Fiscal Year Calendar

The calendar below reflects events from March 2020 through May 2021. Thank you for your adherence to these deadlines. Download PDF version

See Accruals and Deferrals for more information.

03/14/2020 | Saturday

  • FY20 February reports are available on ePrint.

 03/20/2020 | Friday    

  • Last day to submit FY20 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 by 5:00 pm on Friday, 5/29/2020.

 04/03/2020| 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. 

 04/07/2020  | Tuesday    

  • FY21 will be open in Banner and Hilltop Shop for orders that will be delivered, or services to be rendered on or after 6/1/2020. If goods/services are received prior to 6/1/2020, the expenditures will be charged to FY20. However, ABS will use discretionary thresholds when recording these expenditures close to the end of the fiscal year. 

 04/10/2020 | Friday    

  • Review open purchase orders (POs) issued before 3/1/2020. Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name and remaining encumbrance amount. 

04/15/2020 | Wednesday

  • FY20 March reports available on ePrint.

05/14/2020 | Thursday

  • FY20 April reports available on ePrint.

05/14/2020 | Thursday

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

05/14/2020 | Thursday by noon

  • p-REQs (Banner POs only): Last day to submit and approve FY20 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 must be posted before 5:00 pm on Friday, 5/29/2020 by Central Receiving. Please email purchasing@usfca.edu by noon on Friday, 5/29/2020. 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 5/31/2020.

05/14/2020 | 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 5/14/2020 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.

05/15/2020 | Friday    

  • Final review of FY20 open POs. Please email purchasing@usfca.edu indicating POs to close. Please include PO#, Vendor Name, and remaining encumbrance. 

05/22/2020 | 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 Friday, 5/29/2020. Special orders are not included. Please contact CopyMill Printing & Graphics to obtain estimated delivery date. Please ensure the PO number is referenced.

 05/26/2020 | Tuesday    

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

05/29/2020 | Friday

  •  Hilltop Shop (HTS): Last day for departments to post PO delivery and service receipts to qualify for FY20. Departments may verify posted receipts in HTS.

Conditions:

  1. Delivery or services were rendered before close of business on Friday 5/29/2020.
  2. Vendor must submit invoices through the USF Vendor Portal on or before 5/31/2020.

05/29/2020 | 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 FY20. 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 must occur before close of business on Friday, 5/29/2020.
  2. The vendor must submit the invoice to ABS on or before 5/31/2020.

05/29/2020 | Friday

  • Last day to approve Concur expense reports for out-of-pocket and p-Card charges related to FY20.

06/01/2020 | Monday

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

06/01/2020  | Monday

  • Last day to submit recurring journals.

06/01/2020  | Monday

  • First day to submit HTS punch-out store orders for FY21 expenditures.

06/16/2020 | Tuesday

  • First preliminary May reports available on ePrint.

06/19/2020| Friday

  • Last day to submit FY20 accruals. If invoices are not available for submission, but goods and services were received prior to 6/1/20, please provide the following details of items to be booked as an accrual for FY20 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).

06/19/2020 | Friday

  • Last day to submit final corrections, expense transfers, and budget transfers for FY20.

06/26/2020 | Friday

  • Second preliminary May reports available on ePrint.

07/10/2020 | Friday

  •  Financial certifications by Management are due.

08/14/2020 | Friday

  • FY21 June & July Month end reports available on ePrint.

September 2020 | TBD

  • Final FY20 reports available on ePrint.

09/15/2020| Tuesday

  • FY21 August reports available on ePrint.

10/14/2020 | Wednesday

  • FY21 September reports available on ePrint.

11/16/2020 | Monday

  • FY21 October reports available on ePrint.

12/15/2020 |Tuesday

  • FY21 November reports available on ePrint.

01/15/2021 | Friday

  • FY21 December reports available on ePrint.

02/16/2021 | Tuesday

  • FY21 January reports available on ePrint.

03/16/2021 | Tuesday

  • FY21 February reports available on ePrint.

04/16/2021 | Friday

  • FY21 March reports available on ePrint.

05/17/2021 |Monday

  • FY21 April reports available on ePrint.