finance, what’s new?

A California State University Campus

FINANCE,WHAT’S NEW?

Spring April 23, 2021


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


• 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


CMS Financial Services

Brenda MillerDirector


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


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


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.


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


• Prerequisites – intended to enhance training experience

• Course Information• Course Description• Methods/Scheduling Information

• Modular format• Course Documents/Resources

Expanded Training Opportunities

Each course offers:


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


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.


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.



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.



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

https://csulb.sharepoint.com/sites/Financial-Management/cms-financial-services/Community/SitePages/Signature-Levels-and-Delegation-of-Authority-(DOA)-Search.aspx


• University Copier Program project• Billing options increased• Currently in Testing Phase• ASMs and Technical Coordinators will be source for information for

Rollout

PaperCut


Giancarlo CosavalenteAccounting Manager for the Foundations

• Started on December 1, 2020• Replaces Andrea DuBois• Contact Information:

562-985-8489, [email protected]

Controllers OfficeWelcome


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


• 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


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


• 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

https://www.csulb.edu/onebeach/reuniting-the-beach/federal-aid


Controllers OfficeFinancial Management Calendar


Student Financial Services Updates

Telephone Queuing for SFS, FA and ES



Payment Due Dates



CARES/HEERF Act


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


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

https://caleprocure.ca.gov/pages/BS3/login.aspx

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=CalState


• 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


• 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


Procurement Updates


Tim Vink, Contract Manager

Replaces Andrew CalderonStarted in October 2020

Contact Information562-985-4558

[email protected]

Contracts OfficeWelcome


New Contract Services Webpage


• Agreement types are listed

• Links to important forms are conspicuous and easy to access

• Stay tuned for continuing improvements

New Contract Services Webpage


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


CSU Contract Module Implementationxxx

01-100-1000 Facility NameFacility Name


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