CSU, Chico Financial Services Forum
Meeting Date: 10/24/2014, 10:30-12:00
Meeting Location: KNDL 207-209
ATTENDING TEAM MEMBERS AND GUESTS
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Abelar, Devona
Adrian, Lori
Boyes, Debbie
Brogden, Beth
Carrillo, Gale
Chappell, Kristen
Coorough, Amanda
Corona, Stacie
Corral, Angela
Cox, Theresa
Davis, Nicole
DeBon, Cindy
Donner, Mlenya
Emanuel, Jill
Fuentes, Lori
Funk, Susan
Garnett, Julie
Gauthier, Donna
Gentry, Kathleen
Gray, Nicole
Grimm, Annabel
Heileson, Annette
Henry, Lauri
Hensley, Jeff
Hillman, Kathleen
Hoffman, Flynn
Hollis, Pam
Holmes, Michelle
Kelly, Cindy
Khang, Som
Killingsworth, Donna
Kinch, Kathy
Kitchell, Jeni
Korte, Michelle
Langston, Beverly
LaRue, Barbara
Long, Heather
Lydon, Yvonne
Maas, Kara
Magana, Anna
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Mays, Jennifer
McCrea, Robin
McMurry, Jeanette
McNairn, Michael
Mendoza, Jessie
Methvin-Terry, Jeanette
Miller, Teresa
Moroney, Kathleen
O’Connor, Melanie
Paquin, Barbara
Randolph, Teri
Ratterree, Laurie
Raye, Anita
Ringel, LeRita
Rose, Stephanie
Rumiano, Andrea
Rumiano, Sara
Salas, Deanna
Salomon, Patti
Saulan, Cassundra
Sharman, Jane
Simons, Kelly
Simpson, Regina
Smock, Jason
Snyder, Langley
Sowers, Darleen
Tarabini, Erin
Taylor, Melissa
Tigri, Gina
Townzen, Lisa
Trombley, Jeanette
Turner, Kathy
Vargas, Kathy
Vong, Barbara
Warnock, Donna
Washburn, Lisa
White, Victoria
Wiggins, Catherine
Wilson, Erin
Wright, Jenna
Yant, Robin
DISCUSSION
1.
Chartfield Overview – Accounts – Michelle Korte:
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A presentation on the account chartfield was given. This power point included an overview of the role
of the account for financial reporting, the purpose of the account, and a summary of the categorical
numbering of the account chartfield. The Account PowerPoint file presented is located at
http://www.csuchico.edu/fin/Financial-Services-Forum.shtml
Minutes 10/24/2014
Page 1 of 3
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A reminder was presented to departments that the account chartfield plays a significant role in the
University’s financial reporting to the State Controller’s Office, CSU Systemwide consolidated financial
reporting and the CSU’s audited GAAP financial statements. Using the most appropriate account rather
than a generic account, whenever possible, is important for proper financial reporting. To facilitate the
selection of the most appropriate account, a matrix of core accounts by category is now available at
http://www.csuchico.edu/far/cmsfinancials/chartfields.shtml
If departments have any questions in selecting the appropriate account, please contact Financial
Accounting & Reporting (Mary Gaffney ext. 6097, Josh James ext. 5002 or Mai Vang ext. 5822)
2.
Procurement Update – ESM site for Procurement Marketplace – Sara Rumiano:
 The new E-procurement campus marketplace is a procurement card based system that incorporates
competitive bid contracts with suppliers that are priced for CSU only and offer free shipping.
 The system, training, and guidelines will be available soon.
3.
IT Equipment, Software, Furniture Codes – Sara Rumiano:
 Selecting the appropriate account for the purchase of IT software, equipment and furniture can be
challenging for departments but it does follow a defined decision hierarchy based on what is being
purchased and the dollar value. To assist departments in choosing an appropriate account for these
items, a new matrix has been created and can be accessed at either of the following URLs:
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4.
http://www.csuchico.edu/fin/forms.shtml#how--pcs or
http://www.csuchico.edu/far/cmsfinancials/chartfields.shtml
If departments have any questions in selecting the appropriate account, please contact Financial
Accounting & Reporting (Mary Gaffney ext. 6097, Josh James ext. 5002 or Mai Vang ext. 5822).
Continuing Education – Campus Partners Fund – Stacie Corona/Jeni Kitchell:
 Student Affairs distributions will be in the General Fund
 Campus Partners funds unfrozen for colleges, only ones with dollars remaining in the fund
o Debra Barger and Deans each have agreements moving forward and a list of appropriate
expenditure categories were developed and shared with the colleges
o Colleges prepare annual budgets to be presented to Debra Barger subject to review by our
departments --- not going to audit and review each expenditure according to the
expenditure categories but will be doing some spot checks after the fact
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We hope this will be more efficient but still some accountability over the use of the funds (this has
been a subject to multiple audits by CO and California State Auditor within our CSU system).
Travel – Miscellaneous Updates – Melissa Taylor:
 The ICSUAM 3601.01 Travel Procedures and Regulations G-001 have been updated effective December
1, 2014. These are a summary of significant procedural changes:
* Clarifies that these procedures are neither intended to nor shall be interpreted in any manner that
would diminish the rights of employees under a settlement agreement. (II-Page 5)
* Clarifies that payment of travel costs for CSU employees by another party may constitute a conflict of
interest. (II-Page 6)
* Revises the recovery procedures for cash advances and pre-paid expenses. (III-Page 9)
* Adds personal credit cards as a recognized form of payment for rental car contracts. (IV-Page 14)
* Clarifies allowable mileage expenses for private vehicles. (IV-Page 15 and 16). Updates the mileage
reimbursement rates for private vehicles (automobiles) as announced in Memorandum dated December
18, 2013, effective January 1, 2014. (Appendix B-Page 42)
* Clarifies a documented pre-approved exception is required for reimbursement of lodging costs above
the maximum limit. (V-Page 18)
* Adds new section “Employee Travelers – Athletic Coaches.” (VII-Page 21)
* Clarifies that Postdoctoral Fellows must be “employed by the university” in order to be reimbursed for
travel expenses. (VII-Page 22)
Minutes 10/24/2014
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* Adds a new section “Adjustment for Meals provided without Charge” for Travel to Alaska, Hawaii, or
the US Possessions. (XII-Page 33 and 34)
* Adds a new section regarding request for receipts or additional documentation if it appears that an
employee is routinely claiming the same amounts. For example, travelers should be required to submit
meal receipts if it appears they are treating the meal and incidental reimbursement cap as a per diem by
routinely claiming the maximum of the cap. (X-Page 30)
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6.
The TravelStore now offers e-receipts from participating vendors. If you have a Concur account, go to
your profile, click “E-Receipt Activation”.
A new travel claim is now available to accommodate more than one page, “Travel Expense ClaimNEW”. Items on page two will automatically calculate and populate to page one.
http://www.csuchico.edu/fin/forms.shtml#forms--far
Southwest reservations are now available through Concur.
General Reminders:
o Please use campus zip as mailing address for employee reimbursements.
o On travel requests, please do not mark “No expenses to claim” if direct bill transactions will occur
(SWABIZ, Concur, Enterprise). This selection is for communication of a trip, but has no budgetary
impact to University.
o Gratuity reimbursement cap is 20%.
Financial Forum Series:
 Future topics for forums will include budgets, life cycle of a purchase order, reconciling revenue or cost
recovery income accounts, Excel pivot reports, or other topics of interest. We will travel to colleges and
divisions to introduce ourselves and how we can give support with our services.
OTHER DISCUSSION
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None
TO DO LIST SUMMARY
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Task
Responsible Party
Due
Date
Status
1.
FUTURE MEETINGS
Date: February 10, 2015
Minutes 10/24/2014
Time: 2:00 – 3:30
Place: SSC 150
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