1. Student Success Fee Payables Process
Student Workshop
Presented By: Accounts Payable Department

2. Agenda Permitted Expenditures Expenditures NOT Permitted
Payment Options
Payment to Individuals

3. SSF ARP Permitted Expenditures
Supplies and Services
Communication and Printing
Travel
- Food and Lodging
- Mileage
-Use of Private Vehicles
-Other Forms of Travel
Guest/Special Lectures
- Domestic Guest/Special Lecturer
- Foreign Guest/Special Lecturer
- CSU Guest/Special Lecturer

4. Supplies and Services
Supplies are defined as consumable office and/or project materials
Services are defined as charges for such items as machine maintenance, equipment rental, or contracts for specialized services such as music arranging or design services.

5. Communication and Printing
Communication and Printing consists of:
Telephone
Postage
Copying
Printing costs

6. Travel
Travel is defined as transportation, lodging, registration, meals etc. when traveling for the University.
Meals and Lodging: Meals and lodging expenses are covered by the $110 per diem allowance per student, per 24 hour period
-$30/day maximum for meals
-$80/day maximum for lodging
Meal receipts are not required to be submitted to Accounts Payable, but if submitted it must include a detailed list of items purchased.
All lodging receipts are required with a lists of all
occupants who stayed in the room.

7. Travel Continued…
Mileage: Vehicle mileage reimbursement is not to exceed the cost of a reasonable round trip fare. Mileage reimbursement will be based on the most current IRS rate.
- Currently for 2018 the IRS rate is 54.5 cents per mile
Use of Private Vehicles: The University assumes no responsibility for individuals operating private vehicles. Insurance costs to the individual are considered to be part of the mileage reimbursement. The State of California form, Authorization to Use Privately Owned Vehicles on State Business (Std. 261) must be signed by each driver before transporting passengers in a privately owned vehicle on an SSF ARP activity. This form certifies that the driver
- Holds a valid California driver’s license
- Is covered by liability insurance
- Will observe safety standards.

8. Guest Lecturers
Guest/Special Lecturers are defined as those given by non-campus speakers that speak at SSF events.
Guest/Special Lecturers are defined as either domestic or foreign based upon their residency status or CSU if coming from another CSU campus.
Payments to Non-individuals (entities) for guest/lecturer services can also be made using SSF ARP funds.

9. Expenditures NOT Permitted
Food
Entertainment (i.e. refreshments, gifts, awards, incentives, hospitality table, etc.)
Department recruitment costs when a candidate is asked to give a lecture
Direct costs to the educational program that should be paid by instructional funds
Expenses directly related to offering a course
Equipment
-Equipment is defined as non-consumable. Purchase of equipment that is integrally related to the Academic Related Program may be considered in exceptional cases and must be included in the approved budget for the SSF ARP
-All equipment purchased with SSF ARP funds is University property and must be accounted for according to the University asset management policy
Per diem costs for Program Advisor travel
Grant in Aid of any kind (i.e. scholarships, grants, study abroad or stipends

10. Payment Options/Methods
Purchase Orders
Direct Payments to Vendors for Goods
Reimbursement to Individual for Goods
Advance to Individual for Goods
Guest Lecturers (Domestic, Foreign & CSU)
Pre-Travel (Forms required & Advances)
Post-Travel (Forms required & Reimbursement)

11. Purchase Orders When a Purchase Order is Required
All services, with the exception of guest/special lecturer services
Goods over $4,999.99
Any item with a hard drive
How to get a Purchase Order Paid
Department creates a PO through the requisition process
Supplier submits invoice referencing the PO to Accounts Payable
Payment is made directly to the supplier once services are completed and/or goods are received
Due to the unique nature of SSF ARP and the high degree of student involvement, it is recognized that the normal processes of requisitioning in advance may not always be viable. Therefore, the reimbursement and advance options are available

12. Direct Payments to Vendors for Goods
When a Direct Payment Can Be Used
Goods under $4,999.99
Items without a hard drive
How to get a Direct Payment Paid
Department/Student(s) make arrangements with the supplier to direct bill the University for the goods
Supplier submits invoice to the department
Department completes the Direct Payment Request Form
- Must follow the departmental FAH delegation of approval authority
- Attach the invoice to the Direct Payment Request Form and submit to Accounts Payable for processing
Payment is made directly to the supplier

13. Reimbursement to an Individual for Goods
When a Reimbursement to an Individual Can Be Made
When a purchase must be made out of pocket for goods, a reimbursement may be made to that individual.
How to get a Reimbursement to an Individual Paid
Individual completes the Direct Payment Request Form with their self as the payee.
Approval of the reimbursement must follow the departmental FAH delegation of approval authority.
Attach original and itemized receipts to the approved Direct Payment Request Form and submits to Accounts Payable for processing.
Payment is made directly to the individual and mailed to the address listed on the form, if the reimbursement is made to a University employee the payment will be mailed to the address on file in PeopleSoft
Please see the IRA/SSF ARP Project/Activity Checklist for additional information.

14. Cash Advance to an Individual for Goods & the Reconciliation Process
When a Cash Advance to an Individual for Goods Can Be Made
When the exact amount needed is unknown.
How to get a Cash Advance to an Individual for Goods
Individual completes the Direct Payment Request Form with their self as the payee and selecting the “Student Non-Travel Advance (SSF/IRA)” as the “Type”
Approval of the advance must follow the departmental FAH delegation of approval authority.
Submit to Accounts Payable for processing
Payment is made directly to the individual and mailed to the address listed on the form.
NOTE: Advances MUST be paid back or receipts must be provided within two weeks of when the funds are received.
How to Reconcile a Cash Advance to an Individual for Goods
Attach original and itemized receipts to the IRA/SSF ARP Cash Advance Summary Report and submits to Accounts Payable for processing.
Any unused funds must be paid back with a check made payable to San Diego State University and attached to the IRA/SSF ARP Cash Advance Summary Report

15. Domestic Guest/Special Lecturer
How to get a Domestic Guest/Special Lecturer Paid
Department or Individual completes the Guest/Special Lecturer Payment Request Form-Domestic
Payment must be inclusive of all travel costs
Approval of the Guest/Special Lecturer form must follow the departmental FAH delegation of approval authority.
Copy of the flyer, bulletin or brochure referencing the SSF ARP event must be attached to the Guest/Special Lecturer form and submitted to Accounts Payable for processing.
Notes Regarding Domestic Guest/Special Lecturer
No students or active SDSU faculty or staff can be paid using SSF ARP funds
If the lecturer is a CA nonresident, payment may be subject to CA tax withholding of 7% for accumulative payments over $1,500 in the calendar year
All Domestic Guest/Special Lecturers payments are reportable income (1099)
No payments will issued until a completed Supplier Information Form is on file with Accounts Payable

16. Foreign Guest/Special Lecturer
How to get a Foreign Guest/Special Lecturer Paid
Department or Individual completes the Guest/Special Lecturer Payment Request Form-Foreign
Approval of the Guest/Special Lecturer form must follow the departmental FAH delegation of approval authority
Copy of the flyer, bulletin or brochure referencing the SSF ARP event must be attached to the Guest/Special Lecturer form and submitted to Accounts Payable for processing
Notes Regarding Foreign Guest/Special Lecturer
No students or active SDSU faculty or staff can be paid using SSF ARP funds
All payments to a foreign guest/special lecturer will be routed to the University Tax Analyst for a tax analysis based on their residency status
Payment may be subject to CA tax withholding of 30% or more based on their residency status
No payments will be issued until a completed Supplier Information Form and W-8BEN are on file

17. CSU Guest/Special Lecturer
How to get a CSU Guest/Special Lecturer Paid
Department or Individual completes the Guest/Special Lecturer Payment Request Form- CSU
Approval of the Guest/Special Lecturer form must follow the departmental FAH delegation of approval authority
Copy of the flyer, bulletin or brochure must be attached to the Guest/Special Lecturer form and submitted to Accounts Payable for processing
Accounts Payable then s a copy of the approved Guest/Special Lecturer form to the Accounting department of the CSU lecturers “Home” campus for a CPO to be initiated
Note Regarding CSU Guest/Special Lecturer
Honorarium payments cannot be made to an employee from another CSU campus from the SDSU Accounts Payable office for tax purposes
Accounts Payable will initiate the request to the “Home” campus but then has to wait for the other campus to start the payment process through their payroll department- THIS PROCESS CAN TAKE SOME TIME

18. Student Pre-Travel (Forms required & Advances)
A completed, IRA/SSF ARP Student Travel Authorization form must be signed by the Traveler, Program Advisor and the Dean or Designee and submitted to Accounts Payable
-This form will indicate to Accounts Payable if a Travel Advance or Direct Payment is needed
A completed, signed and dated Release of Liability form must be kept on file in the department
A current, signed and completed Authorization to Use Privately Owned Vehicle on State Business form must be on file in the department
A completed, Foreign Travel Insurance form must be completed and submitted to Nancy Demich ( ) in the office of Risk Management-FOREIGN TRAVEL ONLY
Office of International Programs (OIP, ) must be advised of the trip and any forms or approvals required by OIP must be completed or obtained- FOREIGN TRAVEL ONLY
For a detailed description of the process, please see the IRA/SSF ARP Student Travel Checklist

19. Student Post-Travel (Forms required & Reimbursements)
A completed Travel Expense Claim form must be submitted to Accounts Payable for processing within 60 days of the last date of travel (within two weeks if a travel advance was given)
-Any Direct Payments or Advances must be listed on the form in the appropriate column
-Mileage reimbursement request must be supported by a standard highway mileage guide such as MapQuest
-Original and itemized receipts must be attached to support reimbursement request.
For a detailed description of the process, please see the IRA/SSF ARP Student Travel Checklist

20. Payment to Individuals
CSU Employees: Payment for services must be processed through the individual’s home campus payroll department
SDSU Students, Faculty & Staff: May NOT be paid for services from SSF ARP funds
Avoid a Conflict of Interest or Appearance of one: Anyone who can influence a financial decision (ex. deciding who to hire for a Guest Lecturer service) cannot hire a family member or anyone that would have a direct benefit to the person making the decision

21. Contact Information
General Assistance : Accounts Payable (A/P)
Main Line:
Travel Questions: (Lance Greenzweig & Kathy Echols)
Lance’s Direct Line:
Lance’s
Kathy’s Direct Line
Kathy’s
Candice Cooper (A/P Manager)
Direct Line:
Carin Graves (Rancho San Diego Travel)
Main Line:
SSF ARP policy, forms and checklists on the Accounts Payable website

22. Comments/Questions