FY 2014-2015 Year-End Close Guidelines and Schedule

FINANCIAL SERVICES FY 2014-2015 YEAR-END CLOSE SCHEDULE
DEADLINE
TRANSACTION TYPE
DESCRIPTION
FORMS
DEPT/LOC
FY 2014-2015 purchase requisitions $100,000 and above (which require
Contracts &
http://finance.fullerton.edu/Procur
formal bidding) must be received by Contracts and Procurement.
Procurement/
ement/Forms/
CP-300
CONTACTS
Tuesday
April 14, 2015
5:00PM
Purchase Requisitions
Friday
May 22, 2015
5:00PM
Purchase Requisitions &
Change Orders
Tuesday
May 26, 2015
Purchase Requisitions - New
Year
Friday
May 29, 2015
5:00PM
All payroll-related pay, adjustments, and changes for the time period
Payroll, Benefits &
https://erpaeprd.fullerton.edu/CSU
Payroll Adjustments, Changes,
prior to May 29, 2015 must be turned in by this date to be reflected as a
Retirement
Bea Maselli
FWorkplace/HomePage.jsp?mode=
Pay, Special Consultant Pay,
Fiscal Year 2014-2015 expenditure.
Services/
Marilou Encina
Hire Forms
reset
CP-770
Thursday
June 4, 2015
5:00PM
Direct Expense
Thursday
June 4, 2015
5:00PM
Thursday
June 4, 2015
5:00PM
Travel Expense Claims
Friday
June 5, 2015
5:00PM
OfficeMax
Monday
June 8, 2015
5:00PM
Travel Request
Friday
June 12, 2015
5:00PM
Payroll Expense Transfers
Monday
June 15, 2015
5:00PM
Procurement Card
EMAIL/DL
Sally Yassine
Angela Warren
4503
[email protected]
4532
FY 2014-2015 purchase requisitions less than $100,000 and all change
Contracts &
http://finance.fullerton.edu/Procur
orders must be received by Contracts & Procurement.
Procurement/
ement/Forms/
CP-300
Sally Yassine
Angela Warren
4503
[email protected]
4532
FY 2014-2015 purchase requisitions can be entered in CFS. FY 20152016 requisitions entered prior to this date will be cancelled by
Contracts & Procurement.
Sally Yassine
Angela Warren
4503
[email protected]
4532
Submit Accounts Payable Check Request forms to Accounts Payable.
Invoices
EXT
Contracts &
http://finance.fullerton.edu/Procur
Procurement/
ement/Forms/
CP-300
http://finance.fullerton.edu/Contro Accounts Payable/ Mary Ann Torres
CP-300
Kathleen Cariaga
ller/AccountsPayable/Forms/
Submit all approved invoices for FY 2014-2015 to Accounts Payable for
payments to be issued on or prior to June 15, 2015. Invoices received
after this date maybe issued after the first check run in FY 2015-2016.
http://finance.fullerton.edu/Contro Accounts Payable/ Mary Ann Torres
Continue to submit FY 2014-2015 approved invoices through Tuesday, ller/AccountsPayable/Forms/
CP-300
Kathleen Cariaga
June 30, 2015 so they can be appropriately obligated in CFS.
For travel completed prior to July 1, 2015, submit approved travel
expense claims with the appropriate receipts and documentation to
Travel Operations to receive reimbursement on or before the last check
run date of June 15, 2015. For travel completed between June 5 and
June 30, the approved travel expense claim must be submitted to Travel
Operations within 5 business days upon completion of the trip.
http://finance.fullerton.edu/Contro Travel Operations/ Mary Ann Torres
Reimbursements will be issued after the first check run in FY 2015CP-300
Debbie Hagman
ller/AccountsPayable/Forms/
2016. Continue to submit FY 2014-2015 approved travel expense
claims with the appropriate receipts and documentation to Travel
Operations through Tuesday, June 30, 2015 so they can be
appropriately obligated in CFS.
Last day to order from OfficeMax to ensure that transactions are posted
Contracts &
http://finance.fullerton.edu/procur
in FY 2014-2015. Goods that are shipped after Tuesday, June 30, 2015
Procurement/
ement/forms/
will be expensed in FY 2015-2016.
CP-300
Michael Pruitt Clara
Bowman
Last day to submit approved travel requests with the appropriate
documentation for travel. A list of open travel authorization requests will
be provided to the Division Financial Managers on Monday, April 20,
http://finance.fullerton.edu/Contro Travel Operations/ Mary Ann Torres
2015, for review and follow-up. Travel Operations will start assigning
CP-300
Debbie Hagman
ller/AccountsPayable/Forms/
travel document numbers TR15 for FY 15-16 in June 2015.
The deadline for submission of Payroll Expense Transfer Forms to
Budget Operations in order to be reflected in FY 2014-2015.
Budget Planning &
http://finance.fullerton.edu/budget
Administration/
Laleh Graylee
/Forms.asp
CP-300
Last day to make a purchase with your procurement card to ensure that
Contracts &
http://finance.fullerton.edu/procur
transactions are posted in FY 2014-2015.
Procurement/
ement/forms/
CP-300
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Michael Pruitt Clara
Bowman
2099
[email protected]
2523
5735
[email protected]
3339
5735
[email protected]
3339
5735
[email protected]
5385
3758
[email protected]
5387
5735
[email protected]
5385
4228 [email protected]
3758
[email protected]
5387
FINANCIAL SERVICES FY 2014-2015 YEAR-END CLOSE SCHEDULE
DEADLINE
Monday
June 15, 2015
TRANSACTION TYPE
FORMS
Last FY 2014-2015 Accounts Payable check run distribution.
Budget Transfers
Tuesday
June 30, 2015
12:00PM
Deposit or Reimbursement to
University Account
Tuesday
June 30, 2015
12:00PM
Petty Cash
Receipt of Goods
DEPT/LOC
CONTACTS
Accounts Payable/ Mary Ann Torres
CP-300
Kathleen Cariaga
Last AP Check Run
Monday
June 15, 2015
12:00PM
Tuesday
June 30, 2015
4:00PM
DESCRIPTION
The deadline for submission of online budget transfer requests is 12:00
PM on Monday, June 15, 2015. Divisional Financial Managers can
Budget Planning &
expect to see their respective FY 2015-2016 Baseline Budgets as of
http://finance.fullerton.edu/budget
Administration/
Laleh Graylee
year end June 30, 2015 loaded into CFS and OBIEE by July 31, 2015. /Forms.asp
CP-300
Any changes may be sumitted on a BTR for processing in August 2015.
EXT
EMAIL/DL
5735
[email protected]
3339
4228 [email protected]
Submit checks for deposit to the Cashier's Office by 12:00 PM.
http://finance.fullerton.edu/Contro
Cashiers/UH-180
ller/Accounting/Forms/
Zia Qureshi
Diana Janzen
4238
[email protected]
4248
Petty cash transactions (approved Disbursement Voucher) should be
submitted to the Cashiers Office by 12:00 PM.
http://finance.fullerton.edu/Contro
Cashiers/UH-180
ller/AccountsPayable/Forms/
Zia Qureshi
Diana Janzen
4238
[email protected]
4248
Departments are reminded that all orders are to be delivered to Central
Receiving. However, should an order be delivered directly to your
department, Receiving must be notified immediately. Send an e-mail to
Danny Miranda, Sr. or David Aguirre in Receiving so the receipt can be
appropriately recorded in CFS. Also please e-mail Contracts &
Procurement if goods are to be returned to the vendor (i.e.,
incorrect/defective merchandise). The deadline to notify Receiving is
4:00 PM.
Requests for miscellaneous billing for FY 2014-2015 must be received
by Accounting Services.
Thursday
July 2, 2015
5:00PM
Billing Request / Request for
Invoice (RFI)
Thursday
July 2, 2015
5:00PM
Submit electronic Expenditure Transfer Request forms with backup
Expenditure Transfer Request
documentation to Accounting Services.
(ETR), Non-Payroll
Central Receiving/ Danny Miranda, Sr.
T-1100
David Aguirre
2531 [email protected]
2531 [email protected]
Accounting
http://finance.fullerton.edu/Contro
Services/
ller/Accounting/Forms/
CP-300
Lynn Ganac
Tony Lee
Laura Hultman
8474
2044 [email protected]
8356
Accounting
http://finance.fullerton.edu/Contro
Services/
ller/Accounting/Forms/
CP-300
Lynn Ganac
Tony Lee
Laura Hultman
8474
2044 [email protected]
8356
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