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California State University, Long BeachCalifornia State University, Long Beach

OFFICE OF FINANCIAL MANAGEMENT

2012/13 Expenditure Calendar

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August 20, 2012

Property will release the Confirmation of Inventory during the week of Aug 20th.

September 28, 2012

Last day to submit course fee requests for Spring 2013 term.

October 10, 2012

Deadline for Departments to submit Confirmation of Inventory back to Property.

October 26, 2012

Last day to submit course fee corrections for Spring 2013 term.

December 14, 2012

International Wire Transfer requests are due to Accounts Payable Department by 5 PM for completion prior to winter break.

December 19, 2012

Domestic Wire Transfer requests are due to Accounts Payable Department by 5 PM for completion prior to winter break.

December 20, 2012

Last day Accounts Payable Department will issue student checks before winter break.

December 21, 2012

Last day Accounts Payable Department will issue regular payments before closing for winter break. Accounts Payable and Purchasing Departments are closed to new campus activity for winter break.

Last day to submit course fee requests for Summer 2013 term.

January 31, 2013

Last day to submit course fee requests for Fall 2013 term.

February 28, 2013

Last day to submit course fee corrections for Summer 2013 term.

March 8, 2013

Spring Financial Assessment – All Division except AA and CCPE:  Actuals for July 1, 2012 to January 31, 2013 and projections for the period of February 1, 2013 to June 30, 2013 are due to General Accounting & Financial Reporting.

March 29, 2013

Last day to submit course fee corrections for Fall 2013 term.

April 8, 2013

Property Management Office forwards annual request for update of department record keepers and division designated approvers to Appropriate Administrators.

April 15, 2013

Requisitions requiring Section 508 Compliance (ATI) review are due in Purchasing.  Due to the timelines required for review, requisitions received after this date may be processed in FY 13/14.

Requisitions with plans and specifications that require a formal bid for Public Works projects and/or commodities and services are due to Purchasing if processing for FY 12/13. Due to timelines required for these projects, requisitions received after this date may be processed in FY 13/14.

Any modifications related to JOCs for work to be completed by June 30, 2013 are due in Purchasing.

April 19, 2013

Spring Financial Assessment - AA and CCPE only:  Actuals for July 1, 2012 to February 29, 2013 and projections for the period of March 1, 2013 to June 30, 2013 are due to General Accounting & Financial Reporting.

April 30, 2013

Appropriate Administrators to submit annual updates of department record keepers and division designated approvers to Property Management Office.  (Note: Appropriate Administrators to send update to Property through-out the year when changes in personnel occur.).

May 1, 2013

Peoplesoft open for FY 13/14 requisition entry. POs will not be dispatched until July 1, 2013.

May 3, 2013

Departments begin reviewing all open encumbrances. Open PO reports with end-user comments should be returned to Purchasing by May 24, 2013.

May 24, 2013

Last day to submit approved FY 12/13 electronic requisitions, including public works consulting, with appropriate documentation.  Requisitions submitted after this deadline will be reviewed by Purchasing to determine whether to process in FY 12/13 or FY 13/14.

Open PO reports with end-user comments are due to Purchasing.

Last day to submit approved requisitions for commodities or services for FY 12/13: including Section 508 (ATI) documents.

Last day to submit changes on existing PO’s or requisitions.

May 31, 2013

All approved invoices for Capital or other funds reverting June 30, 2013 are due to Accounts Payable at 12:00 noon.

June 3, 2013

Purchasing will begin to review for closure any Service or Blanket PO’s where there are no notations on the department submitted open PO report that goods will be received by the last working day of the fiscal year, June 28, 2013, and an invoice is expected. All invoices related to Closed PO’s may be paid by direct payment. No new orders can be placed against existing blanket PO’s.

Last day for Purchasing Department to dispatch FY 12/13 purchase orders for goods to be received by the last working day of the fiscal year, June 28, 2013.

Last day for departments to submit requisitions for FY 12/13 for annual maintenance agreement requiring section 508 (ATI) Compliance for services to be effective July 1, 2013.

Last day to submit all petty cash receipts dated May 31, 2013 or prior.

June 12, 2013

Requests for CPOs (Cash Posting Orders) for reimbursements from the CO and/or other CSU campuses are due to General Accounting & Financial Reporting by 5 pm.

June 14, 2013

All Accounts Receivable requests including faculty reimbursements, utilities, and billings to third parties are due to General Accounting & Financial Reporting.

June 17, 2013

All travel claims for travel completed before this date are due to Accounts Payable. For any travel between June 17 -30, 2013 send travel claims to Accounts Payable upon completion of travel.

June 21, 2013

Purchasing will close/liquidate all remaining open blanket purchase orders. All invoices received related to closed blanket orders will need to be submitted for direct payment to Accounts Payable with a reference to the blanket purchase order number.

June 25, 2013

Last campus wire transfer requests are due to Accounts Payable Department at 12:00 noon for FY 12/13.

June 26, 2013

Final day to review and change procurement card charges in Access on Line, cut off time 5:00 PM.

Campus invoice accruals for services rendered but not invoiced are due to FISAP mailbox (fisap@csulb.edu) at 5:00 PM.

June 27, 2013

Last day Accounts Payable will issue student checks before year end.

Procurement card reports are due to Purchasing by the end of the day.

Last day Accounts Payable will issue regular campus payments for FY 12/13.

Accounts Payable will process the last weekly Office Max file for FY 12/13.

June 28, 2013

Accounts Payable and Purchasing are closed for year-end processing.

Last day to make departmental deposits with the Cashier's Office for inclusion in current year revenue.

Last day to submit June petty cash receipts to the Petty Cash Custodian/University Cashier's Office for reimbursement in FY 12/13.

Deadline to notify Receiving of the receipt of goods received directly by the department.

July 1, 2013

Postage Meter readings and account balances as of June 28, 2013 for GAAP audit preparation are due to General Accounting & Financial Reporting.

July 2, 2013

All FY 12/13 journal entries with approvals and supporting documents (as applicable) are due to General Accounting and Financial Reporting by 5 pm.

July 5 2013

DAF departments: Inventory as of June 30, 2013 for Facilities Management, Reprographics, Computer Center, Print Shop, Health Center for GAAP audit preparation are due to General Accounting & Financial Reporting.

Last day to submit June BTRs to Budget Office.

July 19, 2013

DAF departments: Asset and liability accounts reconciliations as of June 30, 2013 for GAAP audit preparations are due to General Accounting & Financial Reporting

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