CSU, Chico Financial Services Forum
Minutes - April 27, 2016
1:30-2:45, CLSA 100B
ATTENDING TEAM MEMBERS AND GUESTS
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Abelar, Devona
Holmes, Michelle
Adrian, Lori
Hooste, Joanna
Allione, Sylvie
Kelly, Cindy
Anderson, Jessica
Khang, Som
Armocido, Peggy
Kilcoyne, Heather
Armstrong, Summer
Kinch, Kathy
Saulan, Cassundra
Bass, Laura
Kitchell, Jeni
Sharman, Jane
Baxter, Ginny
Knox, Marie
Simons, Kelly
Berglund-Smith, Michelle
Korte, Michelle
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Rumiano, Sara
Salas, Deanna
Salomon, Patti
Simpson, Regina
Lakowski, Danny
Smith, Donna
Langston, Beverly
Smock, Jason
Carrillo, Gale
Lara, Jennifer
Snyder, Gudrun
Coorough, Amanda
LaRue, Barbara
Snyder, Langley
Corona, Stacie
Layne, Martha
Sowers, Darleen
Corral, Angela
Lee, Becky
Stoner, Margaret
Cox, Theresa
Lehner, Sarah
Croman, Cheryl
Lemire, Kristen
Cunningham, Katrina
Long, Heather
Davis, Nicole
Long, Susan
Debon, Cindy
Lusardi, Jessica
Thomas, Mandra
DeMeyer, Sharon
Lydon, Yvonne
Tigri, Gina
Emanuel, Jill
Magana, Anna
Townzen, Lisa
Farmer, April
Marshall, Rana
Trombley, Jeanette
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Fox, Jo
Frisbee, Laura
Mays, Jennifer
McCrea, Robin
Funk, Susan
McGrath, Ronda
Garcia, Linda
McMurry, Jeanette
Garnett, Julie
Gauthier, Donna
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McNairn, Michael
Mendoza, Jessie
Stumbaugh, Traci
Suschil, Diane
Tarabini, Erin
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Martin, Bradley
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Fuentes, Lori
Taylor, Melissa
Vargas, Kathy
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Vong, Barbara
Warnock, Donna
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Washburn, Lisa
Wiggins, Catherine
Williams, Kim
Wilson, Erin
Methvin-Terry, Jeanette
Wright, Jenna
Miller, Teresa
Wulferdingen, Catlin
Morgan, Glenna
Yant, Robin
Moroney, Kathleen
Yates, Dolores
Grimm, Annabel
Muller, Amanda
Young, Norma
Hansen, Lauri
O’Connor, Melanie
Hanson, Ginny
Paquin, Barbara
Harper, Janelle
Pico, Christine
Gonsalves, Michael
Gray, Nicol
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Rumiano, Andrea
Buck, Suzy
Gervasi, Crystal
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Rose, Stephanie
Boyes, Debbie
Gentry, Kathleen
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Heileson, Annette
Poldervaart, Stephanie
Hensley, Jeff
Porter, Wendy
Herrera, Jessica
Randolph, Teri
Higgins, Melanie
Ratterree, Laurie
Hillman, Kathleen
Rawie, Megan
Hocking, Tess
Hollis, Pam
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Raye, Anita
Rice, Jill
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McCune, Duane
DISCUSSION
1.
ACCOUNTS PAYABLE (Melissa Taylor):
 Petty Cash
o Invoice for under $50 form has been discontinued
o User guides and procedures will be posted to the Accounts Payable Policies and Procedures
website once complete.
 Travel
o Enterprise rental car corporate account number has changed. The DBCA portion has been
replaced with XZCA. The last three (3) numerical digits remain the same.
o Enterprise rental car rates have been updated. These rates are posted on the Accounts
Payable website under Announcements: http://www.csuchico.edu/ap/index.shtml
o Private car vs. flying
 Prior to the travel dates, fill out the Travel Transportation Cost Comparison form (located
at http://www.csuchico.edu/fin/forms.shtml) to get the most accurate costs for lodging,
airfare, car rental for the time of the actual dates.
o Travel request approval/claim forms for 2015 will be removed from website by the end of
May.
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2.
Reminder – All INVOICES are due by 5:30 on June 7. If you receive any invoices after the
deadline, send to Accounts Payable for processing; do not hold invoices.
STUDENT FINANCIAL SERVICES (Stacie Corona):
 Cash Receipts are due by noon on Thursday, June 30th at the Cashiering Office, SSC 230
 Reminder that cash/checks need to be deposited on the day of receipt per CSU Policy.
3.
FINANCIAL ACCOUNTING & REPORTING (Michelle Korte):
 Update your budget projections through June. Review the PowerPoint presentation, page 5
located on our Forum page http://www.csuchico.edu/fin/Financial-Services-Forum.shtml
 If you need assistance with setup for the new budget tool or have questions, send an email to
BUDGETCFS@csuchico.edu
 Reconcile and review year-to-date transactions as soon as possible to request corrections by
June 30. Send requests to FINCFS@csuchico.edu
 An overview of obligations and prepaid expenses was presented. (see PowerPoint agenda page
9).
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.
 New Year Purchase Orders and Renewal Spreadsheet
o New year purchase orders (blanket, service orders, software, etc.) get new year dates. The
requisition and accounting date will be 07/01/2016 and the due date will be 06/30/2017.
o In the description, each line should start with “16/17 FY”
o Comments should be the standard comment of ******SERVICE RENEWAL
2016/17******
o The instructions/quick guide and renewal spreadsheet are located at
http://www.csuchico.edu/purc/fiscal.shtml
o Important reminder to send in your attachments either electronically or hard copy.
Attachments should contain the requisition number.
 May 9th deadline:
o All service renewals (annual contracts for the new year)
o Commodity and services for the current year $20,000 and up
o Any software being purchased using current year funds (ITPR)

Procurement Card purchases use this ship-to address:
PCC RECEIVING DEPT – CSU, CHICO
ATTN: <insert Cardholder’s Name AND Department Name>
940 W 1ST ST
CHICO CA 95929
5.
BUDGET (Jeni Kitchell):
 PT-11 Submissions
o SCO processing time determines the fiscal year in which the adjustment is posted.
Submissions by May 2nd should be included in the 2015-16 fiscal year. Submissions after
May 2nd may post in 2016-17.
 Student Learning Fee (SLF) Awards
o Deadline for spending the awards is June 30 2016 (not encumbered)
o May Student Assistant charges post in June and are the final expenditures for the 2015-16
year. June Student Assistant charges post in 2016-17, therefore the current SLF positions
cannot be used.
 New Payroll Account Codes effective 7/1/2016
o 601S05 – CSEA Salary Stipend
o 601A03 – Student salary Transfer
o 601M02 – Management & Supervisor Salary Transfer
o 601D52 – Department Chair Salary Transfer
 Budget vs. Actuals Update
o Financial Services working group in progress. Should have further direction in the Fall.
6.
FINANCIAL SERVICES (Stacie Corona):
 Latest version of the fiscal yearend schedule is located at http://www.csuchico.edu/fin/
 Two versions available: Excel and calendar
6.
 We welcome all feedback, future topics, and suggestions. Please send to fincfs@csuchico.edu
OTHER DISCUSSIONS
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TO DO LIST SUMMARY
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Task
FUTURE MEETINGS
Date: TBD – Early Fall 2016
Responsible Party
Time:
Due
Date
Status
Place: