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Home / Financial Services /


FINANCIAL SERVICES

Financial Services is comprised of the following functions:

 * Accounting
 * Accounts Payable
 * Accounts Receivable & Billing
 * Asset Management
 * Student Financial Services
 * Travel

 

Download Printer-Friendly: 2024 Year End Memo PDF

 

FISCAL YEAR ENDING JUNE 30, 2024 DEADLINES

In preparation for the close of the fiscal year ending June 30, 2024, the
following deadlines have been established to ensure timely review and submission
of items and processes critical to closing the fiscal year. Carefully review the
deadlines outlined below as they may have an impact on departmental planning and
may differ from those in previous years. It is essential that departments supply
the necessary information outlined below by close of business (5PM), unless
specifically stated otherwise. Late transactions or documents received after the
deadlines or with missing information may not be processed by Friday, June 28,
2024, and therefore will be charged to fiscal year 2024-25 budgets. We encourage
all campus departments and auxiliary partners to set calendar reminders for key
deadlines that pertain to your areas.

As a reminder, unspent budget at year end within the University Operating Fund
(HM500) is subject to the University Operating Fund Roll Forward Guidelines. IRA
Committee (TO140) and AS (AS100) allocations are one-time funding and do not
roll forward. They are expected to be spent in the year they are allocated to
the department. 

Monday, March 18thRequisitions/POs > $100,000: Deadline for approved
requisitions/POs to Contracts & Procurement for commodities and services
intended for fiscal year 2023-24. Formal bids are required for the procurement
of commodities and services that exceed $100,000; and $15,000 for public works
(a formal bid is estimated to take three to five months from RFP development to
contract commencement). Requisitions received after this date will be processed
in fiscal year 2024-25.Monday, April 8thFacilities Work Orders: Deadline for
departments to provide guidance on existing work order prioritization and to
request closure of work requests that are no longer needed.

 

Monday, April 22nd

 

IT Purchasing (ITAR): All computer hardware and software purchases require a
review for supportability unless they are pre-approved; many also require
accessibility and/or security reviews. Go to this page to submit a request. The
amount of time the review takes will depend on the complexity of the
acquisition. Please estimate between 2 and 6 weeks for approval.

Wednesday, May 1stRequisitions/POs for 2024-25: First day to enter fiscal year
2024-25 requisitions into PeopleSoft CFS for processing by Contracts &
Procurement. Requisitions/POs entered for fiscal year 2024-25 will not be sent
to vendors or encumbered until July 2024.Wednesday, May 1stPayroll Expenditure
Adjustments: Deadline to submit any and all payroll chartfield adjustments for
any hourly or salaried payroll expenses that were charged to the incorrect
funds, departments, programs or class codes. Friday, May 3rdFacilities Work
Orders: Deadline for submission of any new billable work order requests for
completion/billing in fiscal year 2023-24, including furniture purchase requests
for approval. Facilities maintenance and project based work for Summer 2024 has
already been scheduled.Wednesday, May 15thCollege Work Study Vouchers: Deadline
for approval of all time. Please note that the last day for all students working
under the Federal work study funds is May 11th.Wednesday, May 22ndAccounts
Payable Change Requests: Final day to submit change requests for chartfield
string changes or corrections to Accounts Payable.Friday, May 24thBlanket
Purchase/Service Orders: Final day to purchase against blanket commodity and
service orders to have the payment reflected in fiscal year 2023-24. However, if
the invoice is received after June 15th, then the payment will not be reflected
in fiscal year 2023-24.Friday, May 31stBudget Transfers: (HMCMP - Campus
business unit only). Deadline for budget transfers to be promoted in Questica to
the University Budget Office for posting in fiscal year 2023-24. VP approval is
required for any transfers moving funding out of salary accounts or into
restricted program codes RR001, RR002, or P0341 and this approval must be
attached to the budget transfer in Questica.Friday, May 31st

Payment Deadline (Invoices, Direct Pay, Reimbursements): Final day to submit
documents for payment to Accounts Payable for guaranteed inclusion in the final
payment cycle scheduled for Thursday,  June 27th. This includes invoices, direct
pay requests, guest lecturer pay requests, employee non-travel reimbursement
claims, etc. Items received after this date may not be captured in fiscal year
2023-24 and, as a result, will hit your fiscal year 2024-25 budget.

Reminders: A completed Form 204 must be included for new vendors. Items received
with incorrect or missing information may not be processed. Please allow 3
business days for migration of submitted documents from
humboldt.invoices@trustflowds.com to CSUBuy.

Friday, May 31stConcur Travel Expense Reports: Deadline for all travel Expense
Reports to be submitted and approved in Concur for all business related travel
occurring through May 15, 2024, to ensure posting in the current fiscal year
2023-24. Expense Reports received with errors, missing invoices, needing
exception form approvals, etc. may not be captured in fiscal year 2023-24.
Expense Reports submitted and approved after May 31, 2024 may be charged to
fiscal year 2024-25 budgets. Travel spanning fiscal years,  submit only one
Expense Report for the entire trip after the trip is completed.Monday, June
3rdPO Change Requests: Deadline for submission of purchase order change requests
to Contracts & Procurement for changes to be reflected in fiscal year
2023-24.Monday, June 3rdSpecial Consultant Payment Request: Deadline to submit
all fiscal year 2023-24 Special Consultant Requests and corresponding time
vouchers for inclusion in fiscal year 2023-24.  Friday, June 7thConcur Travel
Requests: Deadline for submission and approval of all  Travel Requests for
travel occurring through June 30, 2024 for inclusion in fiscal year 2023-24.
Travel Requests received after this date will hit your fiscal year 2024-25
budget.Monday, June 10th

Requisitions/POs < $100,000: Deadline for approved requisitions/POs to Contracts
& Procurement for commodities and services intended for fiscal year 2023-24.
Requisitions received after this date may be processed in fiscal year 2024-25.

Reminder: Three quotes are required for the procurement of commodities and
services $50,000 - $100,000; and $5,000 - $15,000 for public works. 

Monday, June 10thALL payroll documentation for appointments and separations for
Fiscal Year 2023-2024: Any and all recruitment and onboarding paperwork for
appointments beginning in the June pay period must be completed. Please work
with your HR Generalist to make sure that you are hitting these targets when
initiating a recruitment that will have an onboarding date in June of
2024. Monday, June 10thFacilities Work Orders: All billable work performed in
fiscal year 2023-24 will be billed out on or before the June 10, 2024 billing
request deadline. If facilities jobs are only partially complete, all costs
accrued to date will be included in this billing, and the remainder of the work
will be completed/billed in fiscal year 2024-25.Monday, June 10thBilling
Requests: Deadline to submit a request for billing to Accounts Receivable for
fiscal year 2023-24. Any billing requests for activity prior to 7/1/2023 will
not be processed.Friday, June 14thAP Invoices with Blanket Purchase Order: Final
day to submit all invoices against current year Blanket Purchase Orders.Monday,
June 17thPurchase Orders with no Future Invoice: Deadline to notify Contracts &
Procurement of any POs that can be closed, only if you are not expecting future
invoices.Monday, June 17thProCards: All state procurement card transactions
appearing on the June 17th statement will be posted by June 28, 2024. Charges
incurred after this date will be expensed in fiscal year 2024-25. If a purchase
has not been posted by the vendor to your US BANK Account Activities Report by
this date, it will be charged to fiscal year 2024-25. Posting date is dependent
on the suppliers’ processing dates.Monday, June 17thNon-payroll expenditure/cash
transfers: Deadline to submit expenditure reclassification requests for
inclusion in fiscal year 2023-24. Requests related to June 2024 transactions
will take priority over prior month activity reclassification requests.
Reclassification requests for activity between July 1, 2023 and May 31, 2024,
are not guaranteed to be processed in fiscal year 2023-24 as those should be
actively managed throughout the year.Monday, June 24thProCard Reconciliations:
Reconciliations are due to Accounts Payable by 10AM. If not received by this
deadline, charges will be applied to the default chartfield string and your card
may be turned off. Wednesday, June 26thClosing of Blanket Purchase/Service
Orders: All blanket purchase/ service orders will be closed, no
exceptions.Thursday, June 27thFiscal Year 2023-24 Final Payment Run: Final
payment cycle (Electronic and Check) for fiscal year 2023-24.Friday, June
28thDeposits: Deadline to submit deposits to the Cashier's Office by 12PM in
order to be included in fiscal year 2023-24. Friday, June 28thFiscal Year
2023-24 closes for all subsystem activity.Tuesday,  July 2ndFiscal Year 2024-25
First Payment Run: First payment cycle for electronic and check payments for
fiscal year 2024-25.

 If you have any questions regarding this information, please direct your
questions to the following contacts:

Business UnitEmailExtensionAccountingaccounting@humboldt.edu4035Accounts
Payableaccountspayable@humboldt.edu3512Accounts
Receivableaccountsreceivable@humboldt.edu5793Budgetbudget@humboldt.edu5747Cashierscash@humboldt.edu6789Facilitiesfmservice@humboldt.edu3646Payrollpayroll@humboldt.edu4912Procurementprocurement@humboldt.edu3312SPF
Accounts Receivablespf-billing@humboldt.edu4035SPF
Accountingspf-accounting@humboldt.edu4278Student
Accountscash@humboldt.edu4407Traveltravel@humboldt.edu3512

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Arcata, CA 95521
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