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  • University Credit & Warrior Cards Overview | California State University Stanislaus
    Purchase Authorization before the purchase is made or it will be considered an unauthorized purchase The signed Pre Purchase Authorization is attached to the receipt at the time the statement is reconciled Overview on Unacceptable PCard Uses The following types of purchases are unacceptable Personal uses Services and Repairs On Campus Some exceptions can be made by special permission in advance by the PCard Coordinator or the PCard Program Administrator Any vendor that comes on campus must have a current certificate of insurance on file PRIOR to any work being performed The cardholder is responsible for obtaining the certificate and attaching it to the receipt at the time their statement is reconciled Insurance requirements are located at http www csustan edu RiskManagement CertificateOfInsurance index html Capital Purchases Items over 5 000 that need to be depreciated Travel related expenses such as airfare rental car hotel for travel fuel purchases related to travel alcoholic beverages restaurants theatres and clubs are not permitted Corporate Travel Cards can be obtained by a department for CSU Stanislaus travel Firearms explosives radioactive materials controlled substances Food gifts gift cards flowers parties etc unless it s in accordance with the University Hospitality Policy Donations Transactions that circumvent established controls Purchases for other departments Splitting of purchase to circumvent transaction limits Cash advances Travelers checks Purchases of construction and construction related services require approval from General Counsel Minor and Major capital outlay Architect engineer services Purchase of electronics costing less than 500 that contains sensitive data iPads tablets computers etc Purchase of equipment items that are over 500 and a useful life of one year or more For information on what constitutes equipment go to Property Management Link Note Exceptions can be made with special permission Please contact the PCard Program Administrator with questions Overview on Managed Spend PCard The Managed Spend PCard is the same concept as the PCard except it is a declining balance card It is to be used in place of setting up a Blanket Purchase Order purchase order established at the beginning of a fiscal year for multiple purchases to be made from a specific vendor by a specific University department throughout the year This Managed Spend PCard is set up with a card limit that is good for fiscal year When a charge is made the transaction amount is subtracted until the card balance reaches 0 or the fiscal year ends At this point the card will automatically be deactivated Applications to renew a Managed Spend Card should be submitted by May 1st for the next fiscal year Managed Spend cards are preapproved for non equipment purchases over 1 000 and therefore do not require a pre purchase authorization Equipment purchases must be purchased through the requisition process How to Requisition Overview on the Corporate Travel Card Only staff and faculty who travel frequently more than 3 times a year should apply for a Corporate Travel Card Occasional travel is more efficiently handled through the regular travel procedures The Corporate Travel Card program offers a timely and reliable way to pay for travel It eliminates the need to pay for travel personally and then seek reimbursement The Travel Card charges automatically go against the departmental chart string that was established at the time of card setup If the traveler wants to allocate the charge to a different chart string that option is available through U S Bank Access Online web site How To Reallocate The Corporate Travel Card is not intended to avoid or bypass the Travel Policy and Travel Procedure Failing to abide by the Travel Policy and by the guidelines set forth in the Travel Card Handbook violates California State University Stanislaus Contracting and Purchasing Policy Overview on Corporate Travel Card Policy All Cardholders must sign and accept the terms and conditions of the CSU Stanislaus Travel Cardholder Agreement All purchase transactions processed against a Travel Card must be made by the individual to whom the card is issued The Travel Card can ONLY BE USED to pay for PRE APPROVED travel Travel must be for the benefit of the University Use of the Travel Card will be governed by the most current version of the CSU Stanislaus Travel Policy Travel Card Procedure Handbook and the Travel Card Cardholder Agreement The Travel Card cannot be used for purchase transactions exceeding the designated transaction dollar limit A Travel Card Statement of Transactions signed by the Cardholder s Approving Official see Cardholder Agreement must be filed with CSU Stanislaus Financial Services in a timely manner first business day of each month A monthly audit and review of Cardholder purchases will be conducted by Financial Services Appropriate action will be taken for any misuse of the credit card see Audit Procedures Use of the Card is subject to review by the University California State University or the State of California auditors at any time Overview on Acceptable Travel Card Uses The Travel Card can be used for all expenses incurred in travel situations However an authorized Travel Request must be filed with Financial Services PRIOR to the date of the travel event Travel Service Group Travel Request form Overview on Unacceptable Travel Card Uses The following types of purchases are unacceptable Personal uses Alcoholic beverages Transactions that circumvent established controls Purchases for other departments Cash advances Travelers checks Overview on Speedcharts for PCard and Travel Card Purchases The speedchart in PeopleSoft Finance is used to simplify data entry by eliminating key strokes It is a ten character shorthand alpha numeric value linked to a unique set of Chartfield combinations to ensure that expenses are properly charged to the General Ledger Speedcharts are currently used at CSU Stanislaus for all PCard purchases PCard speedcharts identify fund department expense account code for each combination that will be charged for a purchase For grants the chartstring must include Fund code Department ID Project code and expense account code Example PCard SPEEDCHART Fund Department Expense Account PC41500001 G0106 41500 660003 When the cardholder reviews monthly charges

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/university-credit-warrior-cards-overview (2016-02-15)
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  • University Credit & Warrior Cards Resources | California State University Stanislaus
    Warrior Cards Resources University Credit Warrior Cards Resources Overview How to Policies Resources Forms Training Contacts Links tools and reference materials related to University credit cards American Express Cardmember Agreement American Express Statewide Travel Program CASHNet Link PCard FAQ s PCard Policy and Procedure Handbook PCard Reallocation Training Manual Travel Card Handbook Travel Card Statement Preparation Checklist Travel Request Instructions Warrior Card Web Site U S Bank Access U S Bank Access Online This website is the U S Bank web based electronic program management tool that provides cardholders with quick access to their account information This enables the cardholder to view their account activity billing statements and change account distributions if needed online For help with password resets and general navigation for access online you can reach customer service at 1 877 887 9260 See Training Documents on Training Page PCard Travel PCard Issuer The U S Bank customer service support team can be reached at 1 800 344 5696 and can help answer questions regarding declines available credit etc You can also find this number on the back of your Travel PCard For help with password resets and general navigation for access online you can reach customer service

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/university-credit-warrior-cards-resources (2016-02-15)
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  • University Credit & Warrior Cards Forms | California State University Stanislaus
    Academic Calendar Summer Session Winter Intersession Admissions Athletics Campus Life Giving Presidential Fund for Regional Partnership Development Speak Proudly Stan State Fund University Colleges Athletics Plan Your Gift Philanthropic Partners Ways To Give Contact Us A Z Directory Maps Library Stockton Center MyCSUSTAN Students Parents Faculty Staff Alumni Donors Community About Academics Admissions Athletics Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty University Credit Warrior Cards Forms University Credit Warrior Cards Forms Overview How to Policies Resources Forms Training Contacts Downloadable and online forms related to University credit cards American Express Personal Liability application Hospitality Form Managed Spend PCard Cardholder Agreement PCard Application Cardholder Agreement PCard Missing Receipt Affidavit PCard Pre Authorization Form PCard Reallocation Worksheet PCard Returned Merchandise Report Speedchart Request Form Travel Receipt Form Travel Request Claim Form Printer friendly version Business Finance Staff Faculty Students Parents Suppliers Visitors Audit Services Budget Services Facility Services Information Technology Safety Risk Management Student Recreation Center University Police Department Administrative Office Address Stanislaus State Business Finance One University Circle Turlock California 95382 Map Directions Building 27 Mary Stuart Rogers Educational Services Gateway Building Map California State University Stanislaus One University Circle Turlock California 95382 Maps Directions

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/university-credit-warrior-cards-forms (2016-02-15)
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  • University Credit & Warrior Cards Training | California State University Stanislaus
    Intersession Admissions Athletics Campus Life Giving Presidential Fund for Regional Partnership Development Speak Proudly Stan State Fund University Colleges Athletics Plan Your Gift Philanthropic Partners Ways To Give Contact Us A Z Directory Maps Library Stockton Center MyCSUSTAN Students Parents Faculty Staff Alumni Donors Community About Academics Admissions Athletics Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty University Credit Warrior Cards Training University Credit Warrior Cards Training Overview How to Policies Resources Forms Training Contacts Learning how to obtain and use the University credit cards PCard Reallocation Training Manual PCard Training new cardholder will be notified of the training date PCard Training Guides Access Online Navigation Summary Access Online Registration Check Current Balance Common Cardholder Tasks Dispute a Transaction Printing Cardholder Statement Reallocate To Another Accounting Code Resetting Your Password Statement Email Notification View Transactions Printer friendly version Business Finance Staff Faculty Students Parents Suppliers Visitors Audit Services Budget Services Facility Services Information Technology Safety Risk Management Student Recreation Center University Police Department Administrative Office Address Stanislaus State Business Finance One University Circle Turlock California 95382 Map Directions Building 27 Mary Stuart Rogers Educational Services Gateway Building Map California State University Stanislaus One University Circle

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/university-credit-warrior-cards-training (2016-02-15)
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  • University Credit & Warrior Cards Contacts | California State University Stanislaus
    About Academics Admissions Athletics Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty University Credit Warrior Cards Contacts University Credit Warrior Cards Contacts Overview How to Policies Resources Forms Training Contacts Financial Services Office One University Circle Mary Stuart Rogers Educational Gateway Building MSR link to campus building map Suite 270 Turlock CA 95380 Telephone 209 664 6592 PCard Corporate Travel Card Program Administrator Julie Anderson 209 664 6592 JMAnderson csustan edu PCard Accounting Administrator University Stephanie Faria 209 667 3140 SFaria csustan edu Corporate Travel Card Administrator Auxiliaries Shirrell Wells 209 667 3973 Swells csustan edu Corporate Travel Card Accounting Administrator University Lucero Mascorro 209 667 3654 LMascorro csustan edu Chief Financial Officer Vice President of Business Finance Douglas V Dawes 209 667 3990 ddawes csustan edu Associate Vice President Financial Services Julie Benevedes 209 667 3440 JBenevedes csustan edu Controller PCard Program Coordinator Regan Linderman 209 667 3145 RLinderman csustan edu USBank Contact Information Cardholder Support General Account Inquiries 800 344 5696 or 701 461 2010 Password Resets Online Access General Navigation 877 887 9260 or 701 461 0339 Printer friendly version Business Finance Staff Faculty Students Parents Suppliers Visitors Audit Services Budget Services

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/university-credit-warrior-cards-contacts (2016-02-15)
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  • Reimbursements & Petty Cash Overview | California State University Stanislaus
    reimbursed for university related travel that has been approved prior to the travel event Traveler must submit an authorized Travel Request prior to the travel date Reimbursement of travel expenses paid by the traveler results from the traveler filing a Travel Claim within 30 days of the travel event If the traveler uses a Travel PCard to pay part or all of the travel expenses there will be no reimbursement Travel PCard charges are paid directly by the University through the direct billing from USBank issuer of the Travel PCard Overview on Reimbursement of American Express Personal Liability Government Card Charges American Express in a joint effort with the State of California Department of General Services provides a personal liability credit card solely for commercial business purposes and business travel Any charges to the card are the responsibility of the employee and must be paid in full within a maximum of 60 days For more information go to About American Express Government Card Request for reimbursement of travel expenses paid with the American Express Government Card must be submitted as part of the Travel Claim Travel Request claim form Request for reimbursement of business expenses other than those which are part of a travel event must be submitted on a Direct Pay Request Employee form The fastest method for receiving a reimbursement is through Direct Deposit EFT Overview on Petty Cash Policy The CSU Stanislaus CFO Vice President of Business Finance or his her delegate may authorize establishment of petty cash funds at department offices or other approved locations Requests and authorization for such funds must be documented in writing A petty cash fund must be assigned to a specific individual as custodian The custodian will be responsible for the amount advanced and should be trained on their responsibilities before accepting a petty cash fund Evidence that the custodian has received the proper training should be documented Petty cash funds must not be comingled with other funds The petty cash fund will be closed out when a given petty cash fund is no longer needed or upon termination or departmental transfer of the custodian Transfer of funds to a successor is not authorized If a successor is to be furnished a petty cash fund a new cash fund request is required With any one vendor or payee in a day petty cash purchases may not exceed 50 00 Splitting a transaction into multiple reimbursements is not allowed When an expense is made a receipt must be obtained which contains the following Date name of vendor or payee amount paid Positive evidence that a payment was made i e a cash register receipt or a hand written receipt on which the word paid appears Description of the supplies or services purchased Signature indicating receipt of the supplies or services Expenses that cannot be paid from petty cash include but are not limited to the following Invoices from vendors Payments for services to employees or independent contractors Loans and advances When not

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/reimbursements-petty-cash-overview (2016-02-15)
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  • Reimbursements & Petty Cash How to | California State University Stanislaus
    Employee address File a Direct Deposit EFT form for the most rapid method of reimbursement Receipt Description Each receipt attached must be separately identified in one of the Receipt Description spaces on the form Attach additional sheets if needed to list all attached receipts Each receipt must be itemized Chartstring Enter the appropriate Fund Department Account Program and Project grants only codes for where the reimbursement should be charged For more information about chartstrings go to Finance Fundamentals Amount Enter the amount must match attached receipt that should be charged to each identified chart string The Total Amount must be the same as the total of the attached receipts Requestor Name Enter the name of the Requestor and obtain the Requestor signature The department Chair Supervisor name and signature should be entered if this is required internally by the College or division in order to obtain authorization from a Dean AVP or VP Financial Services does not require this signature for processing the Employee Reimbursement request Authorizations Employee reimbursement requests under 1 000 can be authorized by a Dean or AVP Employee reimbursement request of 1 000 or over must be authorized by the appropriate Vice President Employee reimbursement requests for Grants can be authorized by the PI Employee reimbursement request for Trust Funds can be authorized by the Trustee identified on the Trust Agreement The employee to be reimbursed and the authorized signer cannot be the same About Delegated Authorities Submit the completed form to Financial Services MSR 270 AP technician How do I submit a Travel Claim for reimbursement of travel expenses For complete Travel Claim instructions go to the Travel web page How to submit travel claim Travel Request Claim form How do I submit a reimbursement request for American Express Government Card charges Request for reimbursement of travel expenses paid with the American Express Government Card must be submitted as part of the Travel Claim How To submit Travel Claim Travel Request claim form Request for reimbursement of business expenses other than those which are part of a travel event must be submitted on a Employee Reimbursement Form The fastest method for receiving a reimbursement is through Direct Deposit EFT How can I get a Petty Cash Fund for my department or Auxiliary To setup a Cash Fund the department completes a University or Auxiliary Cash Fund Application form A cash fund must be assigned to a specific individual as custodian The custodian will be responsible for the amount advanced and should be trained on their responsibilities before accepting a petty cash fund Evidence that the custodian has received the proper training should be documented Cash Fund Applications include the following Requestor Information Requestor signature Custodian information Custodian signature Delegated authority signature The Cash Fund Application is submitted to Financial Services for approval Once approved a check will be cut to establish the fund What are the Cash Fund Custodian responsibilities The Cash Fund Custodian is responsible for the following Ensuring that the cash fund box

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/reimbursements-petty-cash-how (2016-02-15)
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  • Reimbursements & Petty Cash Policies | California State University Stanislaus
    are here Home Financial Support Services Gateway Staff Faculty Reimbursements Petty Cash Policies Reimbursements Petty Cash Policies Overview How to Policies Resources Forms Contacts Policy and Procedure information related to reimbursements American Express Personal Liability Government Card Agreement to be provided CSU Stanislaus Hospitality Policy CSU Stanislaus Signature Policy Delegated Authority California State University Integrated CSU Administrative Manual ICSUAM 3103 11 Petty Cash Printer friendly version Business Finance Staff Faculty

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/reimbursements-petty-cash-policies (2016-02-15)
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