Campus Charge Authorization System
(CAF)
Table of Contents
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Introduction
Obtaining & Controlling Charge Authorization Forms(CAF)
Completing a Charge Authorization Form
CAF Reports
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State Department Reports
Auxiliary Reports
Service Center Reports
 Correction Procedures
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State Departments
Auxiliary
 Contacts for CAF Support
 Service Centers:
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Academic Technologies (ATEC)
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Copy_Center
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Graphics
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Photography
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Presentation_Graphics
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Shop_Maintenance
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Web_Services
Central Operations Support (COPS)
Communication Account Services (CASV)
Enterprise Systems (ESYS)
Environmental Health and Safety (EHS)
Facilities Management and Services (FMS)
 Facilities_Orders
 Lost_Key/Access Card
 Vehicle_Agreements
 Work_Orders
Humanities & Fine Arts (HFA)
Library_Copy_Center
Network Operations (NOPS)
Printing Services (PRNT)
 Copy Center
 Office Copier Program
 Offset Printing
Risk Financing
Student Computing (STCP)
Telecommunication Services (TSRV)
University Police (UP)
 Alarm Systems
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 Labor Cost
 LiveScan
University Public Events (UPE)
User Services (USRV)
Vehicle Reservations
Wildcat Card Office (ID)
 Cost Recovery Accounts
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INTRODUCTION
The CSU, Chico Campus has Service Centers with a primary function of providing
services to other campus departments. These centers cover some or all of their operating
expenses by charging departments for services on a per-use basis. The Charge
Authorization Form (CAF) is used for the accounting and reporting of these
transactions.
A Charge Authorization Form (CAF) is submitted by a department to a Service Center
to request their services. State University, Associated Student or Foundation accounting
information is required when the CAF is submitted to the Service Center.
CAF transactions are reported through INSIGHT Repository reports. The CAF
Department Report summarizes charges to department accounts. The Service Center
CAF Report summarizes income to each Service Center.
The following is a summary of the procedures for the Charge Authorization System:
1. A Charge Authorization Form (CAF) is requested from the department/office
responsible for the account to be billed for the service. Using the instructions in
this manual, the CAF is filled out for the service required, and sent to the Service
Center.
2. Upon completion of the requested service, the Service Center records the charges
on the CAF and forwards it to Accounting Operations (AO) for processing.
3. The AO Office will post the charges to a PeopleSoft chartfield or to an A/R
Auxiliary billing account.
4. The CAF transactions will be posted monthly in the INSIGHT Repository Reports
for reconciliation and data entry verification.
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OBTAINING AND CONTROLLING CHARGE AUTHORIZATION FORMS
The half page CAFs are obtained by calling Accounting Operations, x5103. These
forms have either a white or green cover page to differentiate between state and auxiliary
funds.
The CAF with the white cover page is used to charge PeopleSoft chartfield strings. The
components of a Chartfield string are: Fund/Account/DeptId/Program/Project/Class.
The CAF with the green cover page is used for Auxiliary Organizations (Associated
Students and Foundation). The components of Auxiliary accounts are the Project and
Object numbers. The Associated Student Project numbers are 4 digits and the
Foundation Project numbers are 5 digits.
The full page CAF’s are obtained by calling Printing Services, x5992. They issue two,
full page, 3 part, CAFs for requesting various Printing and Office Copier Services.
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One form is used for all Printing Services (CAF Unit 21 and 22) and one
form is used for all Office Copier Services (Unit 31).
Both forms can be used with a University PeopleSoft Chartfield string or
an Auxiliary (Associated Students and Foundation) account.
Control of CAF forms is the responsibility of each office/department. Each CAF has
a unique identifying number printed at the top right corner of the form. It is the
responsibility of the office/department originally assigned to a CAF number to supply
funding information for any charges incurred in the use of that specific CAF. For this
reason, it is important to maintain control of all CAFs.
Some suggested methods for controlling the use of CAF forms include:
1. Having a designated individual in each office/department complete all CAFs.
2. Assigning each CAF to the requester on an as needed basis.
3. Checking out a batch of forms to frequent users within an office/department.
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COMPLETING THE CHARGE AUTHORIZATION FORM
Although there are differences in color and format of the CAF forms, some information
requirements are common to all forms.
The following are “Guidelines for Filling in the Common Elements on the CAF”:
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PEOPLESOFT CHARTFIELD STRING – Fill in the Chartfield String to be billed
for the service requested. Service Centers will not accept forms without the
Chartfield information. Verify the Chartfield is correct before submitting a request.
AUXILIARY TYPE, PROJECT AND OBJECT NUMBER- Check the box
provided to select the appropriate Auxiliary type (AS or FDN). Fill in the Project and
Object number to be billed for the work requested. Service Centers will not accept
forms without the Project and Object numbers. A CAF submitted with an invalid
Project number will be returned to the Auxiliary organization. The Auxiliary
organization is responsible for contacting the requesting department to determine the
appropriate Project number.
DESCRIPTION/IDENTIFIER - Provide a short description that will identify the
particular service requested. This description will appear on the INSIGHT CAF
Department Report.
REQUEST DATE – Fill in the date the CAF form is submitted to the Service Center.
NEEDED BY - (optional) – Fill in the date by which the job needs to be completed.
REQUESTED BY – Fill in the name of the person initiating the request. This is the
person who will be contacted by the Service Center if there are any questions about
the order. This name will appear on the INSIGHT CAF Department Report.
PHONE - Use the campus extension for the person initiating the request.
ZIP – Use the campus zip for the person initiating the request.
APPROVED MAXIMUM (optional) - A maximum amount for the service can be
entered if a CAF request is being charged to an account with a fixed budget. When
this information is filled in by the requestor, they may reject the completed job if the
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cost exceeds the maximum indicated. However, if the Service Center feels that the
charge will surpass the authorized amount, they may refuse to perform the service.
Users are urged not to complete the approved maximum information unless it is
absolutely necessary.
AUTHORIZING SIGNATURE (to pay charges) – The CAF must be signed by the
person responsible or designee, for the department being billed. The CAF will not be
accepted without this signature.
SERVICE CENTER USE ONLY - This area is filled in by the Service Center.
WORK TO BE PERFORMED - Provide a detailed description of the service being
requested. List all specifications and instructions necessary for the Service Center to
complete the request.
Printing Services CAF - Specific instructions for completing this form are available on
the Printing Services website, in the Miscellaneous section. The page can be accessed
using the following link: (CAF)
The CAF for all remaining Service Centers is completed by using the “Guidelines for
Filling in the Common Elements on the CAF”. Refer to the following sample CAF for
specific instructions:
A Chartfield
String (white
form) or
Auxiliary
account (green
form) is
required
Must have
Authorized
Signature.
Detailed
description of
the requested
service.
Service
Center Use
Only.
CAF REPORTS
STATE DEPARTMENT REPORTS
The CAF Department Report, containing all the department CAF transactions, is
available in the INSIGHT Repository. This report is updated once a month (usually
between the 5th and the 10th) after the CAF cycle is complete. The CAF chargeback year
for State accounts is June 1 to May 31. The CAF transactions occurring in June will
appear on the INSIGHT report of the next fiscal year.
All charges during a reporting period will be listed by the DeptID. Using the CAF
number, match the hard copies of the CAF to the entries on the CAF Department Report
to ensure the charges listed are valid and all transactions have been included.
Note: Vehicle Reservation charges will not show up on this report. Please use the
Insight Transaction Report for charges and the EasyTrip Request for details.
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AUXILIARY REPORTS
The chargeback year for Auxiliary account users is July 1 through June 30. A printed
copy of the INSIGHT CAF Report, with the monthly invoices, is sent from the
Accounting Operations Office to the Auxiliary Offices. The CAF report contains all
transactions billed to the Auxiliary Projects. The Auxiliary Offices forward a copy of the
monthly CAF Report to the Project Directors to review for accuracy.
All charges during a reporting period will be listed for the Auxiliary by project and object
numbers. Using the CAF number, match the hard copies of the CAF to the entries on the
CAF Report to ensure the charges listed are valid and all transactions have been included.
The Associated Students Business Office will process the payments to CSUC-Cashiers
Office and post the CAF charges to the Auxiliary Project. The Project Directors should
access the IFAS.NET University and Research Foundation reports to verify the accuracy
of the CAF charges posted to the Project.
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SERVICE CENTER REPORTS
CAF transaction details for Service Centers are reported through the INSIGHT Service
Center CAF Reports by CAF unit.
Each month the Service Center income can be reconciled with the accounting entries in
the Transaction Reports.
The Income Accounts are determined by a combination of CAF Funding Source & the
Service Center Income Fund:
Source
Account
Payment & Income Same CSU Fund
Payment & Income Different CSU Funds
Project Fund Payment & Income Diff CSU Funds
3.0 Associated Students
4.0 Research Foundation
5.0 University Foundation
570R00
580094
580096
580R22
580R23
580R24
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CORRECTION PROCEDURES
For questions concerning the amount charged, contact the Service Center providing the
service. To resolve issues with PeopleSoft Chartfields, contact Accounting Operations,
ext. 5103. To resolve issues involving Auxiliary accounts, contact the AS Business
Office, ext. 6815 or Foundation Administration, ext. 6811.
To request a correction after a CAF charge has been posted to the month end report,
use one of the following procedures:
STATE DEPARTMENT CORRECTIONS
1. Fill out a new CAF using the Chartfield String as shown on the original CAF. In
the description field reference the original CAF number that is being corrected. In
the bottom right corner of the form fill in the amount to be transferred and mark
the credit box with an X.
2. Fill out a second new CAF using the correct Chartfield String. All other
information should be the same as on the CAF in step 1. Show the cost but leave
the credit box unchecked.
3. Keep the Originator's copy of each new form and send the CAFs to the
appropriate Service Center with a note that this is a correction.
4. For costing errors, the Service Center will complete a CAF to issue a credit to the
Chartfield String used on the original form.
5. For data entry processing errors, The AO Office will complete CAF corrections.
AUXILIARY CORRECTIONS
1. The Associated Students, Foundation Administration Office, and Sponsored
Programs Office are responsible for all project/object number corrections and
transfers. Service Centers will not record transfers between Auxiliary accounts
after the service has been billed.
2. The Service Center will complete a CAF to issue a credit to the Auxiliary account
for services that have been over charged.
3. AO Office will correct data in the CAF system for Project/Object data entry errors
before uploading the CAF data to the monthly INSIGHT CAF Reports.
4. The Project Director is responsible for reporting CAF errors to the Auxiliary
Offices.
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CONTACTS FOR CAF SUPPORT
The following list identifies potential problems and a contact for assistance. For any
problem not covered on this list, contact the AO Office, ext. 5103, for assistance.
Problem or Question
Office Responsible for Correction
Unknown transaction appears on the INSIGHT
CAF Report
AO Office
Transaction on INSIGHT CAF Report appears in
AO Office
correct account number but wrong service heading
Any question regarding transactions appearing on
the INSIGHT CAF Report
AO Office
Explanation or correction for the cost of service
Service Center
Transaction has not appeared on INSIGHT CAF
report although service was completed
Service Center
Charges exceed the approved maximum
Service Center
Services were not completed for a submitted CAF
Service Center
Questions concerning Associated Students
accounts
AS Business Office
Questions concerning Foundation accounts
Foundation Administration Office or
Sponsored Programs Office
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CAF SERVICE CENTERS
Each CAF Service Center performs a unique function. The following section provides a
brief description of the services provided and the Service Center number.
Academic Technologies (ATEC) (ext. 6112)
ATEC offers a full range of educational and informational media and production services
which include:
ATEC Copy Center – Service Center #03:
 Specialty duplication center
 Ultra sharp b/w digital copying
 Full-color copy and transparency
 Binding, lamination of many sizes, and resume paper
 Ink-based copy system, an alternative to offset printing
ATEC Graphics – Service Center #01:
 Design of print and web graphics
 Logos, newsletters, post cards, posters, brochures, stationery systems, exhibits,
and web sites
ATEC Photography – Service Center #04:
 High-quality digital imaging
 Production of images for the University Catalog, brochures, posters, portraits, and
publications, and in creating visual images for web-based projects
 Houses and manages an in-house archive of campus photos
 Provides both studio and on-location services
ATEC Presentation Graphics – Service Center #02:
 Advanced technology for the creation of print and multimedia materials
 Multimedia hardware and software i.e. CD-ROM and DVD burning
 MIDI sound editing equipment
 Film and flatbed scanning
 Color slide production from digital files
 Large volume letter and tabloid color prints
 Large scale color printing onto paper, plastic, vinyl, and canvas
 Digital vinyl cutting is also available for indoor and outdoor signage needs
ATEC Shop Maintenance – Service Center #06:
 Replace classroom projector bulbs
ATEC Web Services – Service Center #12
 Assist faculty, staff, departments, and programs in updating and creating
University websites
 “Do-it yourself” resources provide support and tutorials on how to implement the
new University template, standards, and policies for campus websites
 offers website maintenance, website design, and web application development.
Central Operations Support (COPS) – Service Center #82 (ext. 6798)
Operates, monitors, and controls the campus multi-system information
processing/transmission equipment, and the campus' telecommunications equipment.
Support systems and equipment for the campus telecommunications system and
supported devices, e-mail, file, and print servers, and associated peripheral equipment.
Communications Account Services (CASV) – Service Center #76 (ext. 6868)
Creates and manages telecom billing accounts and administers the admin telecom billing
Web site. This online tool provides campus departments the ability to review their
monthly voice and network charges. CASV also manages the phone lines in the
university-owned residence halls, providing local and long distance voice services.
Enterprise Systems (ESYS) - Service Center #69 (ext. 3620)
Design and maintain the computing environment for campus wide systems. The
computing environment includes servers that support campus resources such as the
centralized directory service, faculty e-mail, My Web and faculty web services, the
Wildcat Portal, Bay file services, Oak print services, campus voice mail, the campus
Common Management System and Web CT. ESYS has standardized on Red Hat Linux
and Microsoft Windows for the server environment.
In addition to support for the enterprise computing environment, ESYS can also provide
co-host services for non-Enterprise systems. Non-Enterprise systems include file and
application servers maintained by departments, student organizations and campus
affiliated foundations. The co-host services are offered in conjunction with the colocation services provided by Central Operations.
Environmental Health & Safety (EH&S) – Service Center #61 (ext. 5126)
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Inspections for for AS Food and Vending operations.
Electronic equipment recycling revenue.
Facilities Management and Services (FMS) (ext. 6222)
FMS is responsible for the maintenance, operation and protection of the University's
facilities and environs. Any modifications, alterations or additions to the physical
structure of any University facility or to its environs must be performed by FMS, under
its supervision or with its approval. A copy of the FMS Service Guide can be viewed at
http://www.csuchico.edu/fms/Services/fmsguide.html
FMS Facilities Orders – Service Center #50: Non-maintenance service may be
obtained by submitting a Project Request Form.
FMS Lost Keys/Access Card – Service Center #55 replaces lost keys/access cards.
http://www.csuchico.edu/fms/KeysCardAccess/CardAccessControlPolicy.htm#LostFS
FMS Vehicle Agreements – Service Center #54: state vehicle fuel and maintenance.
FMS Work Orders – Service Center #51: Maintenance and moving services may be
obtained by submitting a Service Request Form via TMA iServiceDesk - California State
University-Chico. FMS does not provide maintenance services to the Residence Halls,
Housing, or Farm buildings.
Humanities & Fine Arts (HFA) – Service Center #80 (ext. 5351)
Provide equipment and technical support for use of property owned by HFA.
Library Copy Service - Service Center #72 (ext. 6479, ext. 6342)
Interlibrary Loan services and Special Collections services including darkroom services
(such as reprints), digital scanning and printing, map scanning, and photography from
fragile materials.
Network Operation (NOPS) - Service Center #77 (ext. 4616)
Coordinates network operations, maintenance, design, and development for the campus
including the various methods of connecting to the campus network backbone (dial-in
modem services, wireless, etc.).
Printing Services (PRNT) (ext. 5992)
Copy Center – Service Center #22: Copies (black & white and color) and bindery.
Office Copier Program – Service Center #31: This program places digital multifunctional copier/printer/fax equipment in department offices throughout the campus for
convenient self service. Please view the Office Copier web page for program details.
http://www.csuchico.edu/prnt/OfficeCopiers.shtml
Offset Printing – Service Center #21: Offset printing, typesetting, finishing and
bindery, and automated mail services (Bulk Mail).
Risk Financing – Service Center #37 (ext. 6588)
Purchases insurance coverage for:
 Equipment, such as musical instruments, computers, cameras, etc;
 Special Events on campus, such as Art exhibits;
 Student Travel Accident Insurance;
 Foreign Travel Liability Program (FTLIP).
Student Computing (STCP) – Service Center #70 (ext. 4357)
Provide technical support for student desktop computers, including online technical
support and computer labs.
Telecommunication Services (TSRV) - Service Center #75 (ext. 4616)
Provide design and implementation for adding, moving, and changing voice and data
communications on campus. TSRV services include telephone and networking as well as
maintaining the entire cabling infrastructure on campus.
University Police (UP) (ext. 5555)
Alarm Systems – Service Center #65: provides alarm system monitoring services for
an annual fee.
Labor Cost – Service Center #63: provides security and traffic control during Special
events, Athletics games, etc.
Live Scan – Service Center #62: DOJ and FBI LiveScan (electronic fingerprinting) for
background checks.
University Public Events (UPE) – Service Center #79 (ext. 5917)
Helps co-ordinate all events open to the public on the CSU, Chico campus. Provide
House manager and stage technical services for Special Events.
User Services (USRV) - Service Center #74 (ext. 6000)
Provide desktop computing application support, desktop computer and printer repairs,
computer and email accounts, desktop security, anti-virus services, desktop computer
hardware and software purchasing, and telephone and voicemail support.
Vehicle Reservations (ext. 6117)
Vehicle Reservations no longer utilizes CAF forms. These transactions are processed via
the online system, EasyTrip Request.
Wildcat Card Office (ID) – Service Center #35 (ext. 6119)
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Issue ID Cards for students, faculty, and staff
Issue badges for campus use
Issue Door Access Cards for campus use
Photo downloading for students, faculty, and staff
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Cost Recovery Accounts
Payments made to Service Centers within the same CSU Fund (generally: G1006,
T5100, T6704, T8506, etc.) are charged to specific Cost Recovery accounts. The
table below has a list of Service Centers with the Service Center number and the
charge account to be used.
CAF Service
Center
01
02
03
04
06
12
35
37
41
43
50
51
54
55
61
65
69
70
72
74
75
76
77
79
80
82
Description
ATEC Graphics
ATEC Presentation Graphics
ATEC Copy Center
ATEC Photography
ATEC Shop Maintenance
ATEC Web Services
Wildcat Card
Risk Financing
Motor Pool Owned Cars
Motor Pool Bus
FMS Facilities Orders
FMS Work Orders
FMS Vehicle Agreements
FMS Lost Keys
Envir Mngt Health & Safety
Univ Police - Alarms Systems
Enterprise Systems
Student Computing
Library Copy Services
User Services
Telecommunication Services
Communications Account Services
Network Operations
University Public Events
Humanities & Fine Arts
Central Operations Support
Account
670C30
670C30
670C30
670C30
670C30
670C30
670C15
670C06
670C10
670C10
670C01
670C01
670C01
670C01
670C00
670C40
670C00
670C00
670C00
670C45
670C35
670C22
670C21
670C00
670C00
670C00
This document was last modified 8/10/2009