Fiscal Year-End June 30, 2024 Schedule for Financial Processes

1 GRAND AVENUE • SAN LUIS OBISPO • CALIFORNIA • 93407 • 805-756-1111 CALPOLY.EDU

MEMORANDUM

5/3/2024

TO:

Vice Presidents, Deans, Division Heads, and University Departments

FROM:

Marc Benadiba, University Controller

COPIES:

S. Nosek, A. Kraetsch, D. Zachmeyer, D. Valadez, D. Marshall

SUBJECT:

Fiscal Year-End June 30, 2024 Schedule for Financial Processes and Services

This memo transmits the fiscal year-end schedule of deadlines for University financial processes

and services, including Cal Poly Foundation and University Campus Programs. The primary

objectives of this schedule are to ensure that the Cal Poly fiscal year-end close

process is

completed timely and that all associated financial reports and submissions are accurate and

complete. We rely on the campus community to accomplish these objectives by asking that you

meet all of the deadlines, as outlined in the attached document so that we can

complete all

of the

critical steps throughout the fiscal year-end close process. The last page of

the attached

document

summarizes the dates and the business services contacts in an easy to reference format.

If you have questions about the information shown on the attached, feel free to call or email the

contacts listed for assistance with these or any other business services processes.

Please distribute this memo within your areas, as necessary.

Thank you.

Attachments

PROCUREMENT SERVICES

GENERAL INSTRUCTIONS:

Procurement Services (PS) has established the following deadline dates to ensure timely processing

of orders for commodities and services within the requirements of State statutes (e.g., competitive

bidding). All requisitions received with appropriate documentation (backup) on or before the

deadlines listed in the following sections will be processed and recorded as current fiscal year

transactions. Late requisitions will be processed as time allows and after any requisitions that are

received by the established deadlines.

We would like to take this time to remind you that CSU and campus policies require compliance with

specific rules and reviews before certain classes of procurements (e.g., software and information

technologies) may be processed by SBS. Please submit your purchase requirements early so that SBS

can act on your requisitions promptly.

Deadlin

es for purchase transactions are provided in the following section. It is recommended

that departments organize their purchasing activity as follows:

 Complete all orders as early as possible. While fiscal year-end deadlines are outlined

later in this memo, it is best to submit all orders as soon as possible to ensure timely

processing.

 Invoices for annual orders for services and/or goods purchased should be approved and

received in Payment Services no later than Friday, May 3, 2024. After these invoices are

processed, the remaining encumbrances for all annual agreements will be liquidated.

1. PURCHASE REQUISITIONS

Deadlines for submitting purchase requisitions for items chargeable to the current fiscal year are

listed below. Questions regarding the purchasing deadlines should be directed to SBS (ext 6-2232,

Administration Building, Room 128).

$50,000 and Over: Requisitions must be budget checked, approved, and all back-up received by

Friday, April 12, 2024.

$2,501 to $49,999: Requisitions must be budget checked, approved, and all back-up received by

Friday, April 26, 2024.

$2,500 or Less: Requisitions must be budget checked, approved, and all back-up received by

Friday, May 3, 2024.

Change Orders: All change orders must be received by Friday, May 24, 2024.

urchase requisitions (including approval, budget check, and backup) received on or before the

above deadlines will be processed as current fiscal year purchase orders.

2. PURCHASE REQUISITIONS SUBMITTED AFTER DEADLINE DATES

Please contact your procurement specialist to determine feasibility.

3. ANNUAL PURCHASE ORDERS

Annual purchase orders expire on June 30, 2024.

It is the responsibility of each department to review existing annual purchase orders to determine

if the balances remaining will be used during the current fiscal year or if the order should be

decreased. Requests for changes to these purchase orders must be emailed to the appropriate

Procurement Specialist and received no later than Friday, May 24, 2024. Changes to annual

purchase orders received after this date will be processed as time allows. All approved invoices for

transactions on or before April 22, 2024 must be received in Payment Services by Friday, May 3,

2024. Transactions after April 22, 2024 must be submitted to Payment Services by Friday, June

7, 2024. Invoices received after this date will be processed as time allows, possibly in the next fiscal

year.

ALL remaining encumbrances for annual orders will be liquidated at that point unless an alternative

close date has been discussed with your procurement specialist. Invoices received after the dates

noted above may be charged to next fiscal year unless other arrangements are made.

4. UNIVERSITY CONTRACTS

University Contracts have a billing cutoff date of Friday, June 7, 2024. Items to be charged to

the current fiscal year need to be ordered and invoiced in time to appear on this billing statement.

EXCEPTIONS:

 Cal Poly Partners charges through Friday, May 17, 2024, will be recorded in the current

Fiscal year. Charges after this date will be recorded as next fiscal year transactions.



Staples charges through Friday, June 7, 2024, will be recorded in the current fiscal year.

Charges after this date will be recorded as next fiscal year transactions.

5. PROCUREMENT CREDIT CARD

The ProCard has a billing cutoff date of June 14, 2024. All charges included in the bank

statements through this date will be charged to the current fiscal year, and charges appearing on

subsequent statements will be charged to the next fiscal year.

UNIVERSITY FINANCIAL SERVICES, PAYMENT SERVICES and UNIVERSITY BUDGET &

FISCAL PLANNING

1. HOURLY EMPLOYEE PAYROLL APPROVAL

The last day for online approval of hours for all staff hourly and student pay for the May 2024

pay period is Tuesday, June 4, 2024. Hours for pay entered and approved online by this date

will be included in the current fiscal year.

Questions regarding staff and student payroll should be directed to Payroll Services (ext 6-2605,

Administration Building, Room 107).

2. INTERAGENCY FINANCIAL TRANSACTION (IFT) REQUESTS (Previously

CPO)

IFT requests must be received by Thursday, June 6, 2024. Requests received after this date

will be recorded in the next fiscal year.

An IFT is a CSU system-wide mechanism to allocate funding and recover costs between our

campus and other CSU campuses or the Chancellor’s Office (CO). It replaces billing and

invoicing between CSU entities. When generating an IFT request to collect funds from another

campus or the CO, there must be some form of written acceptance of the charges from the

remitting campus or CO that has been agreed upon by both parties. This can be in the form of an

agreement, contract, MOU, or email exchange.

Questions regarding IFT requests should be directed to Elizabeth Baker, University Accounting

& Reporting (ext 6-5813, Administration Building, Room 131).

3. CHARGEBACKS (Recharges)

Chargebacks for Alarm (intrusion), Copier Program, LiveScan (Fingerprinting) Transportation,

Postage (metered), UPS, Campus Ship, and Facilities work order-related requests received by

Friday, June 14, 2024, will be recorded in the current fiscal year. Any recharges for these

services received in Fiscal Services after this date will be charged to the next fiscal year.

Questions concerning chargeback processing should be directed to University Accounting &

Reporting (ext 6-2242, Administration Building, Room 131).

EXPENDITURE TRANSFERS, NON-PAYROLL

Requests for non-payroll expenditure transfers, including those funded by University Campus

Programs, will be recorded in the current fiscal year if the expenditures were recorded between

January to June 2024 and requests are received in University Accounting and Reporting by

Friday, June 14, 2024. All expenditure transfer requests should be submitted to the following

email address: expendituretransfer@calpoly.edu.

 Questions regarding expenditure transfers with State funding sources, (excluding

University Campus program Funds) should be directed to Elizabeth Baker, University

Accounting and Reporting (ext 6-5813, Administration Building, Room 131).

• Questions regarding expenditure transfers with University Campus Program funding

sources should be directed to ucp@calpoly.edu

(Administration Building, Room 131).

5. PAYROLL EXPENDITURE TRANSFERS

Requests for payroll expenditure transfers for the period of January – May only, must be received

by Friday, June 14, 2024. Transfers should be emailed to: payrolltransactions@calpoly.edu

Questions concerning payroll expenditure transfers should be directed to Heidi Lorgé,

Administration and Finance (ext 6-1187, Administration Building, Room 122).

6. REQUESTS FOR BUDGET TRANSFERS

Requests to revise any current fiscal year budgets should be emailed to:

budgettransfers@calpoly.edu

as soon as possible after receipt of May 2024 financial reports, but

no later than Friday, June 14, 2024.

Questions regarding requests for budget transfers should be directed to either Elizabeth Williams

(6-7065) or Pat Rosemas (6-7097), University Budget & Fiscal Planning Department

(Administration Building, Room 122).

7. TRAVEL: 2 Deadlines

Travel Expense Claim Forms should be submitted to Payment Services within ten days after the

trip and no later than Friday, May 3, 2024. For travel that occurs after April 22, 2024 the

Travel Expense Claim forms can be submitted to Payment Services until Friday, June 7, 2024.

Travel Claim Forms received after this date will be processed as time allows, possibly in the next

fiscal year.

Travel questions should be directed to Payment Services ext 6-2291.

8. VENDOR PAYMENT FORMS AND REIMBURSEMENT FORMS (NON-PO

PURCHASES): 2 Deadlines

Properly approved Vendor Payment Forms and Reimbursement Forms must be received in

Payment Services by Friday, May 3, 2024, to be recorded in the current fiscal year.

Transactions occurring after April 22, 2024 can be submitted to Payment Services until Friday,

June 7, 2024. Forms received after this date will be processed as time allows, possibly in the

next fiscal year.

Questions regarding these forms should be directed to Payment Services extension 6-2291.

9. PETTY CASH

Petty cash transactions for the current fiscal year will be processed up to 4:00 PM on Thursday, June

20, 2024. Requests for petty cash reimbursement submitted after this date will be charged to the next

fiscal year.

Questions regarding petty cash transactions should be directed to University Cashiers

Office (ext 6-2256, Administration Building, Room 131E).

10.

PAYMENTS FOR FACULTY/STAFF OTHER SUPPORT TIME/FRACTION (AP Form

107C)

Payments by the Cal Poly Partners related to Academic Personnel Form 107C transactions will

be recorded in the current fiscal year if payment is received in the University Cashiers Office by

3:00 PM Thursday, June 27, 2024. Payments received after this date will be recorded in the

next fiscal year. Questions concerning Form 107C contract payments should be directed to

Shawna Donahou, Accounts Receivable (ext 6-1711, Administration Building Room 131).

11. CASH/CHECK DEPOSITS

Deposits will be posted in the current fiscal year if payment is received at the University Cashiers

Office by 3:00 PM, Thursday, June 27, 2024. Payments received after this date will be

recorded in the next fiscal year. (Note: Satellite Cashiers including University Police,

Continuing Education, Library, University Advancement, and Canyon Post all have specific

deadlines that are pre-arranged with each entity).

Fiscal Year-End Deadlines

2023/2024

PROCUREMENT SERVICES DEADLINE

$50,000 and ov

Requisitions must be approved, budget checked, and all back-up received. Friday, April 12, 2024

$2,501 to $49,99

Requisitions must be approved, budget checked, and all back-up received. Friday, April 26, 2024

$2,500 or less Requisitions must be approved, budget checked, and all back-up received. Friday, May 3, 2024

Change Orders All change order requests must be received by the Procurement Specialist. Friday, May 26, 2024

University Contracts

Invoiced after this date will be recorded in the next fiscal year.

Friday, May 3, 2024

Exceptions

Cal Poly

Partners charges through Friday, May 17, 2024, will be recorded in the current fiscal year.

Charges

recorded after this date will be recorded in the next fiscal year.

Staples charges posted by

June 7, 2024, will be recorded in the current fiscal year. Charges after this date

will be recorded in the ne

xt fiscal year.

US Bank ProCard

Regular and travel charges recorded

after this date will be processed in the

next fiscal year.

June 14, 2024

FINANCIAL AND PAYMENT SERVICES

DEADLINE CONTACT

Hourly & Student Employee Payroll: All hours worked in May 2024 must be

approved online (https://my.calpoly.edu) by this date.

Tuesday,

June 4, 2024

Payroll S

ervices

Ext.

6-2605

Interagency Financial Transaction (IFT) Requests: IFT requests received after

this date will be recorded as next fiscal year transactions.

Thursday,

June 6, 2024

Elizabeth Baker

Ext. 6-5813

General Chargebacks: Chargebacks for the following inter-departmental services:

Alarm (intrusion), Copier, LiveScan (Fingerprinting)

Transportation, Postage (metered),

Campus Ship, UPS, and Facilities work orders must be submitted by this date. Any

chargeback files received after this date will be processed as next fiscal year

transactions.

Thursday,

June

27, 2024

UAR

Ext. 6-2242

Expenditure transfers, non-payroll: Requests for expenditure transfers (for

January – June) should be emailed to

expendituretransfer@calpoly.edu

by this date. Any

requests for expenditure transfers received after this date will be recorded as next fiscal

year

transactions.

Friday,

June 14, 2024

Elizabeth Baker

Ext. 6-5813

Payroll expenditure transfers: Payroll expenditure transfer requests (for January –

May pay periods) should be emailed to: payrolltransaction[email protected] by this date.

Friday,

June 14, 2024

Heidi Lorgé

Ext. 6-1498

Budget Transfers: Requests for budget transfers should be emailed to:

budgettransfers@calpoly.edu by this date.

Friday,

June 14, 2024

Elizabeth Williams

Ext. 6-7065

Travel Expense Claim Forms/Travel Reimbursement Requests: Travel Claim

Forms received after this date will be charged to next fiscal year.

Friday,

May 3, 2024

Payment Services

Ext. 6-2291

Vendor Request Form and R

eimbursement Form

(non-P.O.

procurements):

Direct Buy Forms received after this date will be recorded as next fiscal year transactions.

Friday,

May 3, 2024

Payment Services

Ext. 6-2291

Petty Cash: Petty Cash transactions processed after 4:00 PM on this date will be

charged to next fiscal year.

Thursday,

June 20, 2024

University Cashier

Ext.

6-2256

Payments for other Support Time Form 107C: Payments received after t

his date for

107C contracts will be recorded as next fiscal year transactions.

Thursday,

June

27, 2024

Shawna Donahou

Ext. 6-1711

Cash / Check Deposits: Deposits received at the University Cashiers Office after 3:00

PM on this date will be recorded in the next fiscal year.

Thursday,

June

27, 2024

University Cashier

Ext.

6-2256