CSU, Chico Financial Services Forum
Meeting Date: 03/25/2014
Meeting Location: KNDL 207-209
ATTENDING
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Battle, Terry
Boyes, Debbie
Brogden, Beth
Carrillo, Gale
Chappell, Kristen
Coorough, Amanda
Corona, Stacie
Cox, Theresa
Emanuel, Jill
Fuentes, Lori
Funk, Susan
Garnett, Julie
Gauthier, Donna
Gentry, Kathleen
Hensley, Jeff
Henry, Lauri
Hillman, Kathleen
Hoffman, Flynn
Hollis, Pam
Holmes, Michelle
Killingsworth, Donna
Kinch, Kathy
Kitchell, Jeni
Korte, Michelle
Langston, Beverly
LaRue, Barbara
Long, Heather
Maas, Kara
Magana, Anna
Martin, Kaari
Mays, Jennifer
McCrea, Robin
McMurry, Jeanette
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McNairn, Michael
Meyers, Stephanie
Miller, Teresa
Moroney, Kathleen
O’Connor, Melanie
Paquin, Barbara
Randolph, Teri
Ratterree, Laurie
Ringel, LeRita
Rumiano, Andrea
Rumiano, Sara
Salomon, Patti
Saulan, Cassundra
Sharman, Jane
Simons, Kelly
Simpson, Regina
Smock, Jason
Snyder, Langley
Sowers, Darleen
Tarabini, Erin
Taylor, Melissa
Townzen, Lisa
Trombley, Jeanette
Vargas, Kathy
Vong, Barbara
Warnock, Donna
Washburn, Lisa
White, Victoria
Wiggins, Catherine
Wilson, Erin
Williams, Crystal
Wright, Jenna
Yant, Robin
INTRODUCTIONS
1.
Stacie Corona gave a welcome to the first Financial Services Forum and a brief introduction to explain the
processes that revolve around the Chancellor’s office policies, campus procedures, customizing all forms,
departments’ roles under the Financial Services umbrella. This forum was created to cover a wide range of
topics from the “financial side” for training, sharing of information, challenges, feedback, topics for future
forums such as lottery dollars, continuing education funds, student learning and consolidated course fees,
travel, hospitality, American Express government card, procurement card, Office Max program, PEWAF
process. Our departments and forum are here to help serve the campus as you are the customers.
Department Roles & Introductions
 Procurement & Contract Services (PURC) – Sara Rumiano, Director; procurement cards, Office Max,
acquisition of goods and services, hospitality, Small Business & Disabled Veteran Business Enterprise,
etc.
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Financial Accounting & Reporting (FAR) – Michelle Korte, Director; GAAP financials, FIRMS
reporting to CO, non-student and payroll accounts receivables, accounts payable, PEWAFs, journal entry
processing, CAF/chargebacks, SCO reporting, chartfields, fixed asset reporting, project capitalization.
University Budget Office (BUD) – Jeni Kitchell, Director; budget transfers and allocations, student fees,
Chancellor’s Office audits, spending guidelines.
Student Financial Services (SFIN) – Anna Magaña, Director; direct deposits, university cashiering,
student accounts, course fees.
Accounts Payable (AP) – Melissa Taylor, Manager of Accounts Payable and Accounting Applications;
non-payroll disbursements to vendors and individuals including business travel, CRBTA/BTA charge
distribution, procurement card and Office Max charge distributions, 1099 reporting compliance, fringe
benefit reporting, sales and use tax compliance, non-resident State of California withholding.
DISCUSSIONS
2.
Financial Services New Website (Sara Rumiano): The new website encompasses the following
departments under one umbrella: University Budget Office, Procurement & Contract Services, Financial
Accounting & Reporting (formerly Accounting Operations and Financial Reporting), Accounts Payable, and
Student Financial Services. Provides easier access to forms, policies and procedures, and “How Do I”
questions and answers.
3.
2013-14 Fiscal Schedule (Melissa Taylor):
 New Excel format to meet the needs of the campus users to filter and sort the data.
 Contact Financial Services for any feedback on format or content.
4.
CFS 9.2 Upgrade (Michelle Korte):
 New upgrades from the Chancellor’s office will go live on Tuesday, April 22 at 8:00 a.m.
 All campus users will be locked out from Monday, April 14 at 11:00 a.m. until Tuesday, April 22, 8:00
a.m.
 April 15 - new CFS 9.2 training guides will be posted to www.csuchico.edu/purc under “How Do I”.
 Data warehouse data will not be updated between April 16 and April 22.
5.
Carryover Reporting (Jeni Kitchell):
 Contact Darlene Sowers in the Budget Office for assistance with the Budget Projection Worksheet that
Carol Rudolph used. This may be a useful tool in projecting your expenses through the fiscal year end
for carryover reporting in Academic Affairs.
 May 23 is the deadline for departments in Academic Affairs to submit budget transfers for contingent
carryover, per Jennifer Mays.
 Revenue and expenses need to be recorded in the fiscal year in which the goods/services were received
or rendered. Transactions should not be held for posting in the next fiscal year. Please contact Financial
Services if you have any questions.
 Academic Affairs departments – if unexpected revenue or expenses come up after carryover reporting,
please work with Jennifer Mays for adjustment.
OTHER DISCUSSIONS
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Procedure for chargeback correction – Departments should work directly with the service center that
provided the service. Service centers will process corrections in their systems for the monthly
chargeback cycle. Service centers may work directly with Melissa Taylor as needed.
Travel claim expenses not equal to postings in Insight – Efforts are made to communicate significant
adjustments to claim reimbursements. For CRBTA, charges will vary depending on the amount of fuel
in the vehicle once it is returned; direct bill receipt from Enterprise is estimate of fuel charges to be
incurred.
Request for different time of year for upgrades – these upgrades are mandated by the Chancellor’s
office for all campuses to go live on the same date.
TO DO LIST SUMMARY
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Task
Responsible Party
Due
Date
Status
1.
FUTURE MEETINGS
Date: May 22, 2014
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Time: 10:30 – 12:00
Place: KNDL 207-209