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  • About Accounts Payable
    Summer 8 30am to 4 00pm closed 12pm 12 30pm Department Zip 6004 Campus Closed September 7 2015 Labor Day November 11 2015 Veteran s Day November 26 2015 Thanksgiving December 25 31 2015 Observed Holidays January 1 2016 New Year s Day About Accounts Payable Accounts Payable AP is part of the Financial Services department within the Administration Business Affairs ABA division AP provides administrative and fiscal support to

    Original URL path: http://www.csus.edu/aba/Accounts-Payable/about.html (2016-02-12)
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  • Accounts Payable Staff
    00am to 5 00pm closed 12pm to 1pm Hours M F during Summer 8 30am to 4 00pm closed 12pm 12 30pm Department Zip 6004 Campus Closed September 7 2015 Labor Day November 11 2015 Veteran s Day November 26 2015 Thanksgiving December 25 31 2015 Observed Holidays January 1 2016 New Year s Day Accounts Payable Travel Staff Susan Johnson Director of AP and Travel 916 278 7444 sjohns

    Original URL path: http://www.csus.edu/aba/Accounts-Payable/staff.html (2016-02-12)
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  • FAQs
    typical errors in travel reimbursement claims and how can I avoid them A Please do the following Make sure the travel purchase order number not the requisition number is on the claim Make sure all necessary ITEMIZED receipts are attached to the claim Include expenses that were advanced and their receipts in the claim total Be sure to include the departure and return dates and times Make sure you have the signature of the claimant and the approving authority Make sure that the traveler s vehicle license plate number is listed on claim if traveler is claiming mileage No lodging meals or incidental allowance may be claimed if travel is within 25 miles for the employees normal work location Locating lodging where discounted state rates are given is encouraged and also getting the occupancy tax exemption when allowed by hotel Q How soon do I have to turn in my travel expense claim A To clear all travel advances and to get reimbursed you must file an approved Travel Expense Claim STD 262 within 30 days of returning from a trip send approved form to Accounts Payable ZIP 6004 The form is located within the Accounts Payable Travel section of the ABA Forms webpage Back to Top Accounting Services Q What are your office hours A Please visit our website for current office hours indicated on the left side of the webpage Q What is a Cash Posting Order CPO A It is the tool used to move cash between Sac State and another CSU campus or between Sac State and the Chancellor s Office CO CPO payments are made electronically by the CO they are no longer invoiced or paid with checks For more information see the CPO webpage Q Where do I find the appropriate expense account to use i e chart string chart field A Refer to the Expense Account Listing chart on the Accounting Services webpage Q How do I move expenses from one fund and or Dept ID to another A Departments or program centers request expenditure transfers in order to move expenses Complete an Expenditure Transfer form located within the Accounting section of the ABA Forms webpage Q What makes up the chartfields A Account Fund Dept ID Class if any Project if any Q How do I correct the account chartfields to which the expense was posted A Complete an Expenditure Transfer form located within the Accounting section of the ABA Forms webpage Q What is the University s federal tax ID number A The federal tax ID number for the University not for any of the Auxiliaries is available in our W 9 Tax ID packet please review all the pages More information is available on the University s Tax Status webpage Back to Top Pr ocurement Contract Services Q What are your office hours A Please visit our website for current office hours indicated on the left side of the webpage Q How do I know which buyer is working on my requisition A The instructions are located in the CFS Requisition Process User Guide see page 53 Q How can I find out the purchase order for my requisition A The instructions are located in the Requisition Process User Guide Manual please see Section 9 page 37 Q What is the bid limit for commodities and services A Please see the VendorGuide pages 11 13 for more information and specific bid limits Q Where can I find Small Business SB Disabled Veteran Business Enterprise DVBE vendors A A complete list is available on the Procurement Small Business webpage see Helpful Links on right Q What is the normal turnaround time for converting requisitions to purchase orders A The normal turnaround time is up to five 5 working days see more details in the Procurement 101 presentation document Q How do I find my purchase order PO number A Please see Section 7 2 page 26 of the Requisition Process User Guide Manual Q Can I submit my requisition after the fact A No Confirming orders and or after the fact orders are explicity prohibited for any merchandise received or services performed prior to obtaining appropriate authorization No person is authorized to commit University funds to a vendor without prior approval via the appropriate method Any unauthorized transactions will be returned to the department unprocessed and the department will have to find other funding sources Q Who is my point of contact for Accessibility Technology Initiative ATI purchases A Please see the Accessible IT Procurement webpage for more information Questions related to the ATI process should be directed to Katie Beekman ati procurement csus edu the process involves completing forms Q What is Delegation of Authority A CFS Delegation of Authority identifies users with the approval to sign requests to grant internal fiscal authority to department representives use the IRT CFS Access Request Form to add update authority Q Where can I find information about the Request for Proposal RFP process A Please see the RFP Guide for detailed information Q How can I find out if insurance is current for a vendor contractor that will be performing services for our department on Campus A Insurance documentation is stored in an on line database for the University You may either contact Karen Massey 916 278 7330 masseyk csus edu to obtain the status of the insurance for the specific vendor contractor or employees may also contact Dale Clack 916 278 7405 clackd csus edu to request a USER ID Password to access the insurance database Q How can I find out which Buyer Contract Specialist handles a particular commodity service A Please see the Procurement Contract Staff webpage for the specific staff assigned by commodity and service Q How do I sign up for access to the Office Max Stockless Office Supply Program A Please see the detailed instructions for an employee to set up an Office Max Stockless Office Supply account and other important information about this program Q Can

    Original URL path: http://www.csus.edu/aba/Financial-Services/FAQs.html (2016-02-12)
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  • AP Training Courses
    Zip 6004 Campus Closed September 7 2015 Labor Day November 11 2015 Veteran s Day November 26 2015 Thanksgiving December 25 31 2015 Observed Holidays January 1 2016 New Year s Day Accounts Payable Training Courses Accounts Payable The Basics From Requisition to Check We will take you through the process from a requisition to the payment of the order We will cover the following areas Requisition Purchase Order Stock

    Original URL path: http://www.csus.edu/aba/Accounts-Payable/ap-training-courses.html (2016-02-12)
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  • Petty Cash
    under The policy applies to purchases governed under the Direct Payment process The purchase of items and use of services must be consistent with the mission and fiduciary responsibilities of the University Responsibilities The Associate Vice President for Financial Services and the Director of the Student Financial Services Center approve the establishment of University Petty Cash purchase funds Those employees that are authorized approvers for Direct Payments in the University Delegation of Fiscal Authority system are also delegated the authority to approve the payment for and reimbursement of petty cash purchases It is their responsibility to insure the expenses serve a clear University business related purpose have followed appropriate University purchasing policy and the employee who made the purchase or is being reimbursed derived no personal benefit Student Financial Services reviews the petty cash submission for completeness and appropriate signatures before reimbursement Accounts Payable is responsible for reviewing petty cash purchases to insure all are appropriately documented and approved when reimbursing a petty cash fund Additionally Auditing Services will periodically evaluate this activity to determine if transactions are qualified and charged to appropriate funding sources Scope This policy applies to any university business related activity that uses General Operating Funds

    Original URL path: http://www.csus.edu/umanual/admin/ADM0171.html (2016-02-12)
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  • Noneresident Alien Taxation
    IRS and California Franchise Tax Board These payments include employee compensation students faculty and staff scholarships and fellowships travel reimbursements guest lecture fees stipends prizes awards gifts living allowances payments to performers entertainers and independent contractors Please contact the appropriate department prior to making payments to nonresident aliens Identifying Nonresident Aliens Under U S tax law all non U S citizens are considered to be either resident aliens or nonresident aliens A nonresident alien is temporarily present in the U S through the issuance of a visa The IRS and the Treasury Department govern rules related to tax residency status Nonresident aliens are required to pay federal taxes on their income from U S sources Federal and State tax laws require the University to withhold and report income tax from payments made to or on behalf of a nonresident alien NRA The Chancellor s Office requires CSU campuses to comply with Internal Revenue Code California Revenue and Taxation Code and CSU policies and procedures regarding nonresident alien taxation issues Failure by the University to withhold and report as required can lead to fines and penalties for the University and departments authorizing these payments Background The Director of Exempt Organizations Division of the IRS announced that their department was gearing up for a series of new audits in January of 2003 These audits were to focus on compliance with tax withholding and reporting obligations with respect to payments made to nonresident alien students employees and independent contractors This new audit focus is the result of what the IRS viewed as a very poor response to its voluntary compliance program VCAP which was operational from early 2001 to early 2002 only ten institutions participated in the program The IRS had invited colleges and universities to disclose voluntarily any nonresident alien tax withholding or reporting deficiencies In return participating institutions would receive abatement of penalties and leniency in calculating taxes due With the poor VCAP participation IRS took the position that either most institutions are in compliance with nonresident alien tax withholding and reporting obligations or as the IRS believes is more likely the case numerous institutions that are not in compliance simply chose not to participate in the VCAP Ten CSU campuses were notified by the IRS through written letter of inquiry in December of 2003 Four additional CSU campuses were notified by the IRS as being under audit Employment of Foreign Nationals Once the employment decision has been made and the offer has been accepted the Office of Human Resources HR Payroll Office will determine the individual s tax residency status US citizen resident alien nonresident alien For tax purposes all non US citizens are either resident aliens or nonresident aliens A resident alien has been granted lawful permanent residence based on the length of time they have been in the United States A non resident alien is temporarily present in the United States through the issuance of a visa Non resident aliens may be subject to tax withholdings in addition

    Original URL path: http://www.csus.edu/aba/Audit/nonresident-alien-taxation.html (2016-02-12)
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  • Direct Pay
    the Request for CMS Financials User Access form Employees may not request and approve a payment for themselves The DPR will need to be approved by another delegated person with approving authority The DPR process may be used for the following Accreditation Payments to an Accrediting body or individual and payments for any expense associated with an individual as part of the accreditation process A copy of the invoice and any associated receipts must be attached to the DPR when it is submitted May not be used to buy office supplies for accreditation process Books and Publications Payment for books magazines publications various testing material recorded audio and visual tapes CD s and diskettes When ordering a book magazine or publication submit an extra order form One copy will be sent to the vendor with the payment Campus Community Relations Reimbursement to an employee for hospitality expenses incurred to foster relationships between the campus and the community Each food purchase must follow the Business Hospitality Guidelines and each DPR must have a justification for the purchase along with a list of attendees attached Event Fees Payment to a vendor or reimbursement to an employee for the cost of a chair or table at an awards banquet or Gala The event must be a direct benefit to the University Food non catered events greater than 50 00 Payment to a vendor or reimbursement to an employee for food purchased Each purchase must follow the Business Hospitality Guidelines and each DRP must have a justification for the purchase along with a list of attendee attached Payment for food non catered events 50 00 may be reimbursed via the Petty Cash Reimbursement process View the Petty Cash Reimbursement Form Game Officials To be use by Intercollegiate Athletics only for payments to game officials not for rental of facilities or for payments to coaches Request for payment in arrears of the service must have an invoice attached to the DPR Guest lecturers Honorariums Payments or honorariums to Guest Speakers or reimbursements of travel expenses in lieu of honorariums Additional Honorarium Payments information Internal Use only To be used for payments of Chancellor s Office invoices Utilities and University postage meter no stamps Interview expenses Payment for travel expenses incurred to participate in the interview process Membership dues Subscriptions Payments for magazine subscriptions and membership associations dues When paying for a subscription or membership dues submit 2 copies of the order form invoice One copy will be sent to vendor along with the payment Do not send an extra copy of the DPR Recruitment Costs To be used for payments associated with costs of recruiting student athletes Student Grants Stipends Payment of student grants stipends with the approval of Academic Affairs An award letter must be attached to the DPR http www csus edu acaf forms sadp app stm Uniform Allowances To be used by UTAPS Public Safety and the Student Health Center for uniform reimbursements Which form do I use The Direct Payment Request

    Original URL path: http://www.csus.edu/aba/Accounts-Payable/direct-pay.html (2016-02-12)
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  • Business Hospitality Expenses
    Payable Accounts Payable Staff committees forms directory Financial Services Home ABA Home CONTACT US Sequoia Hall 311 aba fin ap travel csus edu Tele 278 6476 Fax 278 7441 Hours M F during Fall Spring 9 00am to 5 00pm closed 12pm to 1pm Hours M F during Summer 8 30am to 4 00pm closed 12pm 12 30pm Department Zip 6004 Campus Closed January 18 2016 Martin Luther King Jr Day March 31 2016 Cesar Chavez Day Business Hospitality Expenses Policy Procedures University Hospitality Expenses Policy ADM 0111 Hospitality Expenses Procedures Hospitality Checklist Gift Cards and Certificates Instructions PreApproval Form Procurement Sample Completed Form Disbursement Log Form AP Sample Completed Log Identifying Gift Card Numbers The University s hospitality policy governs the manner and extent to which the University and its auxiliaries may provide hospitality at meetings events and occasions that promote the University s mission Hospitality refers to the provision of meals or refreshments entertainment promotional items gifts awards and recognition to employees students donors guests visitors volunteers and others The approving authority is responsible for determining whether a hospitality or gift expense is appropriate and compliant with policy and procedures and for evaluating the importance of the event

    Original URL path: http://www.csus.edu/aba/Accounts-Payable/hospitality.html (2016-02-12)
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