April 30,

2  Fiscal Schedule  Procurement & Contract Services  Accounts Payable  Student Financial Services  Financial Accounting & Reporting  Training Topics  Topics/Issue/Questions/Concerns  Next Scheduled Meeting: TBD

3  Fiscal Schedule  Posted at  Updates will be shared via

4  Review of prior year and current year open purchase orders  Renewal spreadsheet  Miscellaneous reminders  ITPR (Information Technology Procurement Review)  PO Attachments (hospitality form, invoice, quotes, receipts, etc.)

5  Travel  Submit documents as soon as possible  Travel Accrual Process – Google Doc  Must to access file  Contact involved depts./preparers – June 11 th  Dept. deadline to review Google Doc – June 24 th  Procurement Card  Billing period cut-off June 23 rd, will not have paper statements on hand before we close the fiscal year  Contact involved depts. – June 24th  Dept. deadline to reply to with chartfield(s) – June 25 th  If no response is received the default chartfield on file for P-Card will be used  Send approved paper statement in campus mail once received  Miscellaneous

6  Cash receipts cut-off – June 30 Noon  Timely deposits Receipting Instructions Document located at

7 Please review your transactions timely Transaction DatePlease request corrections by 7/1/14-3/31/15Mid-May 4/1/15-4/30/155/31/15 5/1/15-5/31/15Mid-June 6/1/15-6/30/15As soon as possible

8  Invoicing & Receivables  University required to record all receivables  Invoicing third parties (including Associated Students, Research Foundation and University Foundation) to collect revenue is a centralized function. Campus departments are not authorized to create invoices, even though many desktop applications have that capability.  Please contact Denise Gavello ext if you have any questions about invoicing.

9  Obligations  Unpaid commitments  Reclassified from encumbrance to actuals expense in 14/15  Please do not hold invoices  Prepaids  Paid in 14/15  Some or all of the service/goods not yet received  Portion relating to future year is reclassified from actuals expense to an encumbrance in 14/15; i.e. STILL reduces BBA (Budget Balance Available) in 14/15  In 15/16 you will receive the Budget rollover for the future portion and also see the actual expense; This has a net zero effect on BBA in 15/16.  See prior presentations on above topics at link below, under Accounting 101

10  Past Trainings:  Feb 2015 – Budget 101  Mar 2015 – Insight Reports & Extracting Data  Apr 2015 – Life Cycle of a PO  Upcoming Trainings:  Aug 5, 2015 – Life Cycle of a PO (repeat)  Aug 10, 2015 – Travel  Coordinated by HR through workshop series  to enroll in

11  Any questions?  Future topics?  Collaborative ITPR Training for Campus  We welcome feedback!

12  Accounts Payable   Procurement & Contract Services   Financial Services (CMS)   Financial Accounting & Reporting (FAR)  If you have questions regarding account selection, contact any of the following:  Mary Gaffney –  Josh James –  Mai Vang –  If you have questions regarding accounts receivable, invoicing, auxiliary CAFs, etc. contact:  Denise Gavello –  If you have questions regarding CPOs, SCO accounting, etc. contact:  Laura Frisbee –

Next Scheduled Meeting: TBD Michelle Korte Director, Financial Accounting & Reporting (530) Melissa L. Taylor Accounts Payable & Accounting Applications Manager (530) Jeni Kitchell Director, University Budget Office (530) Stacie Corona AVP, Financial Services & University Budget (530) Anna Magaña Director, Student Financial Services (530) Sara Rumiano Director, Procurement & Contract Services (530)