20192020 TR 20192020 2021 2022 UpdateQuestions Answers General

2019/2020 TR 2019/2020 2021 -2022 Update-Questions & Answers

General Updates • All entities close by the 2 nd Friday of each month, no exception. • No significant changes in year-end due dates for campus. • Electronic signatures are being accepted. • New contacts in Business and Administrative Services • Budget Office – Lori Blodorn • Controller’s Office – Linda (Erlinda) Carrillo • Foundation Accounting & Reporting (including Foundation) – Queen E. King • Student Affairs Accounting & Reporting (SEI & ASI) – Heather Macaulay, CPA

What e-mail address do I send documentation or contact if I have questions? Department Email Addresses: • Financial Services/Accounting and Reporting (Queen E. King): • Campus Accounting : accounting@csub. edu • Cashiering: cashiers@csub. edu • Foundation accounting: foundation@csub. edu • Student Affairs Accounting: studentaffairs@csub. edu • Student Financial Services: sfs@csub. edu • Accounts Receivable: accounts_receivable@csub. edu • Sponsored Programs Post Award Services: spapostaward@csub. edu • Budget and Payroll (Lori Blodorn) • Budget: ORG-Budget@csub. edu • Payroll: hr@csub. edu • Businesses Service (Michael Chavez) • Payment Services (A/P): accounts_payable@csub. edu • Procurement & Contracts: Procurement@csub. edu • Pro. Card: Procurement@csub. edu

Payroll FAQ • When will I receive access to the new LCD Reports? Typically, around the first week of the month; Linda Lara sends an email to the ISEE group as soon as they are available. • When should I be reviewing LCD reports? Review on a monthly basis so that errors are caught quickly. • When should I submit payroll moves? Submit payroll moves on a monthly basis, as needed. • Why is the employee’s pay not reflected in the correct funding? Almost always due to one of two reasons: paperwork was not submitted on time or keying error on our end. Contact us to review and fix the issue before too many months go by and multiple payroll moves have to be completed Contacts: Tina Williams and Linda Lara – hr@csub. edu Tina Williams – twilliams@csub. edu Linda Lara- llara 3@csub. edu

Questions from Campus

Updates for FY 21/22

Controller’s Office Accounting and Reporting processes will remain paperless when we return to campus. • Adobe Sign • Box • Submission of information using group or org-email addresses Contact: Controller’s Office - qking@csub. edu or ecarrillo 2@csub. edu

Campus Accounting & Reporting Services Month End Deadlines • Month-end close must be completed by the 2 nd Friday of the new month. • Deadlines cannot be extended nor exceptions to deadlines will be made. • Chargebacks deadline for guaranteed processing for month-end close: • Must be received by 25 th of month for processing within the same month. • Received after the 25 th of month will be processed in the following month. • If deadlines above cannot be met, consider changing the chargeback period. • Example: (March 15 th –April 15 th will be processed in April period) • ALL Chargebacks for June will be processed in FY 21/22. CPO Funding • Funding received from either the Chancellor’s Office or another campus for special programming or funding should be deposited into BKCPO. • Funding received for reimbursements of expenses should be deposited into the original fund where expenses were incurred or will be incurred (i. e. BK 001 or Mxxxx). • If you need assistance with processing a CPO, please contact Susan Young at syoung 15@csub. edu. Contact: accounting@csub. edu

Campus Accounting & Reporting Services Chart of Accounts Training • Overview of CSUB’s chartfield structure (Describes Where, Who, What of financial reporting) • Location: https: //www. csub. edu/bas/fiscal/accounting/COA/ • New training format Chart of Accounts Test • Link to test is on last slide of the training. • Same format: seven multiple choice questions • Test results are emailed to Linda Carrillo. Contact: accounting@csub. edu

Campus Accounting & Reporting Services Contact: accounting@csub. edu

Sponsored program and Grant Related Activities Sponsored Programs Post Award Services working to support transparency through automation. • Grant budgets uploaded for new grants beginning on, or after, July 1, 2020 • CFS - Sponsored Programs Grant Module is operational. All active & operational grants to be uploaded by the end of Fiscal Year 20/21 • Reminders • To avoid delays, route all grant related paperwork to Sponsored Programs Post Award Services (SPPA) for processing • See the year-end memo for year-end deadlines • Updates effective November 2020: 2 CFR part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards Contact: SPA-Acct. Rptg@csub. edu

Payment Services’ processes will remain paperless when we return to campus. Paperwork may be submitted in two ways: 1. Adobe Sign * (preferred method) 2. Using our org email address: accounts_payable@csub. edu When you have a question, contact us by emailing accounts_payable@csub. edu and including all the details. Always include the business unit & funding source, since that may affect our answer. When filling out a Payment Services form, use the ones on the campus forms gateway. Contact: Becky Lappin: blappin@csub. edu

Procurement and Contract Services • Patricia (Trish) Carrillo, ASC for Business Services, replies with confirmation on requisitions received via email. If you don’t receive a confirmation, please reach out to her. • Adobe Sign is the preferred method of submitting requisitions to Procurement, send to Procurement@csub. edu • Please put the requisition number (ie. 894530) and vendor name (ie. Dell) in the requisition file name. • Please combine attachments, such as quotes or contracts, with the requisition for a single PDF file. Contact: Marina Manzano Procurement@csub. edu

Budget Office

Key Deadline Summary Deadlines for Transactions Relating to months up through April 2021 for Fiscal Year 2020 -2021 (All state-side grant-related paperwork listed below is due in Post Award by April 23, 2021). April 30, 2021 - Procurement: Purchase Requisitions must be submitted with all appropriate signatures April 16, 2021– Labor Cost Distribution (LCD) moves related to the month of April 2021. May 03, 2021 – Chargebacks through April 30, 2021. May 03, 2021 – Journal entries for transactions up through April 30, 2021. May 03, 2021 – Billing request forms for activity related to the month of April 2021. May 03, 2021 – Direct Pays, Special Services, travel claims, and invoices through April 30, 2021. Deadlines for Transactions Relating to the month of May 2021 for Fiscal Year 2020 -2021 (All state-side grant related paperwork listed below is due in Post Award by May 21, 2021). May 07, 2021 – Procurement: Purchase Requisitions must be submitted with all appropriate signatures. May 21, 2021 – Procurement: Public Works Projects Purchase Requisitions must be submitted with all appropriate signatures May 14, 2021 - Labor Cost Distribution (LCD) moves related to the month of May 2021. June 03, 2021 - Direct Pays, Special Services, and invoices through the month of May 2021. June 02, 2021 - Billing request forms for activity related to the month of May 2021. June 03, 2021 - Chargebacks for the month of May 2021. June 03, 2021 - Journal entries for the month of May 2021. June 07, 2021 - Travel claims through May 2021 Deadlines for Transactions Relating to the month of June 2021 for Fiscal Year 2020 -2021 (All state-side grant-related paperwork listed below is due in Post Award by May 27, 2021). June 03, 2021 - Billing request forms for activity related to the month of June 2021. June 03, 2021 - Direct Pays, Special Services, and invoices for the month of June 2021. June 07, 2021 - Travel claims through June 04, 2021. June 09, 2021 - Travel claims estimate for June 05 -June 30, 2021 (see travel estimate form, attached) June 11, 2021 - Labor Cost Distribution (LCD) moves related to the month of June 2021.