Test Forms page

Accounts Payable and Procurement 101 Training Document

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.

Required when wireless device is requested, in accordance with university policy. Employee has read, understands, and agrees to Cellular Devices and Services 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. 

Data Warehouse guide for pulling a cash balance report. 

Form to document cash count and reconciliation. 

Accepting cash, providing physical security of cash and ensuring appropriate segregation of duties.

Annually ensure department is in compliance with cash handling policies

Ensure department has appropriate controls in place over cash handling duties

SSU's Foundation handling and processing of donations policy.

Log incoming cash receipts via mail

Cellular Devices and Services Policy

Submit form to document the change in Fund Custodian. 

Definition of commonly used chartfields used in the Common Financial System and the Data Warehouse. 

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. 

Request a ChartField addition, change or inactivation for University and Auxiliaries. Additional instructions included on request form.

A list of common expense accounts used on campus. 

Concur Approvals

Concur Expense

Concur Mobile App

Concur Non-Employee Travel Guide

Concur Profile

Concur Profile Setup

Concur Request

Concur Travel Booking

Concur User Guide

Complete and submit this form when a department is looking to update fiscal signing authority for a department or a division. 

Instructions on creating a digital signature for electronic documents.

Required to establish direct deposit of University employee reimbursements (Business expenses or travel expenses)

How to set up direct pay

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.

Document any lost, stolen, or destroyed inventoried property. Please note, this form is now supported by Smartsheets. 

A process guide for the FasTrak Vehicle process. 

Required for Foreign Nationals who are not U.S Citizens for tax purposes.

Data Warehouse guide for pulling a fund balance report. 

Required when any gift card is provided. 

Required when any hospitality related expense occurs whether EREQ, Direct Pay, ProCard or Employee Reimbursement for University and Auxiliaries.

A training guide to navigating the new October 2019 Hospitality Policy update. 

FAQ's regarding the revised 10/1/2019 hospitality policy updates.

Outlines significant changes made from the October 2019 Hospitality update. 

Data Warehouse guide for setting up common defaults. 

A guide to understanding the IFT Process. 

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.

When traveling abroad, each employee, study abroad student, or student not on a faculty/staff led insurance request is required to complete this form. Form is required at least 45 days before travel. More information on international travel and requirements is available on the AP Foreign Travel Insurance Program website.

Request a new item type or change an existing item type

Journal reclass instructions to navigate the Journal Reclass Form.

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. 

Journal reclass instructions to navigate the Journal Reclass Form.

Required for every laptop and must be filed with department Property Custodian.

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

Research check number for payment in the Data Warehouse. 

Procedures for the petty cash and change fund operations. 

Required for every laptop and portable computing device and must be filed with department Property Custodian. (Formally called the Laptop Permit Form)

Sonoma State University ProCard Participant Request Form.

ProCard CFS documentation which explains the ProCard Adjustment page.

Procurement Card (ProCard) handbook for University and Auxiliary cardholders and Approving Officials

Document any changes for Property Custodians. 

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. 

Document any changes in the Property Managers. 

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

Data Warehouse guide for creating a revenue and expense department report. 

Agreement for establishment or continuation of a University Course Fee Fund.

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

Smartsheet EREQ Instructions

We're excited to introduce our streamlined IFT request process utilizing a Smartsheets form. Please utilize this new system for all Interagency Financial Transaction requests.

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).

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. 

Deposit form used for University and Auxiliaries. * Updated 5-1-2017

University and Auxiliary transmittal form used only for payments on SSU invoices. * Updated 8-6-2009

A guide to understanding the trust fund implications due to the October 2019 Hospitality update. 

For use of travel 10/01/2024 - current. Request for reimbursement for travel expenses for candidates, current students, volunteers registered with SSU Human Resources, vendors with travel on their issued purchase order, and for Business Unit SOASI.

For use of travel 01/01/24 - 9/30/2024. Request for reimbursement for travel expenses for candidates, current students, volunteers registered with SSU Human Resources, vendors with travel on their issued purchase order, and for Business Unit SOASI.

Travel Guidelines and Process

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.

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)

Wireless Device Cost & Plan Fee Schedule (Refer to Cellular Devices and Services Policy)