Year End Deadlines

Financial Services

Deadline Date

Disbursements and Travel Services

  • All travel using a travel card before 08/01/18 must be reconciled and submitted through Chrome River by noon  

08/10/18

  • Completed Travel Expense Reports (not using travel card) for reimbursement before 08/31/18
    • Travel Expense Reports will be accepted after this; however, reimbursement may occur after September 1, 2018.

08/17/18

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

08/17/18

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

08/24/18

  • All receiving in BearkatBuy for FY 18 POs must be completed by 5:00 p.m.

08/24/18

  • All invoices for FY 18 payments must be in Disbursements before noon

09/06/18

General Accounting

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

08/28/18

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

08/17/18

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

08/29/18

Bursar’s Office

  • Deposits – Due by 3:30 p.m.

08/31/18

Payroll

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

08/17/18

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

08/17/18

Procurement and Business Services

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

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

06/08/18

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

06/22/18

  • FY 18 BearkatBuy requisitions (under $15,000 or on a contract not requiring bids) must be submitted by noon

08/30/18

  • Postage Prepaid Meter

08/31/18

  • P-Card – P-card can be utilized through the end of the fiscal year. The billing cycle for the procurement card will end on September 3, 2018 at midnight. You may begin generating your Expense Reports on Thursday, September 6th. In an effort to ensure that all payments are made in a timely manner, all transactions must be reconciled and submitted in Chrome River by Friday, September 7th at 3:00pm. Any transactions procured with STATE funds during this billing cycle will be paid from FY 19 funds. If transactions are not fully reconciled and submitted by the deadline, they will be applied to FY 18 departmental funds by Procurement and Business Services 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 7th deadline. Any transaction that does not post to your account during this billing cycle will be paid out of FY 19 funds.

Print Services (Press & Copy Center)

  • Jobs using State funds must be submitted by

08/01/18

  • Jobs being outsourced need to be submitted by

08/06/18

  • 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.

08/13/18

  • FY 18 jobs and dated events will receive priority on the scheduling. Plan ahead and send your order in early.
  • FY 19 jobs can be submitted in August, but we cannot bill or deliver them until after September 1, 2018.

Financial Reporting

  • Facilities and Residence Life Maintenance list of projects and completion status must be in the hands of the Controller’s Office no later than 5:00 p.m. Must include FOP of project, current status, and percent  complete.

09/06/18

  • Submit Resale Inventory counts to the Property Office

09/06/18

Facilities Management

Deadline Date

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

Request an Estimate for a Future Project

  • Request an estimate on projects less than $5K  

06/01/18

  • Request an estimate on projects $5K-$25K         

05/01/18

  • To request an estimate on projects greater than $25K, please contact Facilities Planning and Construction.

Submit Projects for Completion by September 1, 2018

  • Submit projects less than $5K    

06/29/18

  • Submit projects between $5K and $25K

06/01/18

  • To submit projects over $25K, please contact Facilities Planning and Construction.

Human Resources

Deadline Date

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

  • Payroll Action Form (EPAF) deadlines    

08/15/18

  • Payroll Action Forms requiring International Programs and/or Office of Research Administration Approval                    

08/15/18

Information Technology

Deadline Date

For complete details go: http://www.shsu.edu/dept/it%40sam/index.html

  • For any technology purchases that require legal review, a Cherwell Request must be submitted by 5:00 p.m.             

06/01/18

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

08/01/18

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

08/01/18