Year End Deadlines

Financial Services

Deadline Date

Auxiliary Services

  • Prepaid Postage Meter - Due by 4:00 p.m.
    • Anything that arrives after 4:00 p.m. on August 28, 2020 will be processed with FY21 funds.

08/28/20

Cashier’s Office

  • Deposits – Due by 3:30 p.m.

08/31/20

Disbursements and Travel Services

  • All travel using a travel card before 08/01/20 must be reconciled and submitted through Chrome River by noon

08/07/20

  • Completed Travel Expense Reports (not using travel card) for reimbursement before 08/31/20
    • Travel Expense Reports will be accepted after this; however, reimbursement may occur after September 1, 2020.

08/17/20

  • Direct Pay (State) – Due by 5:00 p.m.

08/17/20

  • Direct Pay (Local) – Due by 5:00 p.m.

08/21/20

  • All receiving in BearKatBuy for FY 20 POs must be completed by 5:00 p.m.

08/21/20

  • All invoices for FY 20 payments must be in Disbursements before noon

09/04/20

Facilities Management

For complete details go to: https://www.shsu.edu/dept/facilities-management/

Request an Estimate for a Future Project

  • Projects less than $5K  

06/01/20

  • Projects between $5K and $25K         

05/01/20

  • To request an estimate on projects greater than $25K, please contact Facilities Planning and Construction at (936)294-1915.

Submit Projects for Completion by September 1, 2020

  • Projects less than $5K    

07/01/20

  • Projects between $5K and $25K

06/01/20

  • To submit projects over $25K, please contact Facilities Planning and Construction at (936)294-1915.

Financial Reporting

  • Submit Resale Inventory counts to the Property Office

09/04/20

General Accounting

  • Interdepartmental Transfer Vouchers (Monthly-Billing Local) – Due by 5:00 p.m.

08/26/20

  • Interdepartmental Transfer Vouchers (State) – Due by 5:00 p.m.

08/14/20

  • Interdepartmental Transfer Vouchers (Local) – Due by 5:00 p.m.

08/27/20

  • FY 20 Corrections (Local Only) - Due by 5:00 p.m.

09/10/20

Human Resources

For complete details go to: https://www.shsu.edu/dept/human-resources/index.html

  • Electronic Personnel Action Forms (EPAF) deadlines 

08/13/20

  • EPAF requiring International Programs and/or Office of Research Administration Approval                    

08/13/20

  • Reclassification and Career Path Advancement Actions in HR queue

07/15/20

Information Technology

Deadlines referenced below are for BearKatBuy purchases requiring approval through the Technology Oversight Approval (TOA) process. Note, https://www.shsu.edu/dept/it@sam/resources/self-service/tech-purchases.html provides a list of items that are exempt from the below referenced deadlines as they are pre-approved for departmental purchase.

  • For technology purchases for which the client requests quote assistance, a Cherwell request must be  submitted by 5:00 p.m.

07/17/20

  • For any technology purchases, a BearKatBuy requisition must be submitted by 5:00p.m. 

08/03/20

Payroll

  • New Employee Documents – Due by 5:00 p.m.

08/17/20

  • Payroll Action Forms/Labor Redistribution Forms – Due by 5:00 p.m.

08/17/20

Print Services (Press & Copy Center)

  • Jobs using State funds must be submitted by

08/03/20

  • Jobs being outsourced need to be submitted by

08/14/20

  • Jobs using Local funds (not being outsourced) need to be submitted by
    • Contact Print Services if you are unsure what category your job falls into.

08/21/20

  • FY 20 jobs and dated events will receive priority on the scheduling. Plan ahead and send your order in early.
  • FY 21 jobs can be submitted in August, but we cannot bill or deliver them until after September 1, 2020.

Procurement and Business Services

For complete details go tohttps://www.shsu.edu/dept/procurement/

  • Request for proposals (any dollar amount) requisition must be received in Procurement approval queue by 5:00 p.m.

06/05/20

  • Formal bids (over $15,000 and including HEAF) requisition must be received in Procurement approval queue by 5:00 p.m.

06/19/20

  • FY 20 BearKatBuy requisitions (under $15,000 or on a contract not requiring bids) must be submitted by noon

08/28/20

  • P-Card – The P-Card can be utilized through the end of the fiscal year. P-Card transactions requiring a Technology Oversight Approval (TOA) must have an approved TOA form issued from IT@Sam by August 3, 2020 at 5:00 p.m. The billing cycle for the P-Card will end on September 3, 2020 at midnight. You may begin generating your Expense Reports on Monday, September 7, 2020. In an effort to ensure that all payments are made in a timely manner, all transactions (state, agency, grant, and local) must be reconciled and submitted in Chrome River by Thursday, September 10, 2020 at 3:00pm. Any transactions utilizing STATE/APPROPRIATED funds during this billing cycle will be paid from FY 21 funds.

  • If departmental transactions are not fully reconciled and submitted by the deadline of September 10th, Procurement will intervene and apply them to FY 20 departmental funds so the bill can be paid on time. If you are a new delegate and require reconciliation training within Chrome River, please contact Procurement to set up a date and time for training before the September 10th deadline. Any transaction that does not post to your account during this billing cycle will be paid out of FY 21 funds.