finance, what’s new?
TRANSCRIPT
A California State University Campus
FINANCE,WHAT’S NEW?
Spring April 23, 2021
A California State University Campus
Welcome Tracey L. Richardson, Associate Vice President, FM
CMS Financial Services Brenda Miller, Director
Controller’s Office Maureen O’Brien, Controller
Student Financial Services Suzie Payne, Director
Procurement Services Nancy Murray, Director
Contracts Tim Vink, Manager
Closing Remarks and Q&A Tracey L. Richardson
Agenda
A California State University Campus
• The Chat has been turned off, your microphones are muted, and the video of the audience is turned off.
• Please feel free to ask questions as we go through the webinar via the Q & A function on your screen, as we will be taking breaks throughout the presentation to respond to your questions.
Webinar Housekeeping Items
A California State University Campus
CMS Financial Services
Brenda MillerDirector
A California State University Campus
CMS Financial Services Team Members
Jennifer ChoiCMS Module Lead
Herbert SutherlandFinancial System Analyst
Greg RaitzAssociate Director
CMS FinancePeopleSoft
Student Financials
Rae Ramos Financial System Analyst
A California State University Campus
CMS Financial Services Team Members
Anna NguyenFinancial System Analyst
Sarina GallonFinancial System Analyst
Angela ReidTraining Specialist
Financial Management Training
Caryn WebbFinancial System Analyst
CMS Finance
A California State University Campus
Methods we offer include:On-Demand Videos
• No registration required• Flexibility
Online/Zoom (ProCard)• Registration Required
In person training• Temporarily on hold
Training Delivery
Our Financial Training and Coordination team offers training on the Financial Management Course Catalog.
A California State University Campus
We have added new courses to better meet needs of our end users.
• CSU Buy• Fraud Awareness
Coming Soon…• How to Purchase and Pay• EEAAP – Equally Effective
Alternate Access PlanContent offered through on-demand videos except
• ProCard Reconciliation
Expanded Training Opportunities
A California State University Campus
• Prerequisites – intended to enhance training experience
• Course Information• Course Description• Methods/Scheduling Information
• Modular format• Course Documents/Resources
Expanded Training Opportunities
Each course offers:
A California State University Campus
Training Registration
Use the “View Calendar” link to register for the class or “Express Interest” if a class is not currently scheduled.
ProCard Daily Reconciliation
A California State University Campus
What does this mean to you?
• Transactions are uploaded daily into CFS PeopleSoft.
• Transactions appear after 1 pm on the day after US bank posts the transaction.
• Encourage use of the “Reconciled” checkbox.
• Feature provides additional options for all users.
Effective with the March cycle end, daily reconciliation became available.
A California State University Campus
Most importantly during the reconciliation period…
• One business day after the invoice date, all transactions for that cycle period will be visible after 1 pm.
• Do not upload supporting documentation before this time to ensure ALL transactions are included.
ProCard Daily Reconciliation
A California State University Campus
One last item…
• Watch out for two statement dates during the reconciliation period.• Invoice Date that most recently
closed will be listed at the top (by default).
• Seeing two statements should trigger you to add the supporting documentation as an attachment.
ProCard Daily Reconciliation
A California State University Campus
4
13
21. Left: Signature Authority2. Middle: Delegation of Authority Search
(CFS Access not required)3. Right: further description and link to
Speedchart Search4. Bottom: Quick Links
• Delegation of Authority form• Chartfield Request form• Find Your ASM link
Note: Link to the DOA search page is available from the CMS Financial Services Page.
Delegation of Authority Search
A California State University Campus
• University Copier Program project• Billing options increased• Currently in Testing Phase• ASMs and Technical Coordinators will be source for information for
Rollout
PaperCut
A California State University Campus
Giancarlo CosavalenteAccounting Manager for the Foundations
• Started on December 1, 2020• Replaces Andrea DuBois• Contact Information:
562-985-8489, [email protected]
Controllers OfficeWelcome
A California State University Campus
Gifts given as part of a University approved award program.Eg., the annual Staff Service Awards.
Gifts given on the occasion of an employee’s retirement.Must be valued at $400 or less.
Promotional gifts (means an item which contains logo/reference to CSULB) of low dollar value.
Controllers OfficeAllowable Gifts to
Employees, Student Employees and Students
A California State University Campus
• Considered equivalent to cash• Usually used in connection with research projects• Maximum gift card value is $25.00• Allowed only as incentives for activities with a clear business purpose• Require disbursement within 6 months of purchase, preferably sooner• Require a high degree of documentation• Require a lot of accounting follow-up• Require physical inventory at year-end• If provided to an employee, the employee will be taxed• Should never be used as a “gift”
Controllers OfficeGift Cards
A California State University Campus
Controllers OfficeHigher Education Emergency Relief Fund (HEERF)
$116,782,186Coronavirus Aid, Relief, and Economic Security
CARESMarch 2020
Coronavirus Response anRelief Supplemental Appropriations Act
CRRSAA December 2020
d
American Rescue Plan ARP
March 2021
A California State University Campus
• Guidance• Documentation for journal entries• Documentation for P-card charges• Quarterly and annual reporting to Department of Education• Annual audit• HEERF quarterly reports are found on the Reuniting the Beach webpage under Financial
Aid. https://www.csulb.edu/onebeach/reuniting-the-beach/federal-aid
Controllers OfficeHigher Education Emergency Relief Fund (HEERF)
Accounting For HEERF Funds
A California State University Campus
Controllers OfficeFinancial Management Calendar
A California State University Campus
Controllers OfficeFinancial Management Calendar
A California State University Campus
Student Financial Services Updates
Telephone Queuing for SFS, FA and ES
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Student Financial Services Updates
Payment Due Dates
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Student Financial Services Updates
CARES/HEERF Act
A California State University Campus
New Accessible Technology page
What is the Accessible Technology Initiative (ATI)?
Why is an Accessible Technology review important?
What requires an E&IT Checklist and what doesn’t?
Equipment list examples are provided.
Procurement Website Updates
A California State University Campus
New CSULB Supplier page
How to do business with CSULB.
Where to find active Requests for Proposals (RFP).
Opportunities for small business bids.
Links to bidding platforms.
Methods for Outreach• FI$CAL: Suppliers may
register for access to Fi$cal through the CaleProcure homepage.
• CSUBuy: Interested Suppliers may for CSU & CSULB bids the Public Bid Portal of the California State University (CSU).
Procurement Website Updates
A California State University Campus
• What’s new with all Independent Contractor hires?
• Starts with a Pre-Hire Determination Form (A DocuSign form).
• The Pre-Hire Determination form routes to Human Resources.
• IC determination is made by HR and routed back to the department.
Independent Contractor Hires
A California State University Campus
• Two ways to hire: • Under $5,000 Simple Service Offer Letter• Must qualify for Simple Service see “How to Purchase to Pay” for more details
• Include Pre-Hire Determination form approved by HR• No Requisition.• Direct Pay form.
• Over $5,000 Purchase Requisition• Include approved Pre-Hire Determination form by HR
Independent Contractor Hires
A California State University Campus
Procurement Updates
A California State University Campus
Tim Vink, Contract Manager
Replaces Andrew CalderonStarted in October 2020
Contact Information562-985-4558
Contracts OfficeWelcome
A California State University Campus
New Contract Services Webpage
A California State University Campus
• Agreement types are listed
• Links to important forms are conspicuous and easy to access
• Stay tuned for continuing improvements
New Contract Services Webpage
A California State University Campus
Updated Non-Purchase Agreement Review Request FormRequired for all non-purchase related review requests
that are not affiliation agreements, including:
• Donation of Goods/Services• Non-Disclosure Agreement• Software Purchases • Loan Agreements of Equipment or Other • All Other Agreement/Transaction Types
• Revenue Sharing • Sponsorship • Other Revenue Generation • MOU (between CSU entities)• Facility/Land Use
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A California State University Campus
CSU Contract Module Implementationxxx
01-100-1000 Facility NameFacility Name
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