14-15 UNIVERSITY YEAR-END ACCRUAL & DEFERRAL TRAINING QUESTIONS
ACCRUALS:
How is Arrowhead accrued by Accounting?
ANSWER: Arrowhead (drinking water that is delivered) invoice will be vouchered into the
general ledges by the Accounting Department prior to the books closing. How the invoice is
vouchered charges the department for their costs.
DELEGATION OF AUHORITY:
Are The University Corporation and the Foundation delegation of authority available in
P/S CFS?
ANSWER: No, the University does not input the delegation of authority into P/S CFS for the
Auxiliary to use stateside. The Auxiliary does not use this feature in People Soft (P/S). On the
stateside, Department ID delegation of authority is available in P/S CFS to use with MB500 and
MB51X but not for Trust Funds. Trust Funds fiscal authority take precedence over
Departmental fiscal authority. For more information and instructions see the ‘Delegation of
Authority’ form with instructions at https://csumb.edu/finance/university-forms
GIFT CARDS:
Do we use the same gift card procedures used in research for non-research gifts?
ANSWER: Basically the answer is yes. There are some minor differences. All gift card
purchases have to be preapproved by the Director of Accounting. Using the ProCard to purchase
gift cards is restrictive. Contact account_payable@csumb.edu for more instruction. See
Accounting website at https://csumb.edu/finance/university-accounts-payable
JOURNAL UPLOAD TOPIC:
When to use the Journal Upload Templates?
ANSWER: For revenue and expense (not payroll) activity or for general ledgers adjustments:
 To correct Fund
 To correct Account
 To correct Dept. ID
 To correct Program Code
 To correct Class Code
 To correct Project ID
 To transfer funds from one cost center to another (i.e. cost sharing)
See Expense Transfer Form Instructions available on the Accounting Website at
https://csumb.edu/finance/university-forms for more information.
Why do you have a separate Procard journal upload template; why can’t we use one
template for all of my expense transfers?
ANSWER: You do not have to use two separate templates separating ProCard from the rest of
expense transfers. You can post as many expense transfers as you like on one template. The
reason for the two separate forms is they provide different directions. Procard description fields
are different. It helps to know the cardholder name to differentiate between activity in the
general ledgers. Place initials of the cardholder in the reference field if combining different
cardholder activity to read as: PRCDXXX where XXX = cardholder initials
What fields on the Journal Upload Form require data?
ANSWER: All as applicable (cost centers) except for:
 SCENARIO (budget)
 STAT (*payroll)
 STAT AMT (*payroll)
 OPEN ITEM (used by Accounts Payable to track travel advances)
*REMINDER: Payroll is never corrected by using the Expense Transfer Form or the Journal
Upload Template by Departments. This requires a Payroll Adjustment (contact the Budget
Office).
What does the FRT stand for on the Expense Transfer Form (ET)?
ANSWER: The FRT BOX is checked on the Expense Transfer Form if a transaction is for
‘faculty release time’ related to a grant. Note: FRT transfers using salary and benefit accounts,
will require prior approval by the Budget Office.
SHIPPING & RECEIVING:
Are we supposed to send receivers (packing slips)?
ANSWER: If you receive goods directly, then you are to send the original packing slips to the
Shipping & Receiving Department (FSO). This is for all packing slips. The packing slip should
display:
 CSUMB Purchase Order Number (PO #); or ‘NO PO’ stated
 Invoice # (if available)
 Date received by the department
 What items have been received
 Clearly state what items have not been received
 Clearly state what items will be returned to the vendor, and the reason for returning
 State the reason why the items were received by the Department, instead by Central
Receiving
 Printed and signed name of the person receiving on behalf of the Department
If the packing slip is for A Purchase Order that requires receiving (3-way match PO) then S&R
(FSO) will enter into CFS so that Accounts Payable is able to voucher and pay for the goods.
At year-end this becomes critical for:
 Vouchering – need proof goods are received
 Paying – need proof goods are received
 Manual Accruing – need proof goods are received
 Auto Accrual – GL015 job – will accrue for departments based on receiving only (not
paid or vouchered in the system)
Otherwise some type of proof that the vendor guarantees the goods will be received at CSUMB
by June 30 is required.
See Accounts Payable website https://csumb.edu/finance/university-accounts-payable for more
information.
VENDOR DATA RECORD (VDR):
Is there a listing available of who has a VDR record on file?
ANSWER: For recurring vendors, the vendor needs to report any changes especially in regards
to tax reporting and withholding. If a Department is aware of any such changes, they need to
notify Procurement.
To know if a vendor is recurring, you can do a look up by the Supplier ID. Attached is the job
aid, ‘Create Purchase Requisitions’ that mentions the inquiry pages available to you. For the
‘Requisition Inquiry’ there is a new path (see below).
P/S CFS PATH: REQUISITION INQUIRY:
Main Menu>Purchasing>Requisitions>Review Requisition Information>Requisitions
NOTE: Some vendors only receive direct payments. If that is the case you will receive the
message below:
Another way is by Supplier Name (short and long)
A VDR that exists for Corporation, or any other CSU, cannot be used for CSUMB. CSUMB
must have a unique VDR set up to be in compliance with CO regulations.
Procurement (BSS) should be able assist you as well if you need help finding the vendor in the
system.