1. AP DEPARTMENTAngie Trujillo and Anna BentoADOBE PRESENTATION: ACCOUNTS PAYABLE WORKFLOW FORMSFINANCEINCLUDEDYU
2. INTRODUCTIONAAccounts Payable has successfully transitioned to and implemented full usage of electronic modalities for all our processes. -Streamlined process-More efficient approval process routing-More sustainable approach (electronic storage vs paper)Documents will continue to be submitted electronically (i.e., Adobe Sign), replacing paper submissions
3. ACCESS FORMS AAll Accounts Payable forms can be accessed one of the following ways:Accounts Payable website, under Forms: https://www.csueastbay.edu/accounting-fiscal/accounts-payable.htmlAdobe Sign login from the Staff pageSign in directly to Adobe Sign: https://sign.csueastbay.edu/
4. ADOBE SIGN – HOME PAGE
5. WORKFLOW
6. ACCOUNTS PAYABLE FORMSAP – Check Request FormAP – Invoice Approval Form (For Department Use)AP – Short Term Limited ScopeAP – Travel Expense FormAP – Hospitality Expense FormAP – Vendor Data Record Form (VDR) (For Department Use)AP – STD261 : Use of Privately Owned VehiclesAP – Travel Authorization Form (SELF)AP – Travel Authorization Form (PREPARER)AP – Change in Procurement Cardholder Authorizing Official/Chartfield
7. VENDOR DATA RECORD (VDR)There are two categories for VDRsVendors with Level 1/sensitive data – Social Security numbers, usually individuals/sole proprietors:Contact General Accounting at general.accounting@csueastbay.edu and provide the vendor’s name and email address. A secure VDR will be emailed to the vendor for completion.Please let the vendor know to expect such an email.If it’s a student payment, be prepared to answer student inquiries as part of program support.FAQs coming soon Vendors with Taxpayer ID numbers, non-sensitive data:Use the Adobe Sign AP Vendor Data Record Form (For Departmental Use) found in the Workflow.
8. TRIVIA TIMEQuestion: When preparing an AP form in Adobe Sign, do I select it from the Templates or the Workflow section?
9. Answer: Select it from the Workflow section, which includes all AP forms.
10. Question: Can I submit a paper check request form?
11. Answer: We have now successfully implemented the Adobe Sign Workflow for all AP forms. The Adobe form should be used for Check Request submissions.
12. Q & A
13. Support ServicesDayrll LewisPrinter UpdateFINANCEINCLUDEDYU
14. CSUEB’ Business RMC and CSUEB have begun to work together on this project and have identified key business objectives that will serve as the foundation to our activity: Streamline processes and procedures that improve operations Lower overall cost related printing, copying, faxing, and scanning/imaging Standardization of Desktop Printers Right-size the fleet – consolidated approach Reduce printers and move to MFD’s Reduce the number of models for both MFD’s and Desktop Printers Minimize or remove the use of P-Cards for printer & toner acquisition Objectives
15. Phase 3TaskDateStage 1Analysis Planning3/01/2021Stage 2On Site Analysis – Data collection end user interviews3/23/2021 – 4/23/2021Stage 3Analyze Current Processes4/26/2021 – 5/10/2021Stage 4Validate Findings– review raw data and preliminary findings5/14/2021 Stage 5Present recommendation based upon findings validation 5/21/2021Timeline
16. Q & A
17. Procurement Chris Lam-Vasquez & Jon MedwinFiscal Year-EndFINANCEINCLUDEDYU
18. Purchasing TipsReview Open Purchase Orders throughout the year:Performed at least monthly.More frequently as year-end approaches.Email “close purchase order” requests to Purchasing Chris Lam-Vazquez (CLV) to close out inactive PO’s.List should be in numerical order.
19. Year End RemindersJune 7, 2021Procurement will continue to process close out.New requisitions received after this date will be dated for the new fiscal year. Requisition's processing time vary greatly, depending on its complexity and scope. Contact Jon Medwin - Email: jon.medwin@csueastbay.edu Phone: (x5-7225) with any questions.
20. P-Card: Transactions posted to the US Bank statement by May 25th will be included in the current fiscal year.Certify: University-paid expenses (i.e., air travel, Enterprise Car Rental, etc.) should be processed timely: Check your Certify wallet for unclaimed expenses. Unclaimed transactions posted thru June 30th will be accrued Accrued expenses include incurred fees for future travels.Transactions/requests received by the cut-off date:Included in current fiscal year. Items received after the due dates will be processed as time permits.Year End Reminders
21. Question: What format should departments submit their PO close requests? TRIVIA TIME
22. Answer: List PO in numerical order
23. Question: In what fiscal year will Purchasing recognize requisitions received after June 7, 2021?
24. Answer: FY 21/22
25. Question: By what process will Accounting recognize unclaimed expenses for the current fiscal year?
26. Answer: Accrual
27. True or False P-card statement dated 5/28/2021 will be included in fiscal 20/21.
28. Answer: False
29. Questions
30. GAOElaine Tayag & Donna ArredondoFinancial Services Year-End DeadlinesFINANCEINCLUDEDYU
31. One Touch ApproachReviews and reconciliations occur throughout the yearCheck balances/transactions at least monthlyMore frequently as year-end approachesSlide titleEffective/Successful Year-End Indicators
32. Year Round Transaction/Balance Reviews include:RequisitionsEncumbrances and POsAccounts Payable Fund and DeptID BalancesAccounts Receivable Billing RequestsTransfers (Budget, Expense, Payroll)Other allocations (i.e., Federal Work Study)Effective/Successful Year-End Indicators
33. Requisitions, Encumbrances & POsEnsure encumbrance/PO balances are accurateIdentify invoices that need submission to APFollow-up with vendors, if neededWork with buyers to close out any Reqs or POs that are no longer needed on a regular, and on-going basis throughout the yearYear Round Reviews
34. Fund-DeptID-Program-Class-Project codes:Make sure all chartfield values are correct at the transaction level. Chartfield values include:AccountFundDept IDProgram (if applicable)Class (if applicable)Project (if applicable)Year Round Reviews
35. P-Card transactions posted to USBank statement by May 25 Will be included in the current fiscal yearLast ones to record for the yearConsist mostly of May transactions Certify’s unclaimed company credit card transactions will be accrued by Accounting, included with June expenses.Year End Reminders
36. Submit transactions or other requests by the cut-off dates Allow for normal processing times and inclusion within the current fiscal yearItems received after the due dates will be processed as time permitsYear End Reminders continued
37. Monday June 7, 2021: Notify Procurement of any remaining purchase orders that are no longer needed (no further invoices or purchases) New requisitions received after this date will be dated for the new fiscal yearFor guaranteed processing, submit final non-payroll expenditure transfers, budget transfers and payroll adjustment requestsYear End Reminders continued
38. Wednesday June 30, 2021:The Cashier’s Office will close at 1:00 P.M. The month of July: The year-end close work continues “behind-the-scenes”Ensure department resources are available for inquiriesPlease contact Accounting or Procurement for any questions.Year End Reminders continued
39. Question: When is the deadline to submit Budget, Payroll and Expense transfers?TRIVIA TIME
40. Answer: The deadline to submit Budget, Payroll and Expense transfers is:June 7th, 2021
41. Question: How often should you review data warehouse financial reports, such as manage my budget?TRIVIA TIME
42. Answer: At least monthly
43. Question: At what time on June 30, 2021 will the Cashier’s Office close?TRIVIA TIME
44. Answer: 1:00pm
45. Thank You! Questions
46. CSUEB Financial ServicesPresenter: Kim NapoliCOVID-19 CARES Act FundingFINANCEINCLUDEDYU
47. CARES Act OverviewThe Coronavirus Aid, Relief and Economic Security (CARES) Act was passed by the U.S. Government in March 2020, to provide support in the wake of the coronavirus public health crisis and associated economic fallout. One section of the CARES Act established the Higher Education Emergency Relief Fund (HEERF), which provides funding to the nation's colleges and universities.
48. CARES Act OverviewHEERF primary uses:Provide no less than 50% of its total HEERF funding for emergency grants to students.Cover a portion of specific unbudgeted costs and lost revenue due to the disruption of campus activities due to the COVID-19 pandemic.
49. CSUEB HEERF Round 1HEERF GrantAmount ReceivedDate ReceivedStudent Emergency Grants$7,308,674 04/25/20Institutional portion - 18004 a(1)$7,308,673 05/06/20Minority Serving Institution (MSI) - 18004 a(2)$1,128,222 05/31/20Total$15,745,569
50. CSUEB HEERF Round 1HEERF Institutional portion Criteria and Eligible CostsDemonstrate a clear nexus to significant changes to the delivery of instruction due to the coronavirus. Expend the funds within one year of grant agreement.Examples of Eligible Costs:Provide emergency financial aid grants to students.Refunds made to students for housing, food, or other services that Institution could no longer provide.Hardware, software, or internet connectivity that Institution may have purchased on behalf of students or provided to students.Exclusions:Payment to contractors for pre-enrollment activities.Capital outlays associated with facilities related to athletics, sectarian instruction, or religious worship.Senior administrative/executive salaries, benefits, bonuses.
51. CSUEB HEERF Round 2The US Dept of Education recently released additional support funds under the Coronavirus Response and Relief Supplemental Appropriations Act 2021 (CRRSAA), otherwise known as HEERF II.Same purpose as initial HEERF, must demonstrate nexus to both pandemic and instruction medium change.HEERF II costs must be incurred on or after March 13, 2020 and spent within one year from grant issuance date.
52. CSUEB HEERF Round 2HEERF II fundscan beused todefrayexpenses associated with the coronavirus and listsout the following examples:Lost revenueTechnology costs associated with a transition to distance educationFaculty and staff trainingsPayroll
53. CSUEB HEERF Round 2CRRSAA (HEERF II) GrantAmount ReceivedDate ReceivedStudent Emergency Grants$7,308,674 01/17/21Institutional portion$16,934,978 01/17/21MSI portion$1,643,14603/05/21Total$25,886,798
54. CSUEB HEERFTotal Budget and Expenditure Reporting under CARES Act Sections 18004(a)(1) and (a)(2) Institutional /MSI PortionInstitution Name: California State University, East Bay As of: 03/31/21CategoryAmount in (a)(1) and (a)(2)institutional dollarsExplanatory NotesProviding additional emergency financial aid grants to students.$ 2,999,216Additional student aid grantsProviding reimbursements for tuition, housing, room and board, or other fee refunds.$ 3,406,596Housing and parking refundsCovering the cost of providing additional technology hardware to students, such as laptops or tablets, or covering the added cost of technology fees.$ 562,034Laptops and hotspotsSubsidizing off-campus housing costs due to dormitory closures or decisions to limit housing to one student per room; subsidizing housing costs to reduce housing density; paying for hotels or other off-campus housing for students who need to be isolated; paying travel expenses for students who need to leave campus early due to coronavirus infections or campus interruptions.$ 3,066,008Added housing costs incurred due to an intentional decision to reduce housing densityCampus safety and operations.$ 271,330Purchasing faculty and staff training in online instruction; or payingadditional funds to staff who are providing training in addition to their regular job responsibilities.$ 85,000Provided faculty with distant learning trainingPurchasing, leasing, or renting additional equipment or software to enable distance learning, or upgrading campus wi-fi access orextending open networks to parking lots or public spaces, etc.$ 45,961Additional LaptopsTotal of Expenditures$ 10,436,145
55. One section of the CARES Act established funding to the nation's colleges and universities. Which one is it?HEEFFHERFFHEERFHAPPYHRTRIVIA TIME
56. One section of the CARES Act established funding to the nation's colleges and universities. Which one is it? HEERF
57. Trivia QuestionQuestion: HEERF expenses must occur on or after what date?
58. Trivia QuestionAnswer: March 13, 2020
59. Trivia QuestionQuestion: Provide one of the two criteria for the Institutional portion of HEERF funding:
60. Trivia QuestionAnswers:1 - Demonstrate a clear nexus to significant changes to the delivery of instruction due to the coronavirus. 2 - Expend the funds within one year of grant agreement.
61. Questions
62. CSUEB Planning, Design, & ConstructionPresenter: Sharon Chen-BatemanCORE BuildingFINANCEINCLUDEDYU
63. Exterior
64. CORE BuildingA new 3-Story, 100,000 sq ft building located at the former trailer row at the centerof the campus.
65. Exterior Finishes
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85. Thank You
