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

2. 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”.

3. Reminders 2018/2019 Year-End Departmental Deadlines
March 1st is the first year-end departmental deadline. Only 24 days away!
- Year-End Departmental Deadlines file is posted on Accounting Services website

4. 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 ing to:
Caryl Vickers-Harper,
LaVerne Simmons-Barnett,
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.

5. 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
CARS (Common Access Request System) for DOA access
Expense to Expense
Cost Recovery & Sponsorships are to be submitted via Excel

6. OnBase Submission BENEFITSs
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 s 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

7. 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.

8. 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 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

9. Questions or Concerns!
Contact Information:
Accounting Services Generic
UFSS Generic
Accounting & UFSS Main Line
Accounting Services Website
UFSS Website