In PeopleSoft, Chartfields are the segments that make up the Chart of Accounts and provide it with an overall structure. The Chartfields are defined as integration fields carried by every PeopleSoft system that will feed accounting entries to the General Ledger.
Forms
Required when wireless device is requested, in accordance with university policy. Employee has read, understands, and agrees to Wireless Device for Business Use Policy. Please sign and submit approved form to Accounts Payable in Financial Services.
Request to send invoice to individual or business for services received from University and Auxiliaries. This form can also be used to request cash posting orders (CPOS) when we are the receiving campus.
Annually ensure department is in compliance with cash handling policies
Request a ChartField addition, change or inactivation for University and Auxiliaries. Additional instructions included on request form.
Complete and submit this form when a department is looking to update fiscal signing authority for a department or a division.
Required to establish direct deposit of University employee reimbursements (Business expenses or travel expenses)
A home use agreement has been created to assist Administrators in the tracking of campus resources being used during the COVID-19 event by Employees off-campus to meet telecommuting requirements.
Request an advance for non-travel business expenses for University and Auxiliaries.
Request advance reimbursement for non-travel business expenses for University and Auxiliaries.
Procedures for defining user responsibilities, how to make reservations, pick-up vehicles, drop - off vehicles, and obtaining invoices.
Document any loan of equipment to an external organization, individual, or employee where the equipment is taken off the campus.
Required for Foreign Nationals who are not U.S Citizens for tax purposes.
Request expense approval for a hospitality event for University and Auxiliaries.
For Use of Travel 7/1/22-12/31/22. Request travel reimbursement for an Independent Contractor/Consultant (Non-Employee).
For Use of Travel 1/1/22-6/30/22. Request travel reimbursement for an Independent Contractor/Consultant (Non-Employee).
The Inter-Unit journal request form is used to process a journal between two separate Business Units (SOCMP, SOASI, SOSSE, or SOFDN).
Document the transfer of inventoried property between departments.
The Excel template is used to submit a journal reclass to General Accounting for University and Auxiliaries. The second tab of the excel workbook contains a chart of accounts listing of revenue and expense accounts.
Required for every laptop and must be filed with department Property Custodian.
Required for every laptop and portable computing device and must be filed with department Property Custodian. (Formally called the Laptop Permit Form)
Request to survey University inventoried property. Includes requests for disposal, sale, trade-in, donation, or salvaged-for-parts.
A form to request a decrease or termination of petty cash or cash change fund.
Annually request approval to collect payments on behalf of the University or Auxiliaries
Document when a safe combination was changed and who the safe combination has been provided to
Establishes the individual who has primary responsibility for maintaining access to a department safe
Utilized by depts to justify a sole source (or brand) vendor for procuring goods or services in lieu of formal bidding (valued at or exceeding $50K).
University and Auxiliary transmittal form used only for payments on SSU invoices. * Updated 8-6-2009
Effective June 1, 2021, the California State University will resume the authorization of travel that was previously suspended due to the COVID-19 pandemic. Travel must be pre-approved and travelers should follow all federal, state, and local health orders in both the area of origin and the destination. The creation of a travel safety plan will be required. This applies to any and all University and auxiliary travel, including athletics, clubs and grant-funded travel. Review the guidelines and form for more information.
For use of travel 01/01/22-6/30/22. Request reimbursement for travel expenses for all Business Units SOCMP, SOFDN, SOSSE, and SOASI.
For use of travel 7/1/22-12/31/22. Request reimbursement for travel expenses for all Business Units SOCMP, SOFDN, SOSSE, and SOASI.
Agreement for establishment or continuation of a University Donor or Non-Donor Trust Fund. Instructions located on PDF form.
Agreement for establishment or continuation of a University Trust Fund (Donor) SOCMP ONLY.
Agreement for establishment or continuation of a University RT-Fund (Includes Course Fee or User Fee). Instructions located on the PDF form. Please note, any course or user fee changes that impact RT-fund fees are required to be submitted to Financial Services ten business days before the start of registration to ensure timely processing.
This form is required when the ProCard is used for Conference/Meeting Registration fees and local Enterprise Rental Car fees.
Required in lieu of IRS W-9 when doing business with the State of California (SSU Rev. 03-2023)
Policies
Get current information about an asset's status by entering the Asset's Tag Number, e.g. 52527. Property inventory information is updated weekly by the Property Management Team.
A training guide to navigating the new October 2019 Hospitality Policy update.
Outlines significant changes made from the October 2019 Hospitality update.
The Sonoma State Property Procedures are designed to maintain uniform accountability for campus equipment
The Property Management workbook that contains a current listing of Property Managers and Property Custodians.
Revised in March 2022, the policy provides procedures and guidance to ensure University property is properly recorded, maintained and safeguarded, and that appropriate tracking and disposal methods are followed in accordance with CSU Administration of University Property.
A guide to understanding the trust fund implications due to the October 2019 Hospitality update.
Procedures
Accounts Payable and Procurement 101 Training Document
Accepting cash, providing physical security of cash and ensuring appropriate segregation of duties.
Ensure department has appropriate controls in place over cash handling duties
Definition of commonly used chartfields used in the Common Financial System and the Data Warehouse.
Data Warehouse guide for setting up common defaults.
Journal reclass instructions to navigate the Journal Reclass Form.
Data Warehouse guide for creating the Budget Departments Month-End Cost Sheet.
A list of moving and relocation general ledger accounts.
Process for adding a new item type or changing an existing item type
Procedures for the petty cash and change fund operations.
ProCard CFS documentation which explains the ProCard Adjustment page.
Procurement Card (ProCard) handbook for University and Auxiliary cardholders and Approving Officials
Data Warehouse guide for creating a revenue and expense department report.