CSU, Chico Financial Services Forum
Meeting Date: 04/30/2015, 10:00-11:30
Meeting Location: CLSA 100A
ATTENDING TEAM MEMBERS AND GUESTS
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Abelor, Devona
Adrian, Lori
Armocido, Peggy
Armstrong, Summer
Bass, Laura
Baxter, Ginny
Berglund-Smith, Michelle
Boyes, Debbie
Brogden, Beth
Buck, Suzy
Buie, Marcia
Carrillo, Gale
Chervet, Heidi
Coorough, Amanda
Corona, Stacie
Corral, Angela
Cox, Laura
Cox, Theresa
Croman, Cheryl
Cunningham, Katrina
Davis, Nicole
DeBon, Cindy
DeMeyer, Sharon
Donner, Mlenya
Emanuel, Jill
Farmer, April
Fuentes, Lori
Funk, Susan
Garcia, Linda
Garnett, Julie
Gauthier, Donna
Gentry, Kathleen
Gervasi, Crystal
Gonsalves, Michael
Gray, Nicol
Grimm, Annabel
Hansen, Lauri
Hanson, Ginny
Heileson, Annette
Henry, Lauri
Hensley, Jeff
Higgins, Melanie
Hillman, Kathleen
Hocking, Tess
Hoffman, Flynn
Hollis, Pam
Holmes, Michelle
Kelly, Cindy
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Khang, Som
Kilcoyne, Heather
Kinch, Kathy
Kitchell, Jeni
Korte, Michelle
Kumpan, Katherine
Lakowski, Danny
Langston, Beverly
Lara, Jennifer
LaRue, Barbara
Layne, Martha
LeDuc, Kathy
Lee, Becky
Lemire, Kristen
Long, Heather
Lydon, Yvonne
Magana, Anna
Mays, Jennifer
McCrea, Robin
McGrath, Ronda
McMurry, Jeanette
McNairn, Michael
Mendoza, Jessie
Methvin-Terry, Jeanette
Miller, Teresa
Morgan, Glenna
Moroney, Kathleen
Morrell, Pamela
Muller, Amanda
O’Connor, Melanie
Paquin, Barbara
Porter, Wendy
Randolph, Teri
Ratterree, Laurie
Rawie, Megan
Raye, Anita
Rice, Jill
Ringel, LeRita
Rose, Stephanie
Rumiano, Andrea
Rumiano, Sara
Salas, Deanna
Salomon, Patti
Saulan, Cassundra
Sharman, Jane
Simons, Kelly
Simpson, Regina
Smith, Donna
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Smock, Jason
Snyder, Langley
Sowers, Darleen
Squire, Elizabeth
Stoner, Margaret
Suschil, Dianne
Tarabini, Erin
Taylor, Melissa
Thomas, Mandra
Tigri, Gina
Townzen, Lisa
Trombley, Jeanette
Turner, Kathy
Vargas, Kathy
Vong, Barbara
Warnock, Donna
Washburn, Lisa
West, Elyse
White, Victoria
Wiggins, Catherine
Williams, Kim
Wilson, Erin
Wright, Jenna
Yant, Robin
DISCUSSION
1.
Fiscal Schedule (Stacie Corona)
 The updated and current schedule is located at http://www.csuchico.edu/fin/
 As updates are received from the SCO and CO, this schedule will be updated on Financial
Services website and emailed to the FIN_CMS account.
2.
Procurement & Contract Services (Sara Rumiano)
 Prior and current year open purchase orders need to be disencumbered. These include any POs
that have not been fully received, paid, or both (ex: leftover freight). For current year blanket
PO’s please disencumber only if sure that this blanket will not be needed before June
30th. Contact the buyer for information and help.
 Renewal Spreadsheet – the Excel renewal spreadsheet instructions are located at
http://www.csuchico.edu/purc/fiscal.shtml Contact the buyer listed for your department for help
or questions regarding new quotes, new contracts, etc.
 Information Technology Procurement Review (ITPR) – this form is located at
http://www.csuchico.edu/fin/forms.shtml#forms--pcs and is used for software/hardware licenses
that are approved for integration with our current network and ATI compliance.
 Reminder to attach your proper invoices, receipts, quotes, hospitality forms, etc. to purchase
requisitions for complete processing.
3.
Accounts Payable (Melissa Taylor)
 Travel
o Reminder to submit all documents as soon as possible.
 June 11, 5:30 p.m. – Accounts Payable will contact departments with Travel Requests
on file for trips that cross fiscal years and will be contacted to review the Google
spreadsheet for estimated accrual. Email will provide instructions on accessing the file.
 June 23, 5:30 p.m. – Department deadline to review Google spreadsheet and
communicate any updates (i.e., trip cancelled, partial funding by auxiliary, etc.).
 Contact Melissa Taylor mltaylor@csuchico.edu with any questions about this process.
o Faculty Sabbatical – if any portion of the sabbatical will include request for reimbursement,
please make sure Travel Request is submitted prior to departure.
 Procurement Card
o Charge early. Billing cycle for June period ends June 23. Any transactions that do not feed
from the merchant to our bank by June 23 will be posted to 2015/16.
 June 24, 5:30 p.m. – Accounts Payable will contact and request chartfield information
from departments with P-Card activity.
 June 25, 5:30 p.m. – Department deadline to respond to the request from Accounts
Payable (please reply to the email sent). If no response is received, the default
chartfield on file for the P-Card will be used.
o Send approved paper statements to Accounts Payable by July 10th.
4.
Student Financial Services (Anna Magaña)
 Cash Receipts Cut-off – cash and checks must be receipted by 12:00 p.m., June 30 for the 201415 year.
 Timely Deposits – Checks/cash need to be deposited the day of receipt.
o The receipting form is located at http://www.csuchico.edu/fin/forms.shtml#forms--far
5.
Financial Accounting & Reporting (Michelle Korte)
 Review transactions timely; send corrections as soon as possible for 2014/15 fiscal year.
Please see slide #7 of PowerPoint at http://www.csuchico.edu/fin/Financial-Services-
Forum.shtml Minutes & Presentations for preferred request dates for transaction corrections.
 University is required to record all receivables.
 Invoicing third parties – campus departments are not authorized to create invoices; these must be
generated by Financial Accounting & Reporting.
 For reference to training guidelines for obligations, go to http://www.csuchico.edu/fin/FinancialServices-Forum.shtml May 22, 2014 minutes and presentations.
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6.
Training Topics (Jeni Kitchell)
 Training continues to be a priority. As a follow-up to our previously listed training ideas (Fall
2014), we have already developed several trainings. Campus feedback is welcome; please email
FINCMS with suggestions or comments.
 Past trainings: Budget 101, Insight Reports & Extracting Data, and Life Cycle of a PO
 Scheduled future trainings:
o August 5, 2015 – Life Cycle of a PO (repeat)
o August 10, 2015 – Travel
7.
Topics/Issues/Questions/Concerns
 ITPR (Information Technology Procurement Review)
 E-travel discussion
 Send feedback to fincms@csuchico.edu
TO DO LIST SUMMARY
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Task
Responsible Party
Due
Date
Status
1.
FUTURE MEETINGS
Date: TBD
Time: TBD
Place: TBD