Date: May 3, 2013

Time: 2:00 p.m. to 4:00 p.m.

Location: HSS 130

AGENDAWelcome Agnes Wong Nickerson

Year-End Calendar Review

Campus Year End Deadlines All

Campus YE Accounting Deadlines Gloria Tseung

UCorp Year End Deadlines Anthony Victoria

Procurement Stephen Smith

Budget Administration and Operations Franz Lozano

FY13-14 NDI/IDL/UI & Worker’s Comp Rates Richard Chen

Information Technology Phoebe Kwan

Ticketing System

Campus-wide IT Agreement

Standardized Computer Configuration

CFS AR/Billing Training Cora Wong, Gloria Tseung

Travel Policy David Chelliah

CFS / BI Account Access Constance Cavallas

Fiscal Affairs Liaison List (who to call in FA)

Campus Year End Deadlines

DATE ACTION

May 3 Final date to submit requisitions for any order exceeding $20,000.

May 31 Final date to submit requisitions for the procurement of any item.

June 20 Procurement Card/Office Max/Ligature purchases which post on or after June 21 will be charged to FY 2013-14. Charges posted by the cut-off will be charged to FY 2012-13.

June 21 Final date to submit PETTY CASH vouchers to the Bursar’s Office. Any vouchers received after the close of business on June 21st will automatically be charged to FY 2013-14.

Final date to submit requests for travel and hospitality reimbursements. Last day to submit FY 2012-13 payment requests to Accounts Payable.

June 28 The support appropriation’s (NG001) uncommitted balances will be pooled and allocated centrally.

Campus YE Accounting Deadlines

Date Tasks

May 31 Last cycle of telephone and reprographic recharges

June 12 June postage recharge cutoff

June 14 Last day to submit Cash Posting Order (CPO) to CO

June 21 Last day to request for:• ARM Invoice Billing• All Other Recharges• Payment Transfers• Journal Entries Adjustment

UCorp Year End DeadlinesDATE ACTION

May 10 Complete Fixed Asset Disposition form for any assets disposed of during FY 12-13.

May 31 Last day to enter online requisitions in CFS for FY 12-13. Please review all open requisitions and close those requisitions which are no longer valid.

June 14 Last date to request Account Adjustments for transactions posted before May 31, 2013.

June 21 Last date to submit Petty Cash Requests and to submit Petty Cash replenishment for the Current Fiscal Year; no Petty Cash will be distributed after this date.

Last date to submit payment request (i.e., check requests, honoraria, etc.)

Last Check Run of FY 2012-13

June 21 Final date to submit invoices for payments against existing purchase orders to the FY 12 -13. After this date: Submit a list of goods and services received by this date without an invoice. Receiving slips or Contracts submitted will be included for FY 2012-13 accruals - All inactive Purchase Orders for items or services will be closed. All contract PO's will be reviewed for closure on a case by case basis.

June 28 Last day to make UCorp deposits with the Bursar's Office for FY12-13

July 5 Accruals (Revenue or Expense) must be submitted by this date

Purchase Orders Review all outstanding encumbrances to ensure that only valid obligations are

posted to your accounts. Review all prior year open purchase orders and submit request/s to the

Procurement Office to close/finalize orders that are no longer active. Requests for account code changes, adjustments, or questions concerning open

orders must be made before June 14th. Finalization/Change requests must be made using the PO Change/Finalization

request form available at fiscaff.sfsu.edu/online forms.

Requisitions For emergency requests complete Interim Requisition Form available at

fiscaff.sfsu.edu/online forms.

Procurement

Requesters and Approvers – Please proof read your requisition input

Account Codes – 660003 vs. equipment (660843 – IT equipment < $1000)

No zero $ or negative amounts

Do not create a line for shipping/handling or tax (use header comments)

When a discount is offered, use the discounted as the unit price on the PO line

Allow extra time if 204 form/insurance will need to be obtained

Do not submit a requisition with vendor field blank; use “0000006380/Vendor”

Procurement

Toner ≠ Office Supply

Must be recycled/re-manufactured

OEM requires justification

Procurement

Insert ATI requistionsupport form here

http://www.sfsu.edu/access/procurement/documents/508_request_support_form_15000.pdf

Procurement

Budget Administration & Operations

FY 2012-13

Budget & Payroll Year-End Procedures

Budget Transfers: Submit by Friday, June 14th

Labor Cost Distribution adjustments: Submit by Friday, June 14th, adjustments requested after this date will not be processed until Fiscal Year 2013-14

Special circumstances concerning year-end expenditures: Work with Cabinet Budget Coordinators, no later than June 14th, so that arrangements can be made (if necessary) to cover the expenditure

Close all purchase orders no-longer active

Open purchase orders at year-end will roll-forward to the new fiscal year as encumbrances

Encumbrance funding must be used for the purpose for which it was intended, if not, the funds are subject to de-allocation

Year-End Procedures …

Payroll Related

All ETRAC transactions must be entered and approved in HRMS no later than Monday, June 10th

All Payroll related transactions (including late time) for Faculty, Staff, Students, Work-Study, Overtime, Shift-Differential and all Hourly employees must be submitted by Friday, June 14th

Special Consultant and Honorarium related transactions must be submitted by Friday, June 14th

June 2013 payroll for Student Assistants, Work-Study and all other hourly payrolls will becharged to Fiscal Year 2013-14. Accruals will not be made for these payroll expenses

Year-End Procedures …

June 10th – Final day to enter and approve all ETRAC transactions in HRMS

June 14th – Final day to submit

Budget transfers

Labor Cost Distribution adjustments

Budget carry-forward requests (work with Cabinet Budget Coordinators)

Payroll related transactions for Students, Work-Study, Overtime, Shift-Differential and all Hourly employees

Special Consultants and Honorariums payment for Fiscal Year 12-13

If the deadlines are missed, it is assumed the expense/s will post or be processed in Fiscal Year 2013-14

Budget and Payroll Year-End Deadlines

FY13-14 NDI/IDL/UI Rate

for Non-General Funds

Fiscal Year NDI/IDL/UI

13-14 1.01%

Account Range

601000 - 601190

601201- 601201

601300 - 601300

601800 - 601816

601901 - 601908

Source Fund Account Acct Desc. Dept AmountLCD TT100 601300 Support Staff Salary 3333 $23,298.00LCD TT100 601806 Part Time Faculty 3333 $ 7,392.00

$30,690.00IDL/NDI/UI Rate: 1.01%

Prorate TT100 660830 NDI/IDL/UI Premium 3333 $ 309.97

Fiscal Year NDI/IDL/UI

12-13 0.91%

FY13-14 Workers Compensation Rate*

for Non-General Funds

Fiscal Year Workers Comp

13-14 1.26%

Account Range

601000 - 601190

601201- 601300

601302 - 601303

601800 - 601816

601819 - 601819

601825 - 601825

601901 - 601908

Source Fund Account Acct Desc. Dept AmountLCD TT100 601300 Support Staff Salary 3333 $23,298.00LCD TT100 601806 Part Time Faculty 3333 $ 7,392.00

$30,690.00Workers Comp Rate: 1.26%

Prorate TT100 660010 Insurance Premium 3333 $ 386.69

* same as FY 12-13

Campus-wide IT Ticketing System

• Consolidate multiple service/ticketing systems into one

• Improve efficiency and reporting of ticketing system

• Users able to check status of tickets entered

• Tickets automatically route to designated service teams

Campus-wide Software Licenses

• Adobe Design Premium and Master Collection

• Web-based Qualtrics survey (available through SF State Gateway)

• McAfee anti-virus

• Microsoft Windows and Office

Information Technology Updates

tech.sfsu.edu

Information Technology

Standard Workstation Configurations

• Dell Workstation (Optiplex 9010)

• Dell Laptop (Latitude E6430)

• Mac Workstation( iMac)

• Mac Laptop (MacBook Pro)

Employee Discounts for Phone Services

• AT&T

• Sprint

• T-Mobile

• Verizon

CFS AR/Billing CA State Administrative Manual

8776.3 Invoicing - Provides instructions for prompt invoicing for amounts due the State to maximize cash flow and subsequent interest earnings.

8776.6 Non-Employee Accounts Receivable - Provides instructions for prompt invoicing for amounts due the State to maximize cash flow and subsequent interest earnings.

8776.7 Employee Accounts Receivable - Provides instructions for prompt invoicing for amounts due the State to maximize cash flow and subsequent interest earnings.

Implementation Date -> July 1, 2013

Training Tuesday, May 14 Contact Cecilia Hermogeno ext 8-2390

Travel Policy Update

Exception to the Travel Policy Form – for Lodging exceeding the allowable limit of $175.00 for domestic travel

fiscaff.sfsu.edu/services/onlineform/forms/pdf/Authorization_for_Exception_to_the_Travel_Policy.pdf

CFS / BI ACCOUNT ACCESS FOR TERMINATION AND

POSITION/DEPARTMENT CHANGES OR TRANSFERS

CFS / BI ACCOUNT ACCESS FOR TERMINATION AND

POSITION/DEPARTMENT CHANGES OR TRANSFERS

CFS / BI ACCOUNT

ACCESS FOR

POSITION/DEPARTMENT

CHANGES AND

TRANSFERS

Fiscal Affairs Liaison ListName Assigned Department Email

Amanda Gazzo SHS amandag@sfsu.edu

Cathy Liu CEL cathyliu@sfsu.edu

Cecilia Hermogeno Education cmh@sfsu.edu

Deanna Tam LIB dytam@sfsu.edu

Diana Chow Ethnic Studies dma@sfsu.edu

Excel Mercado Housing emercado@sfsu.edu

Jamie Tafoya A&H jtafoya@sfsu.edu

Kathleen Bruno Development kbruno@sfsu.edu

Keith Churchill Student Affairs kchurch@sfsu.edu

Lin Joe Student Affairs ljoe@sfsu.edu

Maritza Rodriguez PP&D mrodrig@sfsu.edu

Mirna Vasquez COSE toto@sfsu.edu

Nancy Trinh HHS Nancy625@sfsu.edu

Philip Titus COB titus@sfsu.edu

Edlyn Cruz-Louie Athletics edlync@sfsu.edu