San Francisco State University We Make Great Things

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FISCAL AFFAIRS USERS GROUP MEETING May 8, 2018 Library 244

WELCOME …. . Jeff Wilson, AVP Fiscal Affairs AGENDA Budget Payroll Elena Stoian Agnes Cheng UCorp – Important Dates Tammie Ridgell Insurance Cost Recovery Rate Cathy Liu Procurement Megan Dobbyn • Purchasing Deadlines • Blanket Purchase Orders • CFS MP 3. 0 upgrade (requisitions) Accounting • • • Important Dates Bon Bitonio CSU 491/496 Update Year-End Transfers Gloria Tseung Packing Slip Requirements FY 17/18 Audit Cycle Sylvia Piao Website – Updates Unrelated Business Income Tax (UBIT) Sylvia Piao Updates from AVP, Fiscal Affairs Jeff Wilson

Budget Administration & Operations FY 2017 / 18 Budget Year-End Instructions

Budget Year-End Deadlines Transactions Date Additional Info Budget Transfers (BTR) Friday, June 8 th, 2018 This is a firm deadline, no additional requests will be taken in consideration. Labor Cost Distribution Adjustments (LCDA) Friday, June 8 th, 2018 Fund Balance Reserve (CFW) Friday, June 15 th, 2018

Payroll FY 2017 / 18 Payroll Year-End Procedures

Payroll Related - Year-End Procedures • All ETRAC transactions must be entered and approved in HRMS no later than Wednesday, June 13 th. • All Payroll related transactions (including late time) for Faculty, Staff, Students, Work-Study, Overtime, Shift-Differential and all Hourly employees must be submitted by Friday, June 15 th. • Special Consultant and Honorarium related transactions must be submitted by Friday, June 15 th. • June 2018 payroll for Student Assistants, Work-Study and all other hourly payrolls will be charged against FY 2018/19. Accruals will not be made for these payroll expenses.

UCorp FY 2017 / 18 Year-End Important Dates and Procedures

UCorp Year-End Important Dates Year-End closing time for Fiscal Year 2016/17. Critical dates for the closing are outlined below. Date June 8 Action Item Last day to enter online requisitions in CFS for FY 17/18. Please review all open requisitions and close those requisitions which are no longer valid. June 15 Last day to request Account Adjustments for transactions posted before May 31, 2018. June 19 All travel Advance/Requests settled by this date. June 19 All Signed Outstanding Invoices to be paid must be submitted by this date (goods or services must be received and/or completed no later than June 30, 2018). Last date to submit signed Check Requisition and Travel Claim forms and Personal Service Contracts. June 19 Last date to settle Petty Cash Requests; no Petty Cash will be distributed after this date until the new Fiscal Year. June 19 Return completed Purchase Order Closing List by this date.

UCorp Year-End Important Dates Year-End closing time for Fiscal Year 2016/17. Critical dates for the closing are outlined below. Date Action Item June 19 Final date to submit invoices for payments against existing purchase orders for the FY 2017 – 2018. After this date: Submit a list of goods or services received by this date that have not been invoiced or paid. Please provide a Packing Slip or Contract for the list of goods or services to substantiate accruals for Fiscal Year 17/18 – any Purchase Orders for items or services that do not meet these qualifications will be closed at 5: 00 pm. June 29 Last day to make UCorp deposits at 12 pm for FY 17 -18. July 5 Resume A/P processing for the new fiscal year. July 6 First Day to enter Requisitions for FY 2018/19. July 6 Payroll worksheet for Payroll accruals must be submitted by this date. P-Card The statement cycle for May/June 2018 ends on June 20 th. All transactions posted on or before June 20 th will be charged to the current FY 2017/18. Please plan your purchases accordingly as any transactions posted on or AFTER June 21 st will be charged to the new FY 2018/19.

UCorp - Important Reminders Please settle all petty cash and travel claims by June 19, 2018. All pending RRT should be submitted by May 15, 2018 related to FY 2017 -2018. Please refer to the procedure for disposal or transfer of fixed assets on the UCorp website: http: //ucorp. sfsu. edu/fixed-asset-procedure#inventory reconciliations to financial records o A Fixed Asset Disposition must be completed for all broken or no longer useful equipment. Also use this form for lost or stolen equipment. o If Assets have been moved to different locations please use the Fixed Asset Relocation Form. Special Event authorization form o Required for all events using UCorp funds o Special Event authorization form needs to be submitted 30 days ahead of the event where expenditures are exceeding $1500 o Special Events include: Conferences and Workshops Field Trips Fundraising Events Lectures Performances Receptions

Fiscal Affairs FY 2017 / 18 Accounting Year-End Dates and Procedures

Year-End Important Dates DEADLINE ACTION ITEM May 25 Last day to enter and approve CFS requisitions for orders exceeding $20, 000. May 31 Last day to submit recharges to Accounting for: Reprographics (copier meter readings), Postage and Telephone Recharge expenses incurred after May 31 st will be posted to FY 2018/19. June 1 Packing slip requirement begins June 1 st. See section – View “Packing Slip Video”: http: //fiscaff. sfsu. edu/ for additional information. June 8 Last day to enter and approve CFS requisitions for the procurement of any item. June 15 Last day to submit Department recharge requests to the Accounting Office. June 15 Last day to submit Petty Cash vouchers to the Bursar’s Office. Any vouchers received after June 17 will be charged to FY 2018/19.

Important Dates con’t DEADLINE ACTION ITEM June 20 Last day to submit Travel & Hospitality and Business Expense Reimbursements. June 20 Last day to submit FY 2017/18 allowable direct payment requests/invoices to Accounts Payable. June 20 Procurement Card/Staples/Office. Max/Department Travel Card purchases posted on or after June 21 st will be charged to FY 2018/19. June 22 Last day to submit journal entries and fund transfer requests to the Accounting Office. June 29 Gifts and other Deposits must be submitted by 12 pm (noon) to the Bursar’s Office.

Year-End Important Dates con’t • These deadlines apply to all state-appropriated funds and all self-support revenue funds such as Extended Education, Housing and Parking. • Grant and Contract purchases are exempt from the May 5 th and June 8 th deadlines but you should be aware that “high priority” is assigned to processing impacted orders.

Year-End Transfers

Year-End Transfers Jun 13 Jun 22 • Last day to request Cash Posting Order (CPO) • Last day to request journal entry transfer requests • Adequate supporting documentation and a reason for the transfer • Delegated signature of authority approval • Prior year and multiple months adjustment requests will be returned unless with extenuating circumstances

Year-End Transfers : journalrequest@sfsu. edu

Packing Slip Requirements Packing Slip or Receipts Certification is required from June 1 to October 20 Auditing standards to substantiate expenditures in the appropriate fiscal year Video http: //goanimate. com/videos/0 j. Aoea N 8 Aj 8 o /

Receipt Certification http: //fiscaff. sfsu. edu/sites/default/files/forms_documents/invoice_receipt_certification. pd_. pdf

CSU 491/496 initiative – update (effective 7/1/18) CFS funds TT/SP/ST • Converted to more appropriate funds – e. g. NXXXX funds • Cost recovery per the CO directive • New accounts: 580094 Cost Recovery Revenue; 580095 Cost Recovery from Auxiliaries; 580818 Cost recovery from CSU 465; 617001 Serv From Other Fund • New Funds: NR 201 -Indirect cost recovery; NR 301 Campus units internal cost recovery; NR 401 Misc div/coll/dept activity (prog/proj); SG 101 Small Grants (ORSP) • Benefits: long-term efficiency, improved guidance, consistent treatment Timeline • • March-April 2018: Communication to campus April-May 2018: Feedback, answer questions, provide support June 30, 2018 Move CSU 491/496 balances to appropriate fund – new funds POs – TBD (in discussion).

FY 2017/18 Audit Cycle GAAP Financial Statement Audit • Interim Audit • Year-end Audit Single Audit (A-133) • Financial Aid – Full Scope (KPMG audit team offsite & on-site) • Other Federal Programs (grants) - TBD System-wide Revenue Bond (SRB) • Housing, Parking, CEL, Health Facility, Student Union (including Rec. Center) Departmental information will be needed during the audit preparation and field work.

Fiscal Affairs Website – Updates • CFS Accounts List – numeric and alphabetic, updated as of 5/1/2018 • Commonly Used Accounts Guideline • Updated as of April 3, 2017 • Program Code List – includes cost recovery http: //fiscaff. sfsu. edu/forms_and_documents

Fiscal Affairs Website – Month-End Close Info

Unrelated Business Income Tax Three Elements for an activity to be considered unrelated to the CSU’s Tax Exempt purpose of education: 1) not substantially related to the University’s exempt purpose (e. g. University’s mission) 2) “regularly carried on” 3) a trade or business Related to University Exempt Purpose – To be related to the University’s educational purpose, there must be a substantial causal relationship to the achievement of those purposes, i. e. , the activity must contribute importantly to the accomplishment of the exempt purposes (other than the University’s need to produce income)

Unrelated Business Income Tax con’t • Departments answer UBIT questionnaire July-August • Departments respond to UBIT questionnaire review August – October • Departments respond to UBIT reporting package preparation October & November • Departments respond to UBIT report package review by CO and Auditors February - April

Insurance Cost Recovery Rates Insurance Premium Cost Recovery FY 17/18 FY 18/19 NDI/ IDL / UI 0. 95% 0. 87% Worker’s Compensation 1. 21% 1. 18%

Insurance Cost Recovery Rates FY 2018 -2019 NDI / IDL & SUI Non-Industrial Disability Ins. / Industrial Disability Leave & State Unemployment Insurance ACCOUNT : 660830 RATE 0. 87% Offset A/C : 660830 -NG 001 -7010 NDI / IDL & SUI Credit : Credit Account : 660830 -Fund-Dept-Project NDI / IDL & SUI Credit : Offset Account : 660830 -NG 001 -7010 -10101 (class code) Setid Fund Code Effdt Eff Status Account From Account To SFCMP 10043 1/1/2000 A 601000 601103 SFCMP 10043 1/1/2000 A 601201 SFCMP 10043 1/1/2000 A 601300 SFCMP 10043 1/1/2000 A 601800 601816 SFCMP 10043 1/1/2000 A 601901 601908

Insurance Cost Recovery Rates WKC - Workers Compensation ACCOUNT : 660010 RATE Offset A/C : 660010 -NG 001 -7010 -10101 Setid 1. 18% Fund Code Effdt Eff Status Account From Account To SFCMP 10043 1/1/2000 A 601000 601103 SFCMP 10043 1/1/2000 A 601201 SFCMP 10043 1/1/2000 A 601300 SFCMP 10043 1/1/2000 A 601302 SFCMP 10043 1/1/2000 A 601303 SFCMP 10043 1/1/2000 A A 601800 601819 601816 601819 SFCMP 10043 1/1/2000 A 601825 SFCMP 10043 1/1/2000 A 601901 601908

Procurement FY 2017 / 18 Procurement Year-End Procedures

Procurement Deadlines MAY 25 - Final date to approve/budget-check requisitions for any order exceeding $20, 000. June 8 - Final date to approve/budget-check requisitions for the procurement of any item. June 13 - Final date to submit requests in writing for account code changes, or adjustments Don’t forget to review all prior year open purchase orders , and close orders that are no longer active.

Other Procurement Items Blanket Purchase Orders Procurement will close BPO’s by June 30. However keep in mind any PO, blanket or otherwise, with a balance <$1000 and no activity since 7/01/17 will be closed regardless of fund. Procurement will assist with processing payment for goods or services received prior to June 30 against a blanket order that has already been closed. An invoice for goods or services received prior to June 30 against a BPO that has been closed may be processed as a pre-approved direct pay. Send an email with the attached form to Megan Dobbyn who will sign off before sending to A/P.

CFS 9. 2. 3 Requisition update home page

How to create a tile and add to favorites Go to Procurement website for the step by step guide: http: //fiscaff. sfsu. edu/procurement_support_services/forms_and_documents# (file name: How to Create a Homepage Tile in CFS 9. 2 3. 0) Due to Fiscal Year end, the last CFS Requisition Training is May 10 th from 10 am to 12 pm. We will resume training on August 9, 2018. Any questions, please email Nancy at nancy 625@sfsu. edu

Fiscal Affairs and Bursar Contact Information Accounting Office, ADM 358 Hours: Monday - Friday, 8: 30 a. m. – 5: 00 p. m. General Fund Accounts Receivables Trust & Special Project University Controller Financial Reporting Tax Reporting/UBIT • Bon Bitonio • Sylvia Piao • Young Kim • Gloria Tseung • Cecilia Hermogeno gtseung@sfsu. edu cmh@sfsu. edu cathyliu@sfsu. edu bonb@sfsu. edu spiao@sfsu. edu yskim@sfsu. edu (415) 338 -2220 (415) 338 -2390 (415) 338 -7138 (415) 338 -2582 (415) 338 -2589 (415) 338 -2325 • Cathy Liu Bursar’s Office, ADM 155 & SSB 103 Hours: Monday - Thursday, 8: 30 a. m. – 5: 00 p. m. Friday, 8: 30 a. m. – 4: 30 p. m. email : bursar@sfsu. edu