Partners in Campus Business Operations
Business and Financial Services
Thursday, September 30, 2010
Meeting Highlights!
 Welcome – Mary Hinchman
o Welcome
 Mary Hinchman welcomed current and new members to the meeting.
 CFS Update– Chris Lambert
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Chris provided a PowerPoint for his presentation of the implementation of CFS that can
be used as a reference on our PCBO webpage.
Chris stated that 22 campuses including CSUSM will be on a single database.
This database is expected to go live in July 2011.
Contact Chris Lambert x4451 if you have any questions.
 CMS Student 9.0 Upgrade – Chris Lambert
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Chris demonstrated a timeline for the CMS Student 9.0 Upgrade that states the steps
before the implementation goes live in August 2011.
Timeline can be found on the PCBO webpage.
Contact Chris Lambert x4451 if you have any questions.
 Pro Card/OfficeMax – David Taylor & Barbara Sainz
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David announced that the new Pro Card will be a Visa through US Bank.
Barbara stated that if you had problems activating your card to please contact
pcard@csusm.edu and your concern will be addressed. She also announced some steps
to make activating your card easier; after dialing the 1800 number on your card press 0
four times, enter you phone extension when prompted, enter you employee ID number
and finally enter the shipping sip code to university which is 92078.
The address 441 La Moree is to be used for both shipping and billing now.
A new training Pro Card Manual will be provided in the future to provide the new
changes made.
The new auditor for Pro Card is Janet Morris, if you have any questions please contact
her directly at x4446.
When it is time for your audit for Pro Card please hand deliver or intercampus all your
ProCard documents to Janet Morris in Craven 4600. All documents will be securely put
away until they are returned to you.
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When updating your Pro Card information on OfficeMax please note that any updates on
their system are done after 5pm each day.
Pamela Ohrazda is the new OfficeMax coordinator.
Contact pcard@csusm.edu if you have any questions.
 Change to Expenditure Transfer Form – Michele Laurenzana
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Michele announced that a change has been added to the Expenditure Transfer form and
the changes have been updated to the FAS forms webpage as well.
The only change to this form is the addition of a “Scenario” column for Budget
Scenarios. We will not be using this column since at San Marcos budget transfers are
processed, and will continue to be processed through the Journal Form. Therefore,
please ignore the Budget Scenario column when using the Expenditure Transfer form.
Contact Accounting Services x4483 if you have any questions.
 Cost Recovery and Reimbursements – Dan Zorn
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Dan stated that as of July 1, 2010 only revenues related to student fees and state
appropriations are allowed in fund number 48500. Per the Chancellor’s Office cost
recovery guidelines, other revenues received should be recorded in the new cost
recovery funds. Fund 54401 replaces 48501 and functions the same way as reimbursed
activities. Use fund 54401 for all billings and cost recoveries from outside entities and
third parties (including USUARC and ASI). For internal cost recoveries (other campus
departments including Parking, Extended Learning, and Student Union), the expense and
revenues will be recorded in fund 54303.
Contact Accounting Services x4483 if you have any questions.
 Revised Direct Pay Form – Becky Henwood
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Becky announced that a signature is needed for all purchases made.
Any computer items that need to be purchased first need an approval from Bill Ward,
once you have approval please attach that email to your direct pay form.
Once your Direct Pay form is completed please do not attach the instructions/guidelines
to the Direct Pay form when submitting.
Contact Becky Henwood x4442 if you have any questions.
 Distribution Services – Bella Newberg
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Bella announced changes to her department.
Procurement and Support Services will now be called Procurement Contracts and
Support Services.
Materials Management and Mail Center will now be called Distribution Services.
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Bella announced that Marge Corcoran will be retiring as Mail Center lead on October
23rd.
Valissa Middleton will be the new Distribution Services lead.
Communications will be sent out in the near future to announce these changes to the
rest of the university community.
All services will continue the same the only thing that has changed is the name.
Contact Procurement Contracts & Support Services x4555 if you have any questions.
 New Voicemail System – Kathie Pendo
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Kathie introduced the New Voicemail System that will be taking place on October 28 th at
5:30 pm with no disruption.
Instructions/Tutorial was provided to set up your new voicemail and can be found on our
PCBO webpage.
If you need help to set up your voicemail trees please give Telephone Services a call and
they will help you through it.
Contact Telephone Services x4530 if you have any questions.
 Questions and Concerns – All
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Liz Rojas announced that all your department budgets will be uploaded before
September close.
Jim Carr announced that Capital Asset Inventory will be taking place in the next 3-5
months.
Janet Morris announced that there will be a Retirement Farewell for Marge Corcoran on
October 12th in COM 206 from 2-3:30pm. Refreshments will be provided following a
short program.