Financial Services Year End Training 2019

Year-End Training Introduction and Updates Rabi Joseph Key Deadlines and Process Flows Budget Andrew Som Contract Srvcs & Procurement Lorrie Dineen-Thackeray Accounting Megan Delgado Accounts Payable Paige Johnson Cashiering Michelle Carolan Data Warehouse Frank Vescio

Introduction and Updates Accounting Personnel Megan Delgado – Accounting Manager Frank Vescio – Accountant III Paula Fahey – Accountant II Michelle Carolan – Student Financial Srvcs Lead

Introduction and Updates Year-End Updates CSU legal books must be closed within about 2 weeks after June 30th, i.e. July 15th All reconciliations, corrections, and adjustments must be completed by July 9th for 1st submission. This gives the Accounting staff time to correct any FIRMS errors and meet the deadline for clean submission. Accounting Office will NOT be handling non-urgent matter during these two weeks to complete all required tasks. (Note: Essential accounting staff is required to work on the 4th of July).

Key Deadlines Year-end schedule posted on Financial Services website: https://www.csum.edu/web/fiscal-services/financial-services Deadlines are Close of Business (5:00pm), June 28th unless otherwise noted Review, Review, Review to Make Decision and Take Action Early

BUDGET Andrew som

Budget Year-End Balances June 14 – Friday Year-end uncommitted balances in General Fund 48485 may not be carried forward without written CFO approval. Budget Office will ONLY transfer budget to your department in the new fiscal year to cover encumbrances which were authorized to be carried forward. June 14 – Friday Last day to earmark funds to be carried forward to new fiscal year.

procurement lorrie Dineen-thackeray

Procurement: Key Dates April 29- Monday Last day to update ProCard for April charges. May 1- Wednesday Review open and unpaid purchase orders with delivery dates prior to April 30. E-mail Lorrie Dineen- Thackeray, ldineen@csum.edu to cancel or revise.

Procurement: Key Dates May 3- Friday Last day to submit requisitions for the current fiscal year for acquisition of items not requiring formal bidding. This will allow time to comply with informal bidding requirements and issue contracts or purchase orders prior to the fiscal year-end closing. May 30- Thursday Last day to update ProCard for May charges. Review open blanket purchase orders. E-mail Lorrie Dineen-Thackeray, ldineen@csum.edu to cancel or revise.

Procurement: Key Dates June 3 - Monday Purchase orders for fiscal year 19/20 can now be processed. Includes blanket purchase orders. Submit FY 19/20 agreement renewals to avoid service gaps. All FY18/19 purchase orders will be closed. June 14 - Friday ProCard use should only occur for EMERGENCY related transactions until June 30th.

Procurement: Key Dates June 21 - Friday Current fiscal year purchase orders are closed unless otherwise indicated that the encumbrance is to carry forward to fiscal year 19/20. June 24 - Monday ProCard charges will be available for coding. June 28 - Friday Last day for ProCard updates for June 2019 charges. Receiving office closes at noon; all goods must be received before noon to be included as a current fiscal year expense.

accounting megan delgado

Accounting: Key Dates May 3 - Friday May 31 – Friday June 3 – Monday Last day to submit expense transfers and chargeback requests for services/expenses charged through April 30th. May 31 – Friday Cruise expense log for May due to be emailed to fiscal services at accnt@csum.edu June 3 – Monday Last day to submit expense transfers and chargebacks requests for services/expenses charged through May 31st.

Accounting: Key Dates June 7 - Friday June 20 - Thursday Last day to turn in receipts and clear travel advances for international experience. Last day to request a CSU inter-campus CPO (Cash Posting Order). June 20 - Thursday Cruise fuel log emailed to accnt@csum.edu. June 21 - Friday Last day to submit expense transfers and chargeback requests for current fiscal year.

Accounting: Key Dates June 21 - Friday June 24 - Monday Last day to submit invoice requests to billing for current fiscal year for invoice to be generated to customer in current fiscal year. Invoice requests for goods and services provided must still be submitted if service was performed prior to 07/01. June 24 - Monday Cruise expense and fuel log for June due to Financial Services at accnt@csum.edu .

Accounting: Accrual What is an accrual? What has to be accrued? A legal accounting process which totals the University’s financial obligations, performed as of the fiscal year end, June 30th. What has to be accrued? Goods or services which have been received by June 30th but payment has not been made. Action and information needed Email accnt@csum.edu if you have received goods or services prior to July 1st but have not yet received an invoice from the vendor. Include the following information: Vendor Name Chart-field string (Account Fund DeptID) Amount

Accounting: Property Management Lost/Missing Equipment To report a lost item, contact Campus Police Department – Dispatch at 707/654-1179. Be prepared to provide the following information: Brand name and/or description of the item Model Number Serial numbers and any special identifying marks you may have added to the property/equipment prior to you losing it Time and location where you had the last item In all cases of theft or loss of information assets or equipment containing information assets, the IT security department must be notified immediately upon discovery.

Accounting: Property Management Disposition of Campus Property Must submit a completed Property Survey Request form especially for an equipment with a unit cost of $5000 or greater (ICSUAM 1400).

Accounts payable Paige johnson

Accounts Payable: May 1 - Wednesday June 7 – Friday All AP invoices, reimbursements and travel claims due to Accounts Payable for April. June 7 – Friday Last day to submit AP invoices for payment from bond funds. June 12 – Wednesday All AP invoices, reimbursements and travel claims due to AP for final disbursement for current fiscal year. Vendors should be submitting invoice to CMA-AP@csum.edu

Accounts Payable: June 19 – Wednesday June 28 – Friday Last AP disbursement cycle for current fiscal year. First AP disbursement cycle for next FY 19-20 will be July 10th. June 28 – Friday ProCard adjustments completed in PS CFS.

Cashier’s office michelle carolan

Cashier – Key Dates June 24 – Monday June 28 – Friday Petty Cash receipts submitted and balance reconciled to the General Ledger. All deposits must be submitted to cashier before noon. June 28 – Friday Cashier office closes at noon.

Data warehouse frank vescio

Data Warehouse How do I access Data Warehouse and use the reports? Submit a PS System Access Request form to gain access Check the CFS Data Warehouse box and forward to Accounting for approval. Login to https://csyou.calstate.edu Tools & Services Financial Tools Finance Data Warehouse Login (under Quick Links)

Data Warehouse Login to https://csyou.calstate.edu Use the data warehouse for reviewing your budget. Use the data warehouse for reviewing open POs. Go to the following link to view a 5-minute video recording on reviewing Open Purchase Orders: Launch PO Report video Additional training is available at: Login to https://csyou.calstate.edu Divisions & Organizations Business & Finance Information Technology Services Business Intelligence / Data Warehouse CFS Data Warehouse Online Learning (under Quick Links)

Data Warehouse CFS Data Warehouse Training Date: May 1, 2019 Time: 10 am Place: Admin Building, Gold Room Will cover basic navigation and generating reports. Please sign up!

Who to Contact Please use accnt@csum.edu for all accounting related correspondence. A staff member will respond within 24 hours, otherwise you run the risk of service interruption if the individual person you contact is unavailable. Please use CMA-AP@csum.edu for Accounts Payable related transactions. If you have questions specific to year-end please contact Megan Delgado, Accounting Manager at mdelgado@csum.edu.

Questions