Partners in Campus Business Operations
Business and Financial Services
Wednesday, May 27, 2009
Meeting Highlights!
Welcome – Mary Hinchman
o Welcome
Summer Bridge Students – Jane Cross
o Ensure students are enrolled in appropriate classifications to meet FICA exemption
requirements.
 Student Assistant Class (1870) for 08/09 ends May 31, 2009.
 Student Assistant Class (1870) for 09/10 for students enrolled for 6 or more units
during the summer begins June 1, 2009 or later, PAN end date is May 31, 2010.
 Summer Bridge(1874), for students not enrolled or enrolled in less than 6 units, starts
June 1, 2009 or date student physically begins work and ends July 30, 2009.
 July 31 is part of August pay
 Federal Workstudy begins August 31, 2009.
 Only do a termination PAN if you are separating the employee early (lack of funding,
termination, lack of work) or if the employee resigns, otherwise, a PAN to end an
appointment is not necessary
Job/Classification Code- Description Eligible Employment Dates
1874 Bridge Student – Summer
June 1, 2009 – July 30, 2009
1870 Student Assistant
Employment Year
1870 Student enrolled during
Summer
1871 Work Study
July 31, 2009 – May 31, 2010
June 1, 2009 – May 31, 2010
August 31, 2009 – May 14, 2010
Pay Periods
June pay period – July pay
period
August pay period – May pay
period
June pay period – May pay
period
August pay period – May pay
period
Contact Payroll Office x4421 if you have any questions.
Data Classification Survey – Teresa Macklin
 Need to protect information of CSUSM credit card customers from identity theft
according to Federal Law.
 CSU developed guidelines for campuses to follow.
 Campuses are required to develop a program and report on compliance.
 All departments will be required to complete a survey about “protected data” and the
methods by which it is stored.
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For more details the entire presentation is available on the PCBO website.
(http://www.csusm.edu/bfs/pcbo/)
Contact Teresa Macklin x4787 if you have any questions.
Sales and Use Tax – Becky Henwood
o SALES TAX
 CA sales tax is imposed on all California retailers for sales of tangible personal property in
the state.
 Tangible personal property is "personal property which may be seen, weighed, measured,
felt, or touched, or which is in any other manner perceptible to the senses."
 Retailers are required to remit the sales tax to the Board of Equalization.
o USE TAX
 Use tax applies to purchases from out-of-state vendors that are not registered to do
business in California. They are not required to collect tax on their sales but the University
is required to remit use tax to the State Board of Equalization..
 Use tax is imposed on consumers of tangible personal property that is used, consumed, or
stored in this state.
o The state sales tax and use tax are "mutually exclusive," which means either sales tax or
use tax applies to a single transaction, but not both.
Contact Becky Henwood x4442 if you have any questions.
American Express – Kris Roberts
 American Express eliminated paper statements.
 Must enroll at the following website: www.americanexpress.com/register
 If you come across a screen that asks for your mother’s maiden name, call 1-800-5282122 and they will walk you through the set up.
 Once you have enrolled, each month you will receive an e-mail notification with a link to
your newest statement.
 If you aren’t using your AMEX card for Travel, you won’t receive a notification.
 If you don’t use your AMEX Travel card during a 3-12 month period, it may be inactivated
or canceled.
 Check the status of your card by calling American Express if you have upcoming travel
and you haven’t used your card in awhile.
 If the status has been changed to “Inactive”, American Express can reactivate your card
over the phone.
 If the status has been changed to “Canceled”, please contact the Travel Help Desk @
traveldesk.com or call Kris Roberts x4466 for assistance even though they will tell you
only Bella can reactivate your card.
 If you cancel your AMEX Travel card, you will have to use your own personal credit card
for travel expenses. Travel advances will not be available since you qualify for an AMEX
Travel card.
 All rules still apply to both American Express Travel and to American Express ProCard
programs. Sleeves were color-coded to help you differentiate between the two cards.
Contact Kris Roberts x44466 if you have any questions.
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Detail NVision Training – Chris Lambert
 Training will be offered June 4, 2009 from 1:00 – 3:00 p.m. in ACD 203, registration is not
required.
 First hour is presentation by SOD staff and Finance Leads; Second hour is open forum, can
log on and ask questions.
NVision training outline:

How to manage data volume:
 Information overload (how to run CSU drill)
 PCBO documentation on setting up macro security
 http://www.csusm.edu/bfs/pcbo/docs/FIN9.0Presentation.doc
 Column meanings by doc type
 Journal source / scenario for Budgets
 Differences in date (doc date, acct date, jrnl date, etc)
 How to minimize data for targeted research:
 Drilling on current month vs. fiscal year
 Drill on different fund / account categories
 HR_ACCTG_LN drill data separate
 Hide vs delete columns & impact on CSU drill
 Freeze pane (horizontal / vertical)
 Using filters within CSU drill
 Encumbrance:
 Open PO report vs Enc drill vs CSU PO Remaining Balance Inquiry
 Encumbrance reporting (vouchers / encumbrance)
 Including Period 0 (PYB transactions)
Contact Chris Lambert x4451 if you have any questions.
Year End Dates – Tina Griffith
 Tina went over the upcoming Year End dates for May and June.
 Year End checklist can be located on the PCBO webpage.
(http://www.csusm.edu/bfs/pcbo/)
Contact Tina Griffith x4485 if you have any questions.
Encumbrances at Year End – Barbara Sainz
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Purchase Orders (PO’s) with a balance of $200 or less on 6/30/09 will be closed.
Purchase Orders (blanket purchase orders and services) with a two-way match (receivers
not required) may be closed.
Exception is Purchase Orders for monthly services will be left open.
If you have a Purchase Order that is $200 or less that needs to stay open, e-mail
information to procurementservices@csusm.edu.
Look at your open PO’s and close if not needed.
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If goods and services have been received, but not paid, we obligate the balance so it will
show as an expense on your DFA reports.
If invoice is final, please circle “Y” under Final on your Approved for Payment stamp
impression.
Don’t close PO, if you need to make another payment against it.
Contact Barbara Sainz x 4449 if you have any questions.
BFS Email Contact List/Global Address List – PCBO
 Centralized e-mail list can be located on the PCBO webpage.
(http://www.csusm.edu/bfs/pcbo/)
 We encourage you to use these centralized e-mails for assistance for quicker responses
to your questions. They go to several staff members so you will receive a response from
someone in the group capable of helping you.
 These are now available thru the Global Address List in your MS Outlook Address Book.
Contact Theresa Ruffolo x4443 if you have any questions.
No PCBO Meeting for June & Future PCBO meeting dates – Tina Griffith
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PCBO announced that there will be NO meeting for the month of June.
The following future PCBO meeting dates are: Wednesday, July 15 th and Wednesday,
August 19th in Markstein 125 at 1:15 p.m. Meetings beyond this date cannot be
scheduled until the Fall Academic schedule is completed so that the availability of
Markstein 125 can be determined.
Contact PCBO at pcbo@csusm.edu if you have any questions.
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Questions and Concerns – All

Bart Westbrook (Procurement Services) announced that OfficeMax switched manufacturers
for hanging files and is now offering a better quality hanging file folder. Samples were
available at the meeting, if you were not there or need to see samples, please call Bart
x4456.
 Item Numbers:
o Office Max brand – F5OM97185 – 95% recycled – $6.04/box of 25
o [In]Place – F5OM01788 – 100% recycled - $8.14/box of 25
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Diana Wilstermann (HREO) announced a new report will be available soon that will provide
position detail numbers by department, by funding string.
 She needs a few volunteers for early adopters to test this report.
 Contact Diana x 4428 or Paul x4413
Chargeback Codes – complete Chartfield Request Form to add/delete/modify chargeback
codes. Form located @ http://www.csusm.edu/fas/forms/chartfieldrequestform.pdf
Requisition Due Dates – should be date we want to receive goods. For
maintenance/service/software contracts that are for a period of time, use the end date of
the period as the due date. For example, if the end date of a contract is 5/31/2010, enter
that date in the due date field. The due date is an estimate of when you anticipate all
goods will be received and/or all services will be complete.
Next PCBO Meeting will be on Wednesday, July 15th in Markstein 125!
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