1. Financial Services
Year End Training 2019

2. 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

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

4. 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).

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

6. BUDGET Andrew som

7. Budget Year-End Balances June 14 – Friday
Year-end uncommitted balances in General Fund 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.

8. procurement lorrie Dineen-thackeray

9. 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. Lorrie Dineen- Thackeray, to cancel or revise.

10. 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. Lorrie Dineen-Thackeray, to cancel or revise.

11. 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.

12. 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.

13. accounting megan delgado

14. 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 ed to fiscal services at
June 3 – Monday
Last day to submit expense transfers and chargebacks requests for services/expenses charged through May 31st.

15. 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 ed to
June 21 - Friday
Last day to submit expense transfers and chargeback requests for current fiscal year.

16. 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 .

17. 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
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

18. Accounting: Property Management
Lost/Missing Equipment
To report a lost item, contact Campus Police Department – Dispatch at 707/ 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.

19. 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).

20. Accounts payable Paige johnson

21. 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

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

23. Cashier’s office michelle carolan

24. 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.

25. Data warehouse frank vescio

26. 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
Tools & Services
Financial Tools
Finance Data Warehouse Login (under Quick Links)

27. 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
Divisions & Organizations
Business & Finance
Information Technology Services
Business Intelligence / Data Warehouse
CFS Data Warehouse
Online Learning (under Quick Links)

28. 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!

29. Who to Contact
Please use 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 for Accounts Payable related transactions.
If you have questions specific to year-end please contact Megan Delgado, Accounting Manager at

30. Questions