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 Welcome – Mary Hinchman
 New members to the meeting were recognized
 HR Reorganization – Marvin Castillo
 HR will be providing a “one-stop shop” service, HREO is reorganizing into two teams which will
support assigned campus departments and divisions
 For more information please check out the HREO Reorganization webpage: http://www.csusm.edu/hr/HREOReorg/
Contact Marvin Castillo x4416 if you have any questions.
 Legacy Nvision Access reminder – Rhyan Rana
 Please see attachment on PCBO webpage for instructions on legacy access
Contact Rhyan Rana x4477 if you have any questions.
 Use Tax Accrual – Tina Griffith
 When making purchases using ProCard which do not include tax, users need to make the
adjustment each month during the adjustment period to accrue the tax. This adjustment should
be done in the same month in which the charge occurred to reduce the University’s potential risk
of being fined by the Franchise Tax Board
Contact accounting@csusm.edu
or x4483 if you have any questions.
 Facilities Update – Annie Hoss
 Annie Hoss and the Facilities team introduced themselves and their roles
 See PCBO webpage for the detailed PowerPoint presentation on Facilities
Contact Facilities at x4601 if you have any questions.
 CMS Security Overview – Chris Lambert/Diana Wilstermann/Paul Tiglao/Rhyan Rana
 When submitting a request for CFS Access only, use the Finance Column. Below are the most requested security access
 Inquiry & Reports: This will provide you access to run reports and view display only pages on
PeopleSoft
 End User Budget Transfer: This will allow you access to run budget transfer given you also have a fiscal authority access to run this process(see delegation of authority form)
 Requisitioner: This will provide you access to process a requisition

 SM ProCard Account Holder: This will allow you to review your ProCard monthly statement
 See Other Access Needed Below: If you have a current employee that you want to replicate their access to a new employee simply put in “same access as _____________(name of the employee)
Contact SOD sod@csusm.edu
if you have any questions.
 Ins & Outs Of Expenditure Transfers/Budget Transfers – Tina Griffith/Liz Rojas
 The Salary Adjustment form is used to adjust any transactions with a PY journal number from pay tape transactions. They should be submitted in a timely manner, as soon as possible after the pay transaction has posted. The HR Actuals report should be included as back-up documentation. Word of caution that the Charge Period on the form is NOT the Accounting
Period. For instance, Charge period 201107 is July 2011.
 The Expenditure Adjustment form is used to adjust any other transactions including: AP journals, CB for Chargebacks, CSH for CashNet deposits, and journal entries (i.e. 000011111).
They should also be submitted in a timely manner, as soon as possible after the transaction has posted. The deadline for each monthly close for adjustments is the 4 th business day of the following month, but these forms can be submitted anytime throughout the month as well.
Please include proper back-up documentation such as the drilldown from Data Warehouse.
Proper fiscal authority is required for the department receiving the expense.
 Liz Rojas and Vanessa Vincent logged into CFS and went through the steps of submitting a budget transfer
 Expressed that it was very important to always include your first initial and last name in the long description section when submitting a budget transfer
 Make sure that your fund number and scenario match
 Your amount should always match as well
Contact Tina Griffith at x4485 or Liz Rojas at x4461 if you have any questions.
 Hospitality Update – Procurement Services
 The use of a blanket hospitality form is no longer available
 A separate hospitality form must be submitted for each event
 Name of official host or events has been added
 Additional information is required in the event attendee section
 All students (current and prospective), recruitment candidates and volunteers have been added to the official guest definition
 Gifts, awards and promotional items require additional information
 Fiscal Authority – if utilizing a trust fund, provide a copy of the trust agreement that states hospitality expenses are allowable
 Routing- the hospitality form must be completed and have all signatures prior to incurring any expenses. Any expenses incurred prior to final approval of the hospitality form may not be paid or reimbursed. If utilizing Events & Conference Services, the requesting department must complete a hospitality form and obtain all signatures before any expenses are incurred for the event
 New CSU policy for hospitality can be found for reference at: http://www.calstate.edu/icsuam/sections/1000/1301.00.shtml

Contact Procurement Services at x 4555 if you have any questions.
 Questions and Concerns – All
 None