2008 Frequently Asked Questions

• Are all the deadlines applied to the CSU Operating Fund (fund 70000) only? Do we have separate deadlines for purchasing through other funds?

• The deadline for blanket orders and service orders is the last business day in May. Does that mean we can't create new receipts in PeopleSoft against a purchase order?

• When can we start the purchasing process for next year's fund?

• When can we start to purchase from Office Max again after the year-end Office Max deadline?

• When can I find the forms needed for mt Procurement Card purchases?

• Will my June credit card charges be posted this year?

• What does the year-end commencement deadline entail?

• What is the exact time deadline for deposits on the last business day in June?

• Will you clarify the difference between expense, interdepartment, and hospitality transfers?

• Which expense account do we use if we need to do chargebacks for services by our department?

• Can department transfers be between different funds?

• What if we have an event that crosses fiscal years?

• If I need help with reports or financials, where can I go? 

• Since fund 70000 is a trust fund, will it still be subject to the General Fund rules?

• Does the mid-June deadline for budget and expense journals apply to VP and Dean level offices as well as to lower level departments?

• Why is the Procurement Card deadline (in June) later than the Office Max deadline (in May), since the Pro Card is used in large part to buy from Office Max?

• Will Direct Payment Requests be processed after the mid-June deadline?

• If we submit a document/request on the Finance Web Component by the year-end deadline, does that mean we have met the deadline?

• How do we notify Accounts Payable to record estimated travel expense for June trips not completed by the mid-June deadline?

• Checks are often not accepted for international registrations. can Accounts Payable pay by wire transfer?

• If we have a balance available in the CSU Operating Fund (fund 70000), may we prepay expenses for the next year in order to spend down this balance?

• If we have a balance left over in a blanket purchase order, may we continue to spend it in the next fiscal year?

• Can I encumber funds from 07/08 for a classified as to run throughout the summer (June-August)? 

• We were told that 6/30 encumbrances (unspent PO amounts) will roll forward to the next fiscal year; that departments will receive a budget in the next fiscal year to cover any such encumbrance rollforward in fund 70000; anf that the budget will subsequently be adjusted to actual amounts spent on these POs. Will this adjustment be done more than once?

• Can we get rid of "dangling" encumbrances of a few cents?

• Regarding the early cutoff date for Electronic and Information Technology purchases greater than $50,000 - what are the cutoff dates for E&IT purchases under $50,000?

• If a department submits a Registration Request before the year-end deadline for a conference in the next fiscal year, will the expense be reflected in the current fiscal year?

• Are revenues (accounts beginning with 5) in fund 70000 available to spend?

• What is the year-end deadline for travel agency expenses?

• Year-End Q & A Forum
• In Case You Missed the Forum
• Year-End Deadlines Calendar
• Year-End FAQs
  • 2006 FAQs
  • 2007 FAQs
  • 2008 FAQs
• Submit a Question
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Finance
One Washington Square
San José, CA 95192-0008
408.924.1660
Located in Clark Hall 500

Becka Paulsen,
Associate Vice President

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San José State University - Home of the Spartans
One Washington Square - San José, California USA, 95192 - 408.924.1000