Accounting Services Updates Presented by: Kendal Chaney-Buttleman & Irina Skiba Business Partners Round Table April 16, 2019

Reminders Mid-Year Close Review for the following transactions: Expenditures, Non-Payroll & Payroll Expenses, AP Invoice Payments, Travel Reimbursements, Pro-Card Transactions, Budget Transfers, Revenues/Reimbursements, Review of Purchase Orders Expenses Posted Deadline for Campus to submit Expenditure Transfer Deadline for AS to post Expenditure Transfer July – September October 31 December 3 October - December February 2 March 1 January - March April 30 June 3 April - June June 20 End of FY To promote timely review of financial data, support colleges and improve integrity and timeliness of year-end reporting we are approaching 3rd QTR deadline. Any accounting transactions posted between January and March may be submitted for correction by April 30th. In reviewing FDW reports the date to look out for is the “Journal Date”.

Reminders 2018/2019 Year-End Departmental Deadlines https://www.csus.edu/aba/accounting/Documents/2018_2019_Year_End_Department_Deadlines-rev%20Aug%202018.pdf March 1st is the first year-end departmental deadline. Only 24 days away! - Year-End Departmental Deadlines file is posted on Accounting Services website

In FY2019/20 a new Event Planning Guide & Procedures is coming Planning an Event An Event is considered (University/UFSS): Conferences, Workshops, Meetings Fundraisers, Celebrations, Ceremonies If you are collecting a “Fee” then must get approval before making any plans Request an “Event Approval” form by emailing to: Caryl Vickers-Harper, vickersca@csus.edu LaVerne Simmons-Barnett, barnettlw@csus.edu In FY2019/20 a new Event Planning Guide & Procedures is coming All events for University or UFSS must get prior approval before making any plans when fees are being collected. Complete the Event Approval form and send to Caryl & LaVerne, once approved then setup will be done in eMarket or University Ticketing system to collect online payments. Check payments will be mailed directly to the Bursar’s Office. More information will be provided throughout the event setup process.

OnBase Expenditure Transfer Request Form Release Date in Production: April 29, 2019 For correction of actual posted expenses only New & Old forms will be accepted through 10/31/19 No old forms will be accepted after 10/31/19 Access in My Sac State>Staff Services>My Forms https://onbase.csus.edu/unity/forms/ExptTransfers.aspx CARS (Common Access Request System) for DOA access Expense to Expense Cost Recovery & Sponsorships are to be submitted via Excel

OnBase Submission BENEFITS Emails FDW Request No. DOA Faster Posting 24/7 Status Check Auto-population of fields Fewer keystrokes OnBase Submission BENEFITS Eliminates the need for Supporting Documentation from FDW Sends emails to the requestor & all DOAs Assigns a request # for each submission for ease of tracking Enhances security by limiting access to ET DOA staff only Allows all staff to virtually view the form & the status anytime, 24/7 Automates interface resulting in a faster posting turnaround time Auto-populates certain fields for fewer errors Reduces keystrokes

New Expenditure Transfer Form Reason 1 Journal ID & Line # 2 Offsetting Chartstring 3 Fewer key strokes. Time saver. Submission with as little as 3 data entries: reason, journal data & offsetting chartstring. View the form in Custom Queries.

Training Sessions Training Date Time Location 4/29/2019 10:00 am – 12:00 pm Library 12 4/30/2019 1:00 pm – 3:00 pm 5/6/2019 5/8/2019 5/10/2019 5/13/2019 5/17/2019 5/20/2019 5/22/2019 5/24/2019 5/29/2019 5/31/2019 Sessions will be organized by the Division/College. Analysts will be contacted to coordinate If your division’s session doesn’t work for you please contact ipskiba@gmail.com to sign up for a different session Training will resume in October 2019 Learn how to submit the form and how to search it in OnBase

Questions or Concerns! Contact Information: Accounting Services Generic Email accountingservices@csus.edu UFSS Generic Email ufssaccounting@csus.edu Accounting & UFSS Main Line 916-278-6826 Accounting Services Website https://www.csus.edu/aba/accounting/ UFSS Website https://www.csus.edu/aba/financial-services/ufss/