Transcript Document

Fiscal Affairs Users
Group Meeting
OC TOBE R 2 8 , 2 0 1 4
2 : 0 0 -4: 00 P M
S E V EN HI L L S
AGENDA
Introduction
Welcome
Maureen Pasag, AVP
Accounting
Bon Bitonio, Controller
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GAAP Audit
Packing Slip
Account Description Change
Trust Funds
Accounts Payable
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Travel
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Payments to Foreign Vendors
David Chelliah, Manager
Young Kim, Tax Specialist
Direct Pay Policy
Stephen Smith, Director
Bursar’s / FABS
Corazon Wong, Director
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Ivan Wong, Accountant
Jacqueline Green, Associate Bursar
Claudia Nadalin, Bursar & Cora Wong
Michael Lam, FABS IT Lead/Security Officer
Petty Cash
Item Type Request
eMarket / CheckOut
OBIEE Upgrade
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
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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
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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.
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
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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
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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
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Fell Travel, Inc.
SFSU Travel Team leaders:
Karen Fell ([email protected])
Tom Fell ([email protected])
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
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Contacts
◦ David Chelliah, x82367,
[email protected]
◦ Courtney Cheng, x53693
[email protected]
◦ Edward Wang, x82604
[email protected]
◦ Cindy Tieu-Nguyen, 82629
[email protected]
OCTOBER 2014
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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
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Contact
Tax Specialist
Young Kim, x82325
ADM 356A in Fiscal Affairs Room 358
[email protected]
OCTOBER 2014
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Purchasing
• Direct Pay Policy
Procurement
Reminders
• 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
Procurement
Direct Pay Policy
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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
ITEM_CODE
• Replaces the 5/6 digit CRS
number used in ARM
• Primarily used in Higher One
payment processing
• 12-digit number required to post
charges and payments in Campus
Solutions
• Applicable CRS numbers are used
for non-student payment processing
• Primarily for CS student related
transactions
• Set up requires chart-field strings
for both the debit and credit side
• 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
eMarket
New 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 Checkout
eMarket 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