CSU, Chico Financial Services Forum
Minutes - February 23, 2016
3:00-4:00, CLSA 100B
ATTENDING TEAM MEMBERS AND GUESTS
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Abelar, Devona
Holmes, Michelle
Rose, Stephanie
Adrian, Lori
Hooste, Joanna
Rumiano, Andrea
Allione, Sylvie
Kelly, Cindy
Anderson, Jessica
Khang, Som
Armocido, Peggy
Kilcoyne, Heather
Armstrong, Summer
Bass, Laura
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Simons, Kelly
Smith, Donna
Boyes, Debbie
Lakowski, Danny
Smock, Jason
Buck, Suzy
Langston, Beverly
Snyder, Gudrun
Carrillo, Gale
Lara, Jennifer
Coorough, Amanda
LaRue, Barbara
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Corona, Stacie
Layne, Martha
Corral, Angela
Lee, Becky
Cox, Theresa
Croman, Cheryl
Lehner, Sarah
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Cunningham, Katrina
Emanuel, Jill
Fox, Jo
Frisbee, Laura
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Long, Susan
Snyder, Langley
Sowers, Darleen
Stoner, Margaret
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Lemire, Kristen
Long, Heather
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Stumbaugh, Traci
Suschil, Diane
Tarabini, Erin
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Taylor, Melissa
Thomas, Mandra
Lusardi, Jessica
Tigri, Gina
Lydon, Yvonne
Townzen, Lisa
Magana, Anna
Marshall, Rana
Martin, Bradley
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Trombley, Jeanette
Vargas, Kathy
Vong, Barbara
Mays, Jennifer
Warnock, Donna
Fuentes, Lori
McCrea, Robin
Washburn, Lisa
Funk, Susan
McGrath, Ronda
Garcia, Linda
McMurry, Jeanette
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Wiggins, Catherine
Williams, Kim
Garnett, Julie
McNairn, Michael
Wilson, Erin
Gauthier, Donna
Mendoza, Jessie
Wright, Jenna
Methvin-Terry, Jeanette
Wulferdingen, Catlin
Gentry, Kathleen
Gonsalves, Michael
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Miller, Teresa
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Morgan, Glenna
Gray, Nicol
Moroney, Kathleen
Grimm, Annabel
Muller, Amanda
Hansen, Lauri
O’Connor, Melanie
Hanson, Ginny
Paquin, Barbara
Harper, Janelle
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Sharman, Jane
Simpson, Regina
Gervasi, Crystal
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Korte, Michelle
Farmer, April
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Saulan, Cassundra
Knox, Marie
DeMeyer, Sharon
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Salomon, Patti
Berglund-Smith, Michelle
Debon, Cindy
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Kitchell, Jeni
Rumiano, Sara
Baxter, Ginny
Davis, Nicole
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Kinch, Kathy
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Pico, Christine
Heileson, Annette
Poldervaart, Stephanie
Hensley, Jeff
Porter, Wendy
Herrera, Jessica
Randolph, Teri
Higgins, Melanie
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Ratterree, Laurie
Hillman, Kathleen
Rawie, Megan
Hocking, Tess
Raye, Anita
Hollis, Pam
Rice, Jill
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Yant, Robin
Yates, Dolores
Young, Norma
DISCUSSION
1.
FINANCIAL ACCOUNTING & REPORTING (Michelle Korte):
 Overview – role of funds
 Updated accounts and fund list
o New core and specialized expense account lists are located at
http://www.csuchico.edu/far/chartfields.shtml
o New listing of funds quick guide is located at http://www.csuchico.edu/far/chartfields.shtml
 New temporary contact for CPOs and trust agreements
o CPO (Cash Posting Orders from either Chancellor’s office or State Controller’s office) will
be handled by Josh James.
o Trust Agreements will be handled by Mary Gaffney and Josh James.
 CFS maintenance pack - upgrade
o Save the date – CFS downtime April 21 - 25
o Insight will be available through April 20; updates will not be available until April 25.
2.
ACCOUNTS PAYABLE (Melissa Taylor):
 Signature authorization refresh cycle
o Approximately four years have passed since we updated the Signature Authorization form.
o We will be sending a request to all departments to complete the new form which should
include all employees who are authorized to sign off on represented activities; all department
ID’s; and, signature approval by the Dean/Department Chair/Administrator.
o After the initial update, whenever an employee turnover/role change occurs, a new form
must be submitted as a replacement.
o Deadline is March 1. The form is located at http://www.csuchico.edu/fin/forms.shtml#forms--ap
 Travel
o Airport mileage
 Must use most direct route (~86 miles one way).
o Concur
 We have had several requests for Concur training. We will be working with HRSC
Professional Development to setup a time and place if you need a refresher, new to
Concur, or have additional questions or concerns.
 Book air travel and car rental using our State rates. These can be direct billed to your
department ID.
 If you have credits from previous flights these are available for use with future travel
or may be passed to another employee in your area.
o Updated procedures and forms
 Updated forms and procedures effective January 1, 2016 are located at
http://www.csuchico.edu/fin/forms.shtml#forms--ap Always use the current form for
submitting your requests.
 Return of funds (Travel, Procurement Card, Petty Cash)
o Please do not staple cash or paper clip envelopes of cash in cases where return of
funds are necessary and send through campus mail. Walk to AP or request a check
made payable to the University.
3.
BUDGET (Jeni Kitchell):
 New fund T8515 – Research, Scholarly, and Creative Activity Awards (RSCA)
o Allocations go to the trust fund not the general fund (G1006)
o Expenses are paid from and the balances remain in the T8515
 Reminder about using class and program codes
o Class codes are used for any special cost reporting needs the campus department may have
that is not met by the other 5 defined chartfield codes.
o Program codes are used to define a set of ongoing general activities that needs to be
financially tracked. These are ongoing with no start and end date.
o It is the department’s responsibility to include the program code on transactions when the
fund does not require it.
 Insight chartfield searches
o All chartfields (deptids, funds, accounts, classes, programs, projects) are located in Insight at
the following path - Home > Financials > Financials Reports > Chartfield Listings >
o These files can be downloaded to Excel for easier sorting/filtering.
 Budget transfer vs. actual
o General discussion about situations where it is more appropriate to do a journal entry
adjusting actuals rather than a budget transfer. Although it is convenient for departments to
process budget transfers to other departments on campus, it often misrepresents the
department/college/unit’s overall budget.
o There may be limited situations where budget transfers to other departments are necessary.
o FIN staff will work on a template, or general guide, for requesting journal entries to actuals.
It was noted that it may be helpful to have a guideline of requested information when
departments request an adjustment since details and backup may be required.
o More discussion to follow at future forums. For questions on a specific situation please
email fincfs@csuchico.edu.
4.
PROCUREMENT & CONTRACT SERVICES (Sara Rumiano):
 Year-end reminders
o Cleanup Encumbrances – run the OPEN COMMITMENT report in Insight to review any
outstanding balances. If you have received all items on the purchase order and all lines have
been paid, contact the buyer to close the PO. Review your Open Commitment reports
monthly to clean up any outstanding POs before year end.
o ITPRs (IT Procurement Review) are required for all annual renewals of hardware and
software. The form is located at http://www.csuchico.edu/fin/forms.shtml#forms--pcs
o Yearend schedule is coming soon and notice will be sent via email and campus
announcements.
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ESM – Campus Marketplace. Within the next few weeks we will be able to sign-in using our
CSUC credentials. An email will be sent notifying you of the new login website.
5.
EXCEL PIVOT TOOL:
 Now is the time to update your budget and year-end projections using whatever tool you have
developed. Please don’t wait until May/June.
 If you need a review, training or your department’s budget setup on the Excel pivot tool for
your monthly reports, send an email to fincfs@csuchico.edu
OTHER DISCUSSIONS
6.
 We welcome all feedback, future topics, and suggestions. Please send to fincfs@csuchico.edu
TO DO LIST SUMMARY
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Task
FUTURE MEETINGS
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