ACCOUNTS PAYABLE
Q. When is the Business Meal Approval Forms (BMAF)
required?
A. The BMAF
Form is required for
hospitality in connection with official university
business. Take a look at the complete Hospitality
Policy.
Q. When is a list of attendees required?
A. A list is always required. When
large groups are involved however a description of “campus
community”, “open
to the public” or “local high schools” will
be accepted.
Q. Can I down load a document and save it on my desk
top for future use?
A. Some forms can be downloaded,
however many forms use a numbering system for reference.
These forms should be retrieved for each use so separate
numbers can be generated. Documents will be updated.
If you download a form remember to review it regularly
to make sure you have the latest document.
Q. When does Accounts Payable require a social
security number?
A. When the payment to an individual
will be a reported amount for taxes. These include
but are not limited to special
services, stipends, awards or prizes.
Q. What is use tax?
A. A use tax is a type of excise tax levied in the
United States. It is assessed upon “tax free” tangible
personal property purchased by a resident of the
assessing state for use, storage or consumption of
goods in that state (i.e., not for resale), regardless
of where the purchase took place.
Q. Where do I go to find the forms to request a payment
or reimbursement?
A. Fiscal
Services forms are located on our webpage.
Q. Where do I send a request for payment document.
(Direct
Pay, Travel, etc.)?
A. Documents can be taken directly
to the Accounts Payable office in Administration West,
or sent through campus mail to 35 ADM which goes through
the General Accounting Office in Administration.
BUDGET
Q. What is the difference between an expenditure
transfer and a budget
transfer?
A. A Budget Transfer Form is to be
used when a department is moving all or part of a budget
appropriation to a different Department ID or Account. Budget
may not ever be transferred across funds, for example
General Fund monies must stay in the General Fund,
Lottery monies must stay in Lottery. In the even
an expense was charged incorrectly a department has
the option of moving that expenditure across funding
sources. This type of transfer must be done on
an Expenditure Transfer Form which is found on the
Accounting Forms website.
Q. Which reports should I use to reconcile
my budget/expenditures?
A. There are several reports available
in the Finance system to assist you in reconciling
your budget and expenditures. Invision, Query,
and various Budget
Comparison Reports are all very helpful resources
and should be run and compared to expenditure
documentation (i.e. direct pays, travel claims, requisitions)
on a monthly basis. The Budget Office offers
training on these reports as well as reports in the
HR system on a quarterly basis. Please check
the Budget Office webpage for training dates.
CUSTODIAL
Q. When will my trash be emptied?
A. Employee answers the radio and then he proceeds
to empty trash..
Q. Restroom is out of paper. How do
I have them filled?
A. Contact Albert Perez and a custodian
will fill dispenser.
Q. When will my floors be waxed?
A. Floors are waxed yearly.
Facilities Management
Q. I’m having an event. How do I get tables and chairs and how much do they cost?
A. In order to request tables, chairs, etc., you must submit a work order form at least one week in advance in order to confirm availability and arrange set-up. When submitting your request you will need to specifically state the date, time, location, and requested set-up. If you need to fax a diagram, please write your work order number (found on the emailed confirmation) and fax it to (661) 654-2290.
The fee schedule is charged in addition to any fees stated on your space reservation form. It is expected that you received signatory authorization your event request expenditure prior to submittal. You and your department will be held responsible for the request and the associated costs.
Q. How do I report a broken…?
A. If you have an urgent or emergency request,
please call Facilities Management at (661) 654-2211 first and then follow up
with a work order form. All requests, even those for general maintenance, need
to be report to Facilities Management using the work order form.
Q. When I use the work order form, I can only enter a limited
number of characters. I can’t fully describe what I am requesting. Why?
A. When using the work
order form you will need to enter your request information
in the “Action Requested” field, where the PeopleSoft chartfield names appear.
The field that has a character limit is for the subject only. You can place your
cursor in front of or directly after the PeopleSoft chartfield names and type
in your request.
Q. I submitted my work order form. How can I find out the status of my request?
A. Once your request has been accepted, you will receive a work order confirmation.
On the confirmation, there will the name and number of the supervisor, as well
as the work order number. Please have your work order number available when placing
your call.
EDIT
PAYROLL
http://www.csub.edu/BAS/fiscal/payroll/Payroll_faqs.pdf
PURCHASING
Q. Has my requisition been processed?
A. In PeopleSoft
go to and search "Purchase Orders", find
an existing value, enter 5 digit req in Purchase Order
Reference.
Direct Pay (Request for Pay)
http://www.csub.edu/BAS/fiscal/accounting/directpay/direct_pay_instructions.pdf
"Ordering a Computer"
Q. How do I order a computer
for work use?
A. CSUB has established standards
for computer equipment purchased with Campus resources.
These standards can be found on the CSUB Information
Technology Support Services (ITSS)website @ http://www.csub.edu/IRTS/Standards/Hardware/.
For more information visit the Procedures
page.
Q. How do return something I purchased with a CSUB
Purchase Order?
A. The procedures for return of
items purchased with a CSUB Purchase Order are as
follows:
- Contact Procurement and provide the buyer a complete
description of the problem with the purchased item/s.
- Procurement will contact the vendor to receive
a return merchandise authorization and (RMA) return
instructions.
- Procurement will notify requestor with the vendor's
instructions for repackaging and return, and then
will issue a Pick-Up Notice to the CSUB Receiving
Dept. It is important to make the package available
at the designated location for pick-up.
- Receiving Dept will pick up package and provide
mailing services. Charges, if any, will be charged
to department.
- Procurement will work with the requestor to resolve
the return, whether it be for a credit or a replacement.
The requestor is ultimately responsible for tracking
the receipt of the credit to the department's account
or the replacement item.
Q. How can I tell if my order has been received?
A. If
your order was placed by Procurement using a Purchase
Order, you can check the status of delivery through
PeopleSoft. Under the PS menu, select Purchasing -
Review P.O. Info - Purchase
Orders. Input your requisition
number in the PO Reference field and click search. The
Purchase Order prepared for the requisition should appear. Check
status bar at the top of the P.O. to see if items have
been received.
Q. How do I get a Procurement Card/Credit Card (ProCard)?
http://www.csub.edu/BAS/fiscal/procurement/creditcardprogram.shtml
Go to link above, print
out handbook & application. Once application is approved,
you will receive training for the program.
How do I order a task chair (Ergonomic Chair)?
http://www.csub.edu/BAS/fiscal/procurement/echairs.shtml
Go to link above, select chair and submit requisition
to Procurement. Fabric samples are available to view for selection in Procurement.
SAFETY AND RISK MANAGEMENT
HOW DO I DECIDE WHAT CHAIR TO PURCHASE?
WHO DO I CONTACT TO SCHEDULE A REVIEW?
HOW DO I DISPOSE OF HAZARDOUS MATERIALS?
HOW DO I DISPOSE OF COVERED ELECTRONIC WASTE OR UNIVERSAL
WASTE?
WHO NEEDS A DEFENSIVE DRIVING PERMIT?
HOW CAN I GET A DEFENSIVE DRIVING PERMIT?
HOW DO I RECYCLE A USED TONER CARTRIDGE?
WHO NEEDS A CAMPUS FOOD PERMIT?
WHAT KIND OF SAFETY TRAINING DO I NEED?
HOW DO I REPORT A WORKPLACE HAZARD?
WHO DO I TALK TO REGARDING AN INDOOR AIR QUALITY ISSUE?
WHO IS MY DEPARTMENT SAFETY COORDINATOR?
IS THERE ASBESTOS IN MY BUILDING?
IS A CAMPUS CART A STATE VEHICLE?
AM I PART OF THE CAMPUS MEDICAL MONITORING PROGRAM?
WHERE IS MY EMERGENCY COLLECTION POINT?
CAN I CALL ANY OFF CAMPUS ACTIVITY A FIELD TRIP?
WHAT ARE THE PROCEDURES FOR OFF CAMPUS TRAVEL?
WHAT ARE THE REQUIREMENTS FOR AN ON CAMPUS EVENT?
Travel FAQ
Q. Where do I find the travel expense claim and travel advance forms?
A. Go to the CSUB website, under Business and Administrative Services, you will find the Forms section.
Q. What needs to be submitted with the Travel Expense Claim?
A. All original receipts and back-up documentation, such as meeting agenda, hotel folio, flight boarding passes and flight itinerary, must be included with the claim. If you’re traveling with students and paying for students’ travel expenses, a list of students must be provided.
Q. When are travel claims due?
A. Travel claims must be submitted to Accounting within 30 days from date of travel.
Q. What are Travel Advances for?
A. Travel Advances are only issued for expenses that have been incurred before traveling, such as conference registration fees. Travelers should request payment directly to the organization and not pay for registration fees out of pocket. Travel Advances must be cleared within 30 days from date of travel by submitting a travel claim or by returning the advance.
Q. What happens if a Faculty or Staff pays for their conference fee, how will they get reimbursed?
A. If other travel expenses (lodging, meals, etc.) will be claimed, they must prepare a Travel Advance form at least 30 days before the conference. If no other travel expenses will be claimed, a Direct Pay form must be submitted for reimbursement.
Q. Are there any special requirements for traveling out of the country?
A. Yes, please contact Safety and Risk Management (x2066) to purchase travel insurance.
Q. How do I book a flight, hotel or car rental?
A. You must complete a charge request to obtain pre-authorization to reserve a flight or car rental. (http://www.csub.edu/BAS/fiscal/travel/forms/chargeRequest.shtml). Flight arrangements must be made through Uniglobe. Every traveler will be responsible for arranging their own lodging, requesting governmental rates and occupancy tax waivers. Local hotel arrangements may be reserved through one of our preferred hotels via a charge request.
Q. How much do I get reimbursed for meals?
A. Travelers will be reimbursed for actual expenses on meal purchases up to a maximum of $55 per day. Receipts are required for expenses equal to or greater than $25. Please note, travelers will no longer receive per diem amounts for meals.
Q. When will my travel reimbursement get paid?
A. Accounting will process travel claims within 10 business days if all proper documentation and approvals are complete. Any claims that are missing documentation will result in delayed processing. If you want to pick-up your check, you will receive an email from General Accounting when your check is ready for pick-up.
Q. How do I apply for an American Express Government Card?
A. The application is located in the Travel Forms section under BAS on the CSUB website. When the form is filled out, it is sent to Fiscal Services for approval by the AVP of Fiscal Services. Once a card is ordered, it will take approximately two weeks to arrive.
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