload all GAAP accruals.
accounts_payable@csumb.edu
Thursday, July 16
INFO: Last GAAP check run to pay invoices on
goods or services rec’d no later than June 30 to
meet eligibility requirements for PY PO, direct
AP/Michele Zollna/Cathy Rank
accounts_payable@csumb.edu
payments and Travel.
1
2
3
4
5
6
7
8
9
10
Includes “G2” (Group 2) Capital Projects/Financed Equipment.
MB500 and Trust Funds are of same fund type (SCO Fund 0948), all others are different fund types (ET of
same fund type will not create a PFA [Plan of Financial Adjustment]).
Fund reverting on 6/30/2015 AD212,
4th Quarter Petty Cash Audits will be after June 11; cash box audits could be earlier.
‘AP & Travel Manual Accrual Template’ need to be signed or emailed by approving fiscal authority.
Any requisition requiring a bid must be submitted by March 6.
Do not accrue expense that AP will be booking for the Departments i.e. Arrowhead, CA Technology Agency,
Claims on claimable funds, DGS, Enterprise, Office Max, Procurement Card up to cutoff, Payroll except for
reimbursement billing by Auxiliary (ESF), Travel with Advances and prepaid Travel (BTA and CRBTA,
Utilities, Unvouchered approved invoices sent to AP for processing, and Use Tax only a certain period of
time. 12 month activities ending May 31 that are not accrued are: Merchant Fees, Office Max, TeleCom and
Postage
Use project number CHANCLOR.
All activity for reverting funds 3 should be submitted by March 18 to be Claimed by April 3.
Do not close POs for funds that need to be fully encumbered by 6/30/2015 i.e. AD214.
Reference the Accounting Website at http://finance.csumb.edu/glossary for the glossary of terms, abbreviation and acronyms
used within this document.
The term invoice is used generically and it includes personal reimbursements, payment requests and vendor invoices/billings;
direct payment and disbursement invoices. The ‘AP & Travel Manual Accrual Template’ is also referred to as ‘Accrual
Template’.
See ‘FY 2014 – 2015 Year-End Accounts Payable Accruals (university) Process Guide’ for more directions on the year-end
accrual process which will be made available at http://finance.csumb.edu/university-forms .
INSTRUCTIONS:
DIFFERENCE BETWEEN MANUAL AP ACCRUAL LIST AND KEEP OPEN PO LIST:
For clarification purposes there is a difference between the AP Manual Accrual Listing (template – see
paragraph #1 below) that the Accounting Department is requesting for June 16 versus the Keep Open
Purchase Order List (spreadsheet – see paragraph #3 below) that Procurement is requesting for May 29
from each department in order to keep Purchase Orders from being closed prior to June 22 (vouchering
up through Thursday June 22 to automatically accrue invoices for Depts) – Reminder: Depts do not
have to place an invoice on an accrual template if approved and submitted to AP to voucher. Manual
accruals will not be posted unless Accounts Payable receives the ‘AP & Travel Manual Accrual Template’,
and Purchase Orders (POs) will not be kept open unless Procurement receives the completed ‘Keep
Open’ purchase orders spreadsheet. These are two very different listings, used for different purposes and
processes. They even look different. Below is further explanation of the difference between these two
listings.
1. MANUAL AP ACCRUAL LISTING (LEGAL):
By providing the Accounting Department with an accrual listing, the accrual amounts will post prior to
year-end, FYE 6/30/2015, on the ACTUALS Ledgers against departmental budgets. When the LEGAL
books are opened for FY15/16, the accrual reverses as a negative expenditure, thus providing actual
8
dollar coverage to offset the actual expense when it posts in FY15/16 (when invoice is voucher/paid).
Accruals are reversed on July 1 of fiscal year FY15/16 and therefore it is immediately visible on your
CFS Departmental Reports for FY15/16. June 16 by 5:00 pm, is the Departmental deadline for delivering
the ‘AP & Travel Manual Accrual Template’ to AP or approved invoices for either vouchering or manually
accruing by the Accounting Department. Prior to submitting, Departments must review their CFS
Departmental Report on June 16 at 8:00 a.m. to verify that the expenditure has not already posted on the
General Ledgers to avoid duplicate expenditures. Please separate travel manual accruals from the other
types of manual accruals by placing Travel on a separate ‘AP & Travel Manual Accrual Template’. The
fiscal authority is to email ‘AP & Travel Manual Accruals Template’ with attached support i.e. packing
slip copies, to Accounts_Payable@csumb.edu or the signed original with support to be hand delivered to
Accounts Payable.
Departments should be tracking to manually accrue on June 16 (not a comprehensive listing):








*Airline Tickets (BTA) booked June 16 and after if did not turn in RAT to the Travel desk.
*Enterprise Rent-A-Car (CRBTA) booked May 22 and after if did not turn in RAT to the Travel
desk.
Office Max/Office Depot expense not in the general ledgers (on Data Warehouse Reports) for goods
purchased after the May Statement, June 1 - June 30, and will be received by June 30.
**ProCard where goods and services received by June 30 but expense is not in the general ledgers
(on Data Warehouse Reports).
Utilities external vendors.
Use Tax for tangibles purchased and received by June 30, where invoices were vouchered in May and
sales tax was not assessed.
Use Tax for ProCard, from 5/16 to 6/30, for tangible goods received by June 30, where sales tax was
not assessed. Need to accrue both the full expense** (6/16-6/30), sales tax or use tax.
Other activity where goods and services received by June 30, but did not submit:
o Approved Invoice
o Approved TEC
and Accounting is not accruing for the Dept. (see below)
*Booked on CSUMB credit accounts only
Accounts Payable will collect information to manually accrue payments for (Depts do not place on manual
accrual template; AP will process for the Depts):
• Airline Tickets (BTA) for booking date up to June 15 (manually accruing)
• Arrowhead (vouchered)
• DGS (Department of General Services Auto Rental – 2 months of estimation via journal entry)
• Enterprise (CRBTA) for booking dates up to May 21 (manually accruing)
• Office Max/Office Depot orders up through the May statement (vouchered)
• Payroll (GAAP manual accrual only except for ESF is posted to LEGAL)
• ProCard June file for 5/16-6/15 only (voucher upload)
• ProCard Use Tax June for 4/16-5/15 ProCard purchases (journal upoad)
• Travel with cash advances and prepaid travel (manual accrual)
• Utilities internal (i.e. DGS and Central Plant via manual accrual)
• Unvouchered, approved invoices sent to AP with proof of receiving will be manually accrued
9
Accounting and Departments will not be accruing in FY14/15 since will be posting activity from June 1 –
May 31 (12 months each year for):
• Merchant Fees
• *Office Max/Office Depot – exception Departments are permitted to manually accrue emergency orders.
• TeleCom
• Postage
2. FINAL ACCRUAL DATES:
As a reminder, all FY 14/15 invoices (General Fund, Operating Fund (MB500 & MB51X), Cost Recovery
Funds, Trust Funds, Capital Outlay Funds and other allocated funds) received in FY14/15, for goods and
services received by June 30, must be submitted to AP by:
LEGAL – May 21, approved invoices, etc., in order to guarantee payment by May 28 (last large check
run for the fiscal year). All invoices/payment requests that are approved and date stamped in Accounts
Payable by May 21 will be included in the final check run of the fiscal year scheduled for May 28.
Accounts Payable will do an analysis of all invoices/payment requests received after May 21 and, if
properly approved and time permits, will continue to enter invoices into the system up to June 23 (noon).
At 8:00 a.m. on June 16, Departments should review their Data Warehouse Departmental Reports for all
goods and services received by June 30 are recorded into LEGAL. Otherwise Departments can continue to
send additions, deletions and adjustments up through June 22 (noon) to be posted by June 23 (noon - nonguaranteed date). Accounts Payable will require documented proof that goods or services were received
by June 30. Please attach a copy of the packing slip to your invoice for items shipped directly to your
department, showing items received, date received, signed off and dated. The original packing slip will
need to be delivered to ‘Shipping and Receiving Department’ no later than June 15 at noon so that 3-Way
Match Purchase Orders are received in CFS in order to automatically accrue based on receiving. If
payment is for services (2-Way Match Purchase Order, Direct Payment or Personal
Reimbursement), make sure when approving payment, that you also state the date the services have
been received and attach supporting documentation to the invoice. All Direct Payments and Personal
Reimbursements require proof that goods (i.e. packing slip) or services (date service was received) have
been received by June 30 attached to the invoice or manual accrual. See ‘University Departmental
Receiving Requirement’ document and ‘AP Checklist for End Users’ document at
http://finance.csumb.edu/accounts-payable . If you submitted a manual accrual that later requires changes,
do not resubmit, instead call Accounts Payable to make the correction in order to avoid duplication of the
accrual.
GAAP – July 9, approved invoices, etc., in order to guarantee payment by July 16. The ‘AP & Travel
Manual Accrual Template’ can also be used for GAAP Accruals
3. KEEP OPEN PURCHASE ORDER LIST:
By sending Procurement a “keep open” purchase order electronic spreadsheet (Procurement will provide the
electronic form and instructions) via email by May 29, you guarantee that your prior year purchase orders are
not closed before June 23 since Accounts Payable will still be vouchering invoices until then. The PY PO
must be kept open so payment can be made against the PO. NOTE: If you are receiving tangible goods, then
your PO should be set up “receiving required’ in order for the automatic accrual process (GL015) to operate
(then you do not have to manually accrue), otherwise you have set up a blanket PO (2-way match) which does
not require receiving instead. If set up blanket PO for tangible goods purchase, departments will then have to
manually accrue if invoice has not yet been paid or vouchered, for goods received by June 30.
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MORE ON ACCRUALS
OFFICE MAX AND OFFICE DEPOT:
Friday, May 15 is the last date to order supplies from Office Max/Office Depot for the merchant to bill
charge(s) on the last invoice for FY14/15. Please note that the order will not be billed until the order is
shipped. The activity up through May 15 will be paid and apply against departmental funding automatically.
After May 15, refrain from placing orders unless it is an EMERGENCY. Emergency orders should not be
placed if goods and services will not be received by June 30 but if this happens, do not accrue. The latest can
place an emergency order is June 16 to provide enough time for your purchases to be received by June 30
and hopefully the transaction is picked up on the last billing. Departments to submit manual accrual by June
16, using the ‘AP & Travel Manual Accrual Template’, only if the emergency order will be received by June
30 and is not already posted to the GL. Verify that the purchase has not been expensed against your
department by reviewing your Data Warehouse Departmental Reports at 8:00 a.m. on June 16 for FY14/15
and submit the manual accrual no later than 5:00 p.m. on June 16 with proof of receiving. If departments do
not manually accrue their emergency Office Max orders, after May 15 then the expense will post against their
FY15/16 funding.
TRAVEL:
Registration payment requests for conferences, seminars, etc. in FY15/16, where the registration payment is
due on or before June 30, will be accrued if not paid by June 16. ‘Request for Approval to Travel’ (RAT) to
be submitted to the Travel Desk by May 21, if a travel advance needs to be issued May 28
or earlier. If a travel advance has been issued and not cleared, the Travel Accountant will accrue the
RAT if travel is in FY14/15. If a TEC is not submitted for travel occurring prior to and including June
30, then the department will need to submit ‘AP & Travel Manual Accrual Template’ on June 16 to
Accounts_Payable@csumb.edu. If canceling travel, which was submitted as a manual accrual, then need
to contact Deanna Aromin (x3711) for the accrual to be reversed. Please keep travel accruals separate from
all other Accounts Payable accruals since they are processed by different AP staff. Place on separate ‘AP
& Travel Manual Accrual Templates’.
PREPAID EXPENSES (travel and non-travel):
Prepaid Travel Expenses are recorded in LEGAL: Airfares and Registration Fees.
If the date traveling is after June 30 it is considered FY15/16 travel. FY15/16 travel is to be vouchered and
paid in FY15/16 unless paying in FY14/15 to secure airline tickets, etc. If vouchering or paying FY15/16
travel in FY14/15, this is recorded as prepaid travel expense in account # 107809. In FY14/15 the prepaid
journal is reversed placing the expense into the fiscal year in which the travel occurred. This
affects your funding for FY15/16. Registration Fees can also be processed via ProCard (see accrual process
for ProCard). Since Prepaid travel expenses are tracked by the Travel Accountant and posted into LEGAL,
please notify of prepaid registration fees via ProCard for May and June.
Prepaid Expenses (non-travel) are being recorded in LEGAL only for FY14/15: Memberships and
Subscriptions (non-library) that were not processed by Cash Posting Order (CPO). This affects your funding
for FY15/16. Memberships and subscriptions can also be processed via ProCard. Since these prepaid
expenses are tracked by the Travel Accountant and posted into LEGAL, please notify of prepaid
memberships and subscriptions via ProCard for May and June.
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Prepaid Expenses (non-travel) are being recorded in GAAP only for FY14/15: Insurance, licenses,
maintenance agreements, postage, rent, services, space rental, subscriptions (includes library
subscriptions processed by CPO), telephone bill, utilities and warranties, etc. Use the expense account
that best describes the activity for easier tracking of prepaid expenses. This does not affect your budget for
FY15/16 and is not posted into LEGAL. This activity is posted into GAAP. Contact Accounts Payable if you
need help classifying prepaid expense.
Prepaid expenses have to be tracked year round, and from year to year. Departments must denote on the
invoice, any time throughout the year, that there is prepaid expense included so that AP will track and record
in LEGAL or GAAP for FY14/15, depending on what is being prepaid, for the current fiscal year. If invoice
service dates straddle two (or more) fiscal years, for example FY14/15 and FY15/16, the service amount in
FY 15/16 needs to be recorded as prepaid expenses if invoice is paid in full for FY15/16. If not easily
determined then can estimate (attach your calculations to the invoice).
For FY14/15, June 5, the Accounting Department will send a listing of prepaid activity, for AP up through
May 31 and ProCard up through April 30, to be reviewed by Depts. Any changes need to be submitted back
to the Accounting Department by June 12.
Again, on June 17 Accounting Department will send you a final listing of all your departmental prepaid
expenses for FY14/15 that have been tracked by AP and Accounting up through June 11, with your help.
Please verify to make sure Accounting Department has caught all of your prepaid expenses. Notify AP of
any prepaid expenses that still need to be deferred prior to closing the LEGAL books, no later than June
19 at 5:00 p.m. To notify, send AP your CFS Departmental Report identifying the expense that should be
deferred (highlighted). Notate how much to defer, all or partial amount, and attach any calculations. Hand
deliver the hardcopy to AP or email pdf with the required notations stated above making sure the document
clearly distinguishes the prepaid expense.
Prepaid activity can be processed via ProCard. Please let AP know of any ProCard prepaid activity, of
$250 and more per ProCard item charge, for May and June not reflecting on your CFS Departmental
Reports by email or when AP sends out prepaid ‘Prepaid EXCEL Spreadsheet’ on June 19 for review. This
limit of accruing deferred expenses of $250 and over per purchase item is applied to ProCard purchases
only.
On July 2 Accounting and the Departments will go through the exercise once more. A final ‘Prepaid EXCEL
Spreadsheet’ will be sent to the Departments to verify the prepaid expenses that will be posted into GAAP
only (since LEGAL is closed at this point in time). This is an opportunity to identify what prepaid expenses
were not posted into LEGAL to post into GAAP instead. To notify, Departments are to send AP their CFS
Departmental Report identifying the expense that should be deferred (highlighted). Notate how much to
defer, all or partial amount, and attach any calculations. Hand deliver by July 9 the hardcopy to AP or email
pdf with the required notations stated above making sure the document clearly distinguishes
the prepaid expense.
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PROCARD & USE TAX:
Year-End Procurement Card Deadline: The billing cycle ends on June 15 and the cutoff date for making
purchases on the CSUMB ProCard is June 12.
Items must be purchased by June 12 and posted by the merchant to the ProCard account by June 15 to
guarantee funding from the FY14/15 budget. Cardholders will not be able to use their ProCards on June
13-30 (hard close). On June 16 the ProCard file will be uploaded to the default chartstrings. Cardholders will
receive an email from Eva Salas when the file is available for review. The reports will be available
to review but there will not be any editing possibilities. Last day to review ProCard chartfield is June
19. If Depts want to correct the chartfield, submit an Expenditure Transfer (ET) Form or a Journal Upload
(excel-template) to Accounting Department by June 19 (guaranteed) but no later than June 22 at noon. DO
NOT ATTACH ET TO PROCARD RECONCILIATION. Reconciliation Reports (signed reports and
original receipts) for cutoff period ending June 12 is due June 23 by 5:00 p.m. Use tax for this period (May
16 through to cutoff period date June 12) will need to be accrued by Departments. First make sure the
expenditure posted to your cost center and that Use Tax has not been assessed before submitting a manual
accrual for Use Tax. ProCard earlier activity, prior to cutoff period date June 12, that did not get
automatically accrued by Accounting on June 20, can be manually accrued by Depts (include Use Tax as
applicable) if can prove goods and services received by June 30. This is for purchases made by June
12 where Merchants submitted to ProCard after this date.
If ProCard Holder is going to be absent and cannot meet these deadlines, then please assign someone to
submit your reports in your absence. That person must also request training and access to CFS ProCard. If
the Approving Official will be absent or unavailable, identify and obtain approval from another official
authorized to approve expenses for your department.
More on Accruing Use Tax on ProCard Purchases after June 13:
Purchases through ProCard need to be monitored very closely by Departments for Use Tax assessment. There
is almost a 2 month lag before Use Tax is identified and assessed on ProCard purchases by Procurement/AP.
This year Procurement will not be accruing Use Tax on the May 16-June 15 ProCard File. This is being left
to the Departments to accrue. Departments know firsthand if ProCard purchases they are making are with an
out-of-state vendor. Procurement and Accounting do not know this until the
support is sent to Procurement by the Departments. Departments should start tracking Use Tax for ProCard
purchases after May 16 (when the May ProCard is cut off) through to June 30. Place on the accrual template
June 19 only after verifying that AP has not already assessed the Use Tax for the ProCard activity. Only
accrue Use Tax if the expenditure for the purchase of the goods, that were received by June 30, has not been
accrued in LEGAL and was not denoted by the Department on an invoice for AP to accrue
in GAAP. Use Tax, for the most part, will not be accrued in GAAP. Review your CFS Departmental
Reports since you will want to accrue Use Tax in LEGAL, on your ProCard purchases reflecting in LEGAL,
were tax was not assessed by Procurement/AP on tangible goods purchased.
Purchase Requisitions: Requests received after May 12 deadlines will not be processed. Procurement
will review all incoming requisitions. Those that cannot be processed with guaranteed delivery or completion
prior to June 30 will be either returned to the requesting department or processed
as a FY14/15 order and charged to the new fiscal year appropriation. Do not create a purchase requisition in
FY15/16 until notified by Procurement that the period and functionality is open for such processing.
Procurement will provide additional instructions on processing purchase requisitions for the new fiscal year.
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Keep Open Purchase Order List – Includes ALL funds i.e. General Fund, Operating
Fund (MB500 & MB51X), Cost Recovery Funds, Trust Funds, Capital Outlay Funds
and other allocated funds):
By sending Procurement a “keep open” purchase order electronic spreadsheet (Procurement will provide the
electronic form and instructions) via email, you guarantee that your prior year purchase orders are not closed
at June 30. As a reminder, all FY14/15 invoices received in FY 15/16, for goods and services received by
June 30, must be submitted to AP by July 9 in order to guarantee payment by July 16 (GAAP accrual).
Accounting Department is only accruing invoices in GAAP for amounts of over $1,000. Remember: The
PY PO must be kept open so payment can be made against the PO. NOTE: If you are receiving tangible
goods, then your PO should be set up “receiving required’ in order for the automatic accrual process (GL015)
to operate, otherwise you have set up a blanket PO (2-way match) which does not require receiving instead.
If set up blanket PO for tangible goods purchase, departments will then have to manually accrue if invoice
has not yet been paid or vouchered, for goods received by June 30.
CPO (Cash Posting Orders) - CPOs are the mechanism to process payments between CSUMB and the CO
or other CSUs. The Chancellor’s Office recommends each campus appoint one contact person with whom
they will work. Tae Kim, University Accounts Receivable Accountant, is CSUMB’s appointee. Please work
closely with Tae who will submit CPO requests to the CO for all the Departments. He
will need from the requesting department all pertinent information and support required to submit their CPO.
Remember, Tae also needs to be aware of all CPOs the campus is processing year round- especially at yearend (YE) in order to report these transactions correctly in the YE Close.
For further information concerning CPO requirements and documentation please see:
CO policies and procedures at http://www.calstate.edu/acct/policies_procedures/co/index.shtml
CFS ARBI Module - University Centralized Billing (non-STAR) - The CO has mandated that all
University billing (non-STAR) be centralized. This does not include Student Accounts Receivable activities
(STAR). With the implementation of the CFS Billing/Accounts Receivable module, all non- STAR invoices,
both within the university community (does not include internal chargebacks that are processed by Revenue
Transfers) and third party entities must be on an official University invoice which can only be generated by
the University Accounts Receivable Accountant, Tae Kim. All payment types (checks, wires, etc.) related to
University billing must be deposited with the University Central Cashier
located in Mountain Hall, Suite C (84C). The university cashiering system, CashNet, will post the payment
against the outstanding receivable through an automated process. All deposits will be posted against the
specific university invoice number(s) assigned to each billing transaction to clear the outstanding liability.
A payment cannot be deposited against a department’s generated invoice or sales order number. If you have
specific billing needs, please contact Tae at extension 3745. All billing activity for FY14/15 needs to
be submitted to Tae by June 10 for invoicing and accruing.
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Questions regarding this information should be directed to the following:
ACTIVITY
CONTACT PERSON
Accounts Payable including:
Personal Reimbursements, Payment Requests
Petty Cash Replenishments and Invoices
(disbursement invoices) or Vendor Billings and
Claims
Univ. AP Staff
Accounts_Payable@csumb.edu
Asset Management
EXT.
Send all email to this email address
24 hr. response time
AP-Uzair Shakoor (student)
AP-Cory Castaneda
AP-Linda Ham
AP Lead-Deanna Aromin
Manager – Michele Zollna
x3132
x4605
x4526
x3711
x4302
Richard Arredondo
x4619
Univ. AR Staff
Billing (AR Invoices), Chargebacks, Revenue
Transfers & University Petty Cash
Reimbursements
Accounts-Receivable_Non-Student@csumb.edu
Send all email to this email address
24 hr. response time
AR-Tae Young Kim
AR Lead-Abe Pedroza
x3745
x4415
Budget , Transfers & Payroll Adjustments
Laurie Dixon
Bob Cubillas
x4156
x4634
Budget Coverage
Cathy Rank
x4021
Contracts and Procurement
Eva Salas
Reyola Carlisle
Miguel Silva
x3751
x3506
x5058
Deposits/Cashier’s Office
Joy Lancaster
Christine Frederick
x3719
x4071
Expense Transfers
Deanna Aromin/AP
X5058
x3711
Payroll
Terryn Ashley
x3586
PFA (Plan of Financial Adjustment)
Abe Pedroza
x4415
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ACTIVITY
CONTACT PERSON
EXT.
Prepaid Expenses
Olga English
AP Lead-Deanna Aromin
x4224
x3711
Shipping and Receiving (FSO)
Benny Sanchez
Freddy Corona
x4112
x3706
TRAVEL
TRAVEL Coordinators:
Accounts_Payable@csumb.edu
Send all email to this email address
Travel-Cory Castaneda
Travel-Uzair Shakoor
Travel Lead-Deanna Aromin
24 hr. response
time
x4605
x3132
x4579
x3711
Use Tax
Eva Salas
Deanna Aromin
x3751
x3711
General Office Phone
Linda Novotny
x4022
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