A California State University Campus

FINANCE,WHAT’S NEW?

Fall 2020

A California State University Campus

Opening Remarks Tracey L. Richardson, Associate Vice President, FM

Welcome and Housekeeping Malia Freund, Assistant Vice President, FM

Financial Management Project Updates Kristina Randig, Business Manager

Common Management Services (CMS) Updates Brenda Miller, Director, CMS Financial Services

Financial Management Information Services (FMIS) Scott Vandygrift, FMIS Director

Controller’s Office Updates Erika Reynoso, Accountant

Sean Lee, Accounting Manager

Student Financial Services Suzie Payne, Interim Director Student Financial Svcs. Procurement Services and Staff Introductions Nancy Murray, Procurement DirectorClosing Remarks and Q&A Tracey L. Richardson

Agenda

A California State University Campus

Welcome!

Scott VandygriftDirector, FMIS

Brenda MillerDirector, CMS Finance

Nancy MurrayDirector of Procurement

Felissa WaynickRisk Manager

(Vacant)Contract Manager

Malia FreundAsst. VP of FM & ASM

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

Executive Order 1000 – Delegation of Fiscal Authority and Responsibility (EO1000)Integrated CSU Administrative Manual - ICSUAM 3552.01 – Cost Allocation / Reimbursement Plans for the CSU Operating Fund

Financial Management

EO1000 General Operating Fund, Housing, Parking, etc.

Policy for Reimbursements to the General Operating Fund or Cost Recovery

ICSUAM 3552.01

CSULB EO-1000 and Cost Allocation Plan

A California State University Campus

Financial Management

Create a transparent, understandable process for recovering costs incurred by the operating fund, while ensuring that CSULB is incompliance with EO1000 and ICSUAM 3552.01.

A big THANK YOU to everyone who participated in this process!

A California State University Campus

Financial Management

A California State University Campus

Financial ManagementMulti-Year (3 year) Business Plans for

Self-Support and Auxiliary Organizations

Research Foundation49er Foundation

HousingParking

CPIEHealth Center

Copier ProgramPrint Shop

49er ShopsASI/USU

A California State University Campus

CMS UpdatesOur CMS Financial Services support team has reorganized and services now include

Brenda MillerCMS Financial Services DirectorState & Research Foundation

Information Tech ConsultantPeopleSoft Student Financials

Jennifer Choi

Administrative Analyst SpecialistFinancial Training & Coordination

Angela Reid

Associate Director, ISTPeopleSoft Finance & Data Warehouse

Research FoundationGreg Raitz

Analyst/ProgrammerPeopleSoft Student Financials

Rae Ramos (.5)Herbert Sutherland

Info Tech ConsultantPeopleSoft Finance & Data Warehouse

Sarina GallonAnna Nguyen

Rae Ramos (.5)Caryn Webb

A California State University Campus

• Available using our online Financial Management course catalog• Course Documents• On-Demand Videos• Pre-requisites• Resources

CMS UpdatesOur Financial Training and Coordination team is offering online videos to meet training on-demand needs.

Chartfields Speedcharts& Approvals

Requisition Entry

A California State University Campus

What does this mean to you?

• PeopleSoft will be unavailable between Friday 11/13/20 - Monday 11/16/20

• Functionality the same but has new look and feel for the following items• Branding in upper left• Icon changes (navigation, menu)• Save icon and notification• Grid Enhancements & Modal

Windows• Downloading to Excel

CMS UpdatesCFS PeopleSoft Finance will be having an upgrade in November to MP4.

A California State University Campus

• Added feature: ProCardreconciliation checkbox• Reconciled check

box has been added to the ProCard line

• This will allow end users to keep track of lines that have been reviewed and reconciled during the cycle period.

CMS Updates

A California State University Campus

How can I prepare?

• We will notify you of the outage as it gets closer to the timeframe OR refer to the CFS Status on our CMS Financial Services on our homepage.

• We will provide on-demand training videos and documentation on the Financial Management Course Catalog and the Procurement Credit Card Overview page (for the reconciliation checkbox).

• Contact us using fishelpdesk@csulb.edu.

CMS UpdatesPreparing for the CFS PeopleSoft Finance to MP4.

A California State University Campus

FMIS Updates

A California State University Campus

FMIS

• Part of Office 365 offerings• Automatic appointment system• Accessible on any platform• Customizable• Multiple user notifications

A California State University Campus

• University Print Shop has a New Online Interface

• New Online Ordering System• Streamlined Interface• Easier to find what you need• Larger selection of services• Submittal of digital files

• Coming Soon to our CSULB Campus

FMIS

A California State University Campus

• The rules for gift cards are located on the FM Purchasing Website

• The university allows departments to use gift cards as incentives for valid university approved activities.

• Gift cards may be issued to employees; however, the employee will be taxed.

• Gift cards should be disbursed as soon as possible after purchase, not to exceed 6 months.

Controllers OfficeIncentive gift cards overview

A California State University Campus

• The face value of each card purchased is not to exceed $25.00. Each recipient may not be given more than $25.00, unless otherwise specified by grant award or approved as an exception.

• A Gift Card Disbursement Log (xlsx) or equivalent must be completed. • The accounts used are as follows:

Controllers Office

Account Account Name When to Use

107803 Gift Card Advances For gift cards that have not yet been distributed.

660840 Gift Card Expense For when the gift card is distributed.

622801 SP-Research Subject Incentive Expense Used for GXXXX funds only in Bus. Unit – LBFDN.

Incentive gift cards overview

A California State University Campus

• Research incentives• Incentive for completing a survey• Incentive for attending a training• Faculty meeting incentive• Student incentive for participation

in a program• Student incentive for achieving a

certain score on an exam

A l l o w a b l e u s e s

• Staff lunch• Gift• Hospitality

P r o h i b i t e d u s e s

What can a gift card be used for?

A California State University Campus

• E-cards are allowable - same rules apply for proof of disbursement.• In case you purchase more gift cards that can be disbursed in the maximum 6

months time frame, we recommend you purchase gift cards from vendors that sell items that can be used by the department. For example Amazon, Target, or the 49ER Shops Bookstore, etc.

Controllers OfficeGift cards in the Time of Pandemic

A California State University Campus

• General Information• Petty cash is disbursed at the Cashiers Office at Brotman Hall (BH148)• Reviewed 100% by the Controller’s Office

• What’s new• Petty cash form – Justification or Purpose• DOA Level 4 and above is required to approve petty cash request• No additional form such as the hospitality form is required• No gift card purchases are allowed• Total value of reimbursement cannot be more than $100 total

Controllers OfficePetty Cash

A California State University Campus

• Receipts and Supporting Documents• Travel mileage reimbursements need maps –

• shorter of home to destination vs CSULB to destination • Gas is not reimbursed through petty cash, only mileage• Itemized receipt required – credit card receipt alone is not sufficient• Shipping address – preferable to use campus address • Timely submission is important

Controllers OfficePetty Cash

A California State University Campus

Staffing UpdatesPayment Plan Changes

COVID-19, Cashiering & Student ContactCARES Act

Parking RefundsAppointment System

Vet Accounts Receivable

Student Financial Services Updates

A California State University Campus

Procurement Updates

A California State University Campus

Introductions• Director of Procurement Services • Procurement Staff

ProCard Statements• Together with 413 Cardholders we achieved a 98% success in paperless

submittal of ProCard statements in the first month.

A Big Thank You!

Procurement UpdatesCathy Bishop

Terri ReillyPaula Serrano

Annie BoydGreg WilliamsKimberly MowlMarcella Alvear

Patti Pantoja

A California State University Campus

ProCard Guideline Updates• Program name change from Pcard to ProCard to match PS module name. • Automated System for Infraction Notification based on the ProCard audit.• Infraction Categories

• Personal Purchase mistake: 1 infraction with account closed upon 2nd.• Late Statement submittal: Account will be placed on hold until the first day of

the next month. • All Other Infractions will remain the same with 2 infraction notices and

account is closed upon 3rd infraction. • ProCardholders changing departments returns ProCard to Procurement.• Shipping while working remote: Direct the requestor to their appropriate

administrator for approval. Attach approval email to ProCard statement.

Procurement Updates

A California State University Campus

Procurement Updates

A California State University Campus

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