Fiscal Year Calendar

The calendar below reflects events from March 2019 through May 2020. Thank you for your adherence to these deadlines. Download PDF version

See Accruals and Deferrals for more information.


03/15/2019 | Friday

  • FY 19 February reports are available on ePrint.

03/15/2019 | Friday

  • Last day to submit FY19 Furniture, Fixtures, & Equipment (FF&E) requisitions to Purchasing & Ancillary Services (PaAS). Minimum lead time is 6-8 weeks, excluding unforeseeable delays. Delivery must occur and Hilltop Shop (HTS) receipt posted on or before 5/31/2019.

04/05/2019 | Friday

  • All requisitions should indicate the FY to charge in the comment field of the HTS order. For non- catalog orders, please indicate lead time and date required. Service orders must indicate the date(s) services will be rendered.

04/09/2019 | Tuesday

  • FY20 will be open in Banner and Hilltop Shop for orders that will be delivered, or services to be rendered on or after 6/1/2019. If goods/services are received prior to 6/1/2019, the expenditures will be charged to FY19.  However, ABS will use discretionary thresholds when recording these expenditures close to the end of the fiscal year.  

04/12/2019 | Friday

  • Review open purchase orders (POs) issued before 3/1/2019. Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name and remaining encumbrance amount.

04/16/2019 | Tuesday

  • FY19 March reports available on ePrint

05/15/2019 | Wednesday

  • FY19 April reports available on ePrint

05/16/2019 | Thursday

  • Concur Invoice:  Last day to approve invoices and wire requests.
  • Concur Expense:  Last day to submit expense reports.

05/16/2019 | Thursday by 1 pm

  • Last day for cash departmental deposits and petty cash reimbursements. Must be delivered to by 1 pm to ABS. All cash departmental deposits after 5/16/2019 must be inserted in the LMN cashier drop box within 24 hours of receipt. All check departmental deposits should continue to be dropped off daily.

05/17/2019 | Friday

  • Final review of FY19 open POs. Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name, and remaining encumbrance.

05/17/2019 | Friday by noon

  • p-REQs (Banner POs only): Last day to submit and approve FY19 p-REQs to create Banner PO (non-HTS order).

Conditions:

1. This requisition type is ONLY used if the vendor is not active in HTS and there is an active Banner vendor number set-up correctly. This includes valid Certificate of Insurance (COI) on file, order-to/remit-to addresses, ACH, etc.

2. Delivery or service date receipts must be posted on or before 5/31/2019 by Central Receiving. Please email purchasing@usfca.edu by noon on 5/31/2019. Indicate the PO#, quantity and date the item was received or the date the service was rendered.

3. The vendor must submit the invoice to Accounts Payable on or before 5/31/2019.

05/24/2019 | Friday

  • Standard Stationery and Business Card Orders:  (Copy Mill Printing & Graphics): Last day to approve final proofs for standard business cards/stationery orders to receive items by May 31, 2019. Special orders are not included. Please contact CopyMill Printing & Graphics to obtain estimated delivery date.  Please ensure the PO number is referenced.

05/28/2019 | Tuesday

  • Duplicating: Last day to submit dropbox orders and email orders to CopyMill Printing & Graphics for delivery by 5/31/2019. Large and special orders are not included.  Please contact CopyMill Printing & Graphics to obtain estimated delivery date.  Please ensure you reference the print job number.

05/31/2019 | Friday

  • Hilltop Shop (HTS): Last day for departments to post PO delivery and service receipts to qualify for FY19. Departments may verify posted receipts in HTS.

Conditions:

1. Delivery or services were rendered on or before 5/31/2019.

2. Vendor must submit invoices through the USF Vendor Portal on or before 5/31/2019.

 

05/31/2019 | Friday by noon

  • Banner POs from p-REQs (non-HTS order): Last day for departments to notify Central Receiving by emailing purchasing@usfca.edu to post receipts on Banner POs for FY19. Indicate the PO#, quantity and date the item was received or the date the service was rendered.  Departments may verify posted receipts in SSB.

Conditions:

1. Delivery or services were rendered on or before 5/31/2019.

2, The vendor must submit the invoice to ABS on or before 5/31/2019.

05/31/2019 | Friday

  • Last day to approve Concur expense reports for out-of-pocket and p-Card charges related to FY19.

06/03/2019 | Monday

  • Last day to submit Contract & Grant expense transfers/corrections.

06/03/2019 | Monday

  • Last day to submit recurring journals.

06/03/2019 | Monday

  • First day to submit HTS punch-out store orders for FY20 expenditures.

06/17/2019 | Monday

  • First preliminary May reports available on ePrint.

06/20/2019 | Friday

  • Last day to submit  FY19 accruals.  If invoices are not available for submission, but goods and services were received prior to 6/1/19, please provide the following details of items to be booked as an accrual for FY19 to accounting:

1. FOAP the expenditure should be charged to.

2. Amount for the anticipated invoice.

3. Name of the respective vendor and goods and/or services provided.

4. Relevant documentation to support expenditure (i.e. email correspondence w/vendor).

06/21/2019 | Friday

  • Last day to submit final corrections, expense transfers, and budget transfers for FY19.

06/28/2019 | Friday

  • Second preliminary May reports available on ePrint.

07/12/2019 | Friday

  • Financial Certifications by Management are due.

08/16/2019 | Friday

  • FY20 June & July Month end reports available on ePrint.

September 2019 | TBD

  • Final FY19 reports available on ePrint.

09/16/2019 | Monday

  • FY20 August reports available on ePrint.

10/15/2019 | Tuesday

  • FY20 September reports available on ePrint.

11/14/2019 | Thursday

  • FY20 October reports available on ePrint.

12/16/2019 | Monday

  • FY20 November reports available on ePrint.

01/15/2020| Wednesday

  • FY20 December reports available on ePrint.

02/14/2020| Friday

  • FY20 January reports available on ePrint.

03/14/2020| Friday

  • FY20 February reports available on ePrint.

04/15/2020| Tuesday

  • FY20 March reports available on ePrint.

05/14/2020|Wednesday

  • FY20 April reports available on ePrint.