Fiscal Affairs Users Group Meeting

OCTOBER 28, 2014

2:00-4:00 PM

SEVEN HILLS

AGENDAIntroduction

Welcome Maureen Pasag, AVP

Accounting Bon Bitonio, Controller• GAAP Audit • Packing Slip• Account Description Change• Trust Funds

Accounts Payable David Chelliah, Manager• Travel• Payments to Foreign Vendors Young Kim, Tax Specialist

Direct Pay Policy Stephen Smith, Director

Bursar’s / FABS Corazon Wong, Director• Petty Cash Ivan Wong, Accountant• Item Type Request Jacqueline Green, Associate Bursar• eMarket / CheckOut Claudia Nadalin, Bursar & Cora Wong• OBIEE Upgrade Michael Lam, FABS IT Lead/Security Officer

Audit • Bank Account Ryan Mendoza, Internal Auditor

Accounting • GAAP Audit • Packing Slip• Account Description Change• Trust Funds

Receipt Certification

Packing Slip Requirement(May – September 30, 2014)

GAAP Audit – Compliance

◦ Thank – You!◦ KPMG had no issue - expense samples◦ Re-visit next audit cycle.◦ Comments◦ Campus Audited Financial Statements

Account Usage changes Account 660009 Professional Development

◦ Definition: Used to record fees paid for staff training, workshops, conferences and seminars. This account is used only for registration fees associated with these events and not for related travel expenses. Accounts 606001/606002 should be used for travel costs (air fare, lodging, etc.) if such costs are identifiable and quantifiable. Effective Oct. 1, 2014

◦ Previous account description: Staff Training

Account 660090 Other expense◦ It can be used to record reimbursement of travel costs incurred by official

guests, such as a newly hired executive visiting a CSU campus for business purposes prior to his or her official starting date, or a student defined as an official guest by CSU policy.

Account Usage Account 660003 Supplies and service

◦ Expenses are generally for smaller values and for a single, short-term purpose.

Account 613001 – Contractual services◦ To record expenditures made pursuant to a formal contract

executed between the CSU and the provider of services (including police services provided by an external party). The contracts often are for significant amounts and for services related to a major project and/or for ongoing services extending over multiple months.

New Trust and Special Project (TSP) Funds Review

On-going review of existing TSP funds by colleges/division

◦ Review criteria◦ No activity since July 1, 2013◦ June 30, 2014 balance less than $1,000◦ June 30, 2014 deficit balance.◦ All others

Form can be found at:http://fiscaff.sfsu.edu/sites/sites7.sfsu.edu.fiscalaffairs/files/forms/pdf/trust_and_special_project_agreement_0.pdf

Accounts Payable

• Travel• Payments to Foreign Vendors

Travel Policy Revision

THE REVISED POLICY AND PROCEDURES ARE EFFECTIVE DECEMBER 1, 2014.

October 2014 11

Procedural Changes Revises the recovery procedures for cash advances and pre-paid expenses. (III-Page 9)

Adds personal credit cards as a recognized form of payment for rental car contracts. (IV-Page 14)

Allowable mileage expenses for private vehicles. (IV-Page 15 and 16)

Postdoctoral Fellows must be “employed by the university” in order to be reimbursed for travel expenses. (VII-Page 22)

October 2014 12

Changes in Travel Agency

Connexxus is ending by this Fiscal Year, 6/30/15

Fell Travel is coming on board◦ You can make travel arrangement as of 11/01/14◦ https://www.felltravel.com/forms/sfsu/◦ The link will be available on SFSU Travel Home Page

October 2014 13

Fell Travel, Inc.Contact Information

1405 Huntington Ave, Suite 200

South San Francisco, CA 94080

www.felltravel.com

(650) 827-7300

(800) 321-3355

Office Hours

8:00am-5:00pm, Monday-Friday

After Hours Emergency contact: (800) 213-6604

October 2014 14

Fell Travel, Inc.SFSU Travel Team leaders:

Karen Fell (karen@felltravel.com)

Tom Fell (tom@felltravel.com)

There will be a $20.00 fee for reservations made via the SFSU reservation form, phone or email.

Fell Travel will not charge a fee for reservations involving only car or hotel.

Concur online booking system will be available to SFSU and coming soon.

October 2014 15

Contacts◦ David Chelliah, x82367,

chelliah@sfsu.edu

◦ Courtney Cheng, x53693

clcheng@sfsu.edu

◦ Edward Wang, x82604 eww@sfsu.edu

◦ Cindy Tieu-Nguyen, 82629 cindyng@sfsu.edu

October 2014 16

Vendor Payment U.S. PAYEE

◦ Collect Form W-9 or its equivalent (Vendor 204 for SFSU vendor)

NON-U.S. PAYEE ◦ INDIVIDUAL - with own sole proprietorship or having his/her disregarded entity

(single member LLC, or unincorporated branch office) - Form W-8BEN is needed http://www.irs.gov/pub/irs-pdf/fw8ben.pdf

◦ FOREIGN BUSINESS ENTITY other than INDIVIDUAL Form W-8BEN-E is needed

http://www.irs.gov/pub/irs-pdf/fw8bene.pdf

October 2014 17

Contact

Tax Specialist

Young Kim, x82325ADM 356A in Fiscal Affairs Room 358yskim@sfsu.edu

Purchasing

• Direct Pay Policy

ProcurementReminders

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

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

• Please pay attention to account codes. Use the reference guide on the Fiscal Affairs web page. Call for assistance.

• 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• Only use “EA” or “LOT” for the UOM

ProcurementDirect Pay Policy

• Reviewed/Approved by President’s Cabinet October 2014• May be used for authorized transactions up to $2500 without prior

approval.• May not be used for the listed Prohibited Transactions or

transactions over $2500 without prior approval.• Prior approval must be in the form of an e-mail from the

Procurement Dept. attached to the Direct Pay Request form when submitted to Accounts Payable.

• There will be NO after the fact approvals.• Exceptions that have not be pre-approved will be rejected by

Accounts Payable.• Exceptions require approval of the appropriate Vice President and

the Vice President of Administration and Finance.• The party initiating the Direct Payment is responsible to obtain all

necessary approvals.

Bursars/FABS • Petty Cash• Item Type Request• eMarket / CheckOut• OBIEE Upgrade

Petty Cash Guidelines

1. Petty cash purchases are subject to the same general regulations as purchases made from the campus General, Housing, Parking, Lottery and Extended Ed Funds.

2. The amount of a purchase cannot exceed $100.00, exclusive of tax. Several receipts (each for $100.00 or less) can be included on the same form. Total per request form cannot exceed $200.00.

4. Petty cash reimbursement charged against a trust fund must be certified by Trust fund Accounting for availability of funds.

5. Original receipt must be attached. If the vendor name is not printed on the receipt, the vendor or person providing the service or supply must sign the receipt. Electronic receipts require the signatures of both the requestor and the authorized approver.

6. Written justification for the purchase must be included on the request especially purchases on food, flowers, special event supplies like balloons, etc.

Petty Cash Guidelines 7. All requests must be submitted promptly. Receipts dated more than three months (90 days) old will not be processed for reimbursement. Exemption to this requires the signature of the appropriate executive as listed below:

◦ Dept 2000-2999: President’s Office ADM 562◦ Dept 3000-3999: Sue Rosser, University Provost-Academic Affairs, ADM 455◦ Dept 4000-4999: Luoluo Hong, VP/Student Affairs/Enrollment Management, SSB 403◦ Dept 5000-5999: Robert J. Nava, VP University Advancement, ADM 151◦ Dept 6000-6999: Ron Cortez, VP/CFO Admin & Finance, ADM 354

8. All requests must be submitted before the close of the fiscal year in which the purchase was made. There are no exceptions to this regulation

Petty Cash Guidelines

Important Reminders:

• Hospitality - requests must be pre-approved by the Accounts Payable department

• Less than 24-Hour Travel – parking* or bart/muni receipts (NO mileage or gas petty cash reimbursements) • For those driving personal vehicles, you must have current Defensive Driving

Training Certification. For details, see AP Travel Policies.

• Delegation of Authority• Approvers of the Petty Cash request must have a current completed, signed

delegation of Authority on file with the Accounts Payable

• Petty Cash Reimbursement Hours • Window A – 8:30 am to 2 pm• SSB Satellite Office – 9:00 am to 2 pm

Item_Type Request• Must complete ITEM_TYPE Request form

• Requesting department is responsible for getting appropriate signature and chart field information for both the debit and credit side of a transaction from the Accounting Office. The Accountant must sign the form to confirm and validate the accuracy of the CF information.

• ITEM_TYPE set up generally is completed within a week. However, depending on the volume of requests received, it may take longer. We’ll properly notify you in writing.

• Availability of new ITEM_TYPE set up requires over night security update.

Item_Type vs CashNet Item_Code

ITEM_TYPE

• Replaces the 5/6 digit CRS number used in ARM

• 12-digit number required to post charges and payments in Campus Solutions

• Primarily for CS student related transactions

• Set up requires chart-field strings for both the debit and credit side

ITEM_CODE

• Primarily used in Higher One payment processing

• Applicable CRS numbers are used for non-student payment processing• Transactions are directly uploaded in

CFS Finance • Usually departmental deposit

processing and 3rd Party invoice payments

• Is the same as ITEM_TYPE for student charges needed to be posted in Campus Solutions

eMarketNew application for campus community to manage simple events and registration, service and product ordering. Utilize this product to centralize and control information for deposits, reconciliation and reporting.

Departments can: Create, manage and operate a storefront with your own URL Provide a simple shopping environment with photos, descriptions

and one-click payment at checkout. Offer payment tender types using credit card and e-check Allow 24/7 convenient access for both students and non-students

to register and pay for services or products. Mobile friendly website Availability of reporting tools for assessment and analysis of the

program

eMarket and CheckouteMarket offers two components which can be used independently or together:

eMarket Templates - With an easy-to-use template, rapidly create web storefronts for departments to accept credit card and ACH/EFT payments.

Checkout - Use this feature to add a shopping cart/payment page to an existing storefront, e.g. Event Management System (EMS), RegOnline, etc..• Control and management of deposits which are made directly to the

campus bank account• Automated feed file to CFS Finance system• Efficient reconciliation and revenue reporting• Maintenance of department-related registration, events, donations, etc. can

be uniformly set up and managed by the end-user

Submit Training requests to the Bursar’s Office c/o Claudia Nadalin, cnadalin@

OBIEE Upgrade – CFS Finance Reporting

Database Upgrade from Oracle 10g to 11g

Installation of OBIEE 11g v 11.1.1.7 for High-Availability

Interactive Dashboards Provides a wider range of animated charting options OLAP(online analytical processing) – style interactions and innovative search Enables users to embed up-to-the-minute corporate data in Microsoft

PowerPoint, Word, and Excel documents

Conversion of all existing reports to new layout

Training will be scheduled early next year

Audit • Bank Account