OCTOBER 22, 2018 11:00am CLSA 100A

Various Updates: Financial Services Financial Accounting & Reporting Accounts Payable Procurement & Contract Services University Budget Student Financial Services Questions & Future Topics Last 10 Minutes – staff available for questions

Coming Soon…. New and Improved Websites VPBF Division Annual Report New Procedure – Login monitoring CFS (Peoplesoft – Finance) Similar to HR process but will be every 6 months not 3 months

FINANCIAL ACCOUNTING & REPORTING FAR’s goal is to close each month in 6 business days so that info is available to departments by 7th business day. Please note this is a goal– please wait for monthly email notification that month has closed. Estimated timeline for monthly CFS close: Month/Accounting Period Estimated Availability in Insight October Accounting Period =4 11/9/2018 November Accounting Period =5 12/11/2018 December Accounting Period =6 1/11/2019 – 1/14/2019 January Accounting Period =7 2/11/2019 February Accounting Period =8 3/11/2019 March Accounting Period =9 4/10/2019 – 4/12/2019 April Accounting Period =10 5/9/2019 May Accounting Period =11 6/10/2019 June Accounting Period =12 7/12/2019 – 7/15/2019

FINANCIAL ACCOUNTING & REPORTING Monthly deadlines for departments to request corrections to CFS Transactions Date of transaction that needs to be corrected Date the Correction request is due to far@csuchico.edu Fiscal month that the correction will be posted by FAR in CFS 7/1/2018 – 9/30/2018 11/30/2018 November 10/1/2018 - 10/31/2018 1/2/2019 December 11/1/2018 - 11/30/2018 1/31/2019 January 12/1/2018 – 12/31/2018 2/28/2019 February 1/1/2019 – 1/31/2019 3/31/2019 March 2/1/2019 – 2/28/2019 4/30/2019 April 3/1/2019 – 3/31/2019 5/31/2019 May 4/1/2019 – 4/30/2019 5/1/2019 – 5/31/2019 6/21/2019 June 6/1/2019 - 6/30/2019 If a transaction is needing correction please contact far@csuchico.edu as soon as possible. Depending on the date FAR is contacted, the type of correction needed and the dollar amount FAR will determine if the correction can be posted in June or if a July adjustment is needed.

FINANCIAL ACCOUNTING & REPORTING Frequently asked question #1 How do I bill a third party for cost recovery of other revenue that my department is owed? All billing/invoicing on behalf of the University must be processed by FAR. Campus departments do not have the authority to invoice on behalf of the University. Please contact FAR@csuchico.edu to initiate the creation of a bill for cost recovery or other revenue for the University.

FINANCIAL ACCOUNTING & REPORTING Frequently asked question #2 How do I request a transaction be moved or corrected? Please send your request to FAR@csuchico.edu. Provide 1) a screenshot of the Insight Transacton report showing the chartfields where the transaction is posted currently and 2) provide the complete chartfield string of where it should be moved. Be sure to include 3) a brief description of why the correction is needed.

FINANCIAL ACCOUNTING & REPORTING Frequently asked question #3 Who do I contact in Financial Accounting and Reporting for….? To ensure your question/request is addressed timely, please email FAR@csuchico.edu. This email is monitored throughout each workday  by multiple staff members in Financial Accounting & Reporting (FAR). This is the best way to contact our department with questions.  Please note that questions on particular subjects—such as billing for outside revenue, PEWAF transactions and CPOs (just to name a few)  will be addressed by the individuals most knowledgeable of those transactions in FAR.

FINANCIAL ACCOUNTING & REPORTING Frequently asked question #4 Where can I find powerpoint slides from prior Financial Forums? Answer: Currently these are available at the following URL: http://www.csuchico.edu/fin/Financial-Services-Forum.shtml

Employee Reimbursement Check Distribution All checks from AP office will be available for pickup at Cashier’s Office (SSC 230) Employees may sign up for direct deposit Late Travel Expense Report Submissions If travel request was approved then expense report should not be tardy due to funding (funds are already obligated to employee). Concur online travel and expense project update ICSUAM safeguarding of payments, loss of checks, reissue, CFS enhancement for notifications, someone to sign for receipt, etc.

Procure to Pay Teams Contact your Procurement/Payment Specialist Forecasts needed! Employee Reimbursements Updated procedure guide and form Implementation date – November 1, 2018

Staffing Updates Budget Training Position Management Fred Woodmansee (Budget Manager) Darleen Sowers (Budget Analyst) Jessica Anderson (Position Management Specialist) Josh James (Sr. Budget Analyst) Rebecca Joyner (Account Tech II) Budget Training Individual Assistance Available Budget Projection Tool Budget 101 – TBD Position Management Inactive Positions SLF Positions For position related requests and questions, please contact FINLCD@csuchico.edu Any additional questions, please contact us at budgetcfs@csuchico.edu or call x5931 for assistance.

Student financial services E-Markets VPBF purchased for University-wide use (Stateside) Examples – Housing Brunch, Etiquette Dinner, etc. Student Clubs SFIN has been managing financial transactions since Fall 2017. Was previously managed by the Associated Students

Feedback on communications/forums Future topics? Any questions? We welcome feedback! Email fincfs@csuchico.edu or call 898-5103 Next Scheduled Meeting: TBD

to attend the Financial Services Forum! Stacie Corona AVP, Financial Services scorona@csuchico.edu (530)898-5931 Jeni Kitchell Interim CFO/AVP Business & Finance jkitchell@csuchico.edu (530)898-6231 Michelle Korte Director, Financial Accounting & Reporting mkorte@csuchico.edu (530)898-5207 Sara Rumiano Director, Procurement & Contract Services/Real Estate srumiano@csuchico.edu (530)898-5270 Anna Magaña Director, Student Financial Services amagana5@csuchico.edu (530)898-5936 Melissa L. Taylor Accounts Payable & Accounting Applications Manager mltaylor@csuchico.edu (530)898-5851 Thank you for taking the time to attend the Financial Services Forum! http://www.csuchico.edu/fin/Financial-Services-Forum.shtml