CSUEB Bay Card Updates May 2019 August 2019 Black Board Transact - - PowerPoint PPT Presentation

CSUEB Bay Card Updates

Bay Card Software Transition

§ May 2019 – August 2019 § Black Board Transact to

TouchNet OneCard

§ Chartwells (New Dining

Vendor) Set up § Important changes

§ Phil Station § US Bank § Mobile App § New Website URLs

Bay Card Website

www.csueastbay.edu/baycard

Bay Card Mobile App

§ Available on IOS

and Android Devices

§ Check balances § Reload Bay Bucks § Mobile Payments § Digital Bay Card

Bay Bucks Transaction Locations

ASI Business Office Student Health Center Duplicating Center Library Circulation WavePoint Machine Bookstore Starbucks Einstein Bagel Taco Bell Pizza Hut RedWave Panda Express Subway Jamba Juice Pioneer Kitchen

New Bay Card Design

§ Re-Card – Spring 2020 § Opportunity for new Photo § New card design chosen by

student body

§ Voting Oct. 2 – Oct. 8 http://www.csueastbay.edu/ baycard/bay-card-re- design.html

MyPhoto

Winning design

SB SB 972: Su Suici cide e Preven ention Ho Hotline e Tel elep ephone e Nu Numb mber ers

§ New requirement for suicide

prevention hotline numbers be listed on student id cards.

§ All new card stock purchased

will have numbers listed on back of Bay Card.

š (1) The telephone number for the National Suicide Prevention Lifeline, 1- 800-273-8255. š (2) The Crisis Text Line, which can be accessed by texting HOME to 741741. š (3) The campus police

• r security telephone

number or, if the campus does not have a campus police or security telephone number, the local nonemergency telephone number. š (4) A local suicide prevention hotline telephone number.

Next Steps

RE-Card Important Dates Photo Submission Now – December 31, 2019 Distribution of New Bay Cards March 3, 2020 – May 15, 2020 Submit your photo today! Visit: www.csueastbay.edu/baycard

Question

Name 1 feature of the mobile app.

Thank you!

For more information please visit our website www.csueastbay.edu/baycard

Student F inanc ial R esponsibility Agr eement

Y U

• I

t’ s the U nive rsity’ s way o f e nsuring that o ur stude nts unde rstand the financ ial re pe rc ussio ns o f e nro lling in c lasse s at CSU E ast Bay.

• I

t o utline s the U nive rsity’ s e xpe c tatio ns fo r payme nt, ho lds, and the e mplo yme nt o f c o lle c tio n age nc ie s.

WHAT IS THE STUDENT FINANCIAL RESPONSIBILITY AGREEMENT?

WHY DO WE WANT STUDENTS TO READ & SIGN THE AGREEMENT?

• T

he U nive rsity is e nsuring that stude nts are c are fully c o nside ring the c o st o f the ir e duc atio n, inc luding financ ial planning and de bt manage me nt.

• T

he U nive rsity is info rming/ re minding the stude nt o f the ir financ ial

• bligatio n whe n e nro lling in c lasse s at CSU

E B

• T

he U nive rsity may e mplo y the se rvic e s o f c o lle c tio n age nc ie s fo r the c o lle c tio n o f fe e s. T he agre e me nt is the U nive rsity’s way o f c o mmunic ating tho se arrange me nts.

HOW OFTEN ARE STUDENTS ASKED TO SIGN THE AGREEMENT?

• T
• ensure that eac h student is c o nsidering his o r her financ es eac h

year, the agreement is requested to be signed once per

academic year during Spring/ F

all registratio n

WHAT HAPPENS IF A STUDENT DOES NOT SIGN THE AGREEMENT?

• T

he stude nt will c o ntinue to re c e ive re minde rs to c o mple te the agre e me nt until he o r she do e s so

• I

f the stude nt do e s no t sign the agre e me nt: *NO re gistratio n blo c k will be plac e d *NO re le ase o f transc ript ho ld will be plac e d

TRIVIA QUESTION! Will the stude nt be able to e nro ll in c lasse s e ve n if she / he do e s NOTsign the agre e me nt?

T RA NSFERS

Y U

TYPES OF TRANSFERS

• BUDG ET

T RANSFERS

• PAYRO LL ADJUST

MENT S

• NO N-PAYRO LL EXPENSE T

RANSFERS

Budge t Offic e

Ge ne ral Ac c o unting

• ll Adjustments

F SU

WHE RE T HE Y ARE DIF F E RE NT WHAT T HE Y HAVE IN COMMON

F

• rms are submitte d to a spe c ific o ffic e

Co rre c ts and mo ve s financ ial data be twe e n diffe re nt c hart fie lds F

• rms c re ate a Pe o ple So ft e ntry within a le dge r

TYPES OF TRANSFERS

BUDGET TRANSFERS

Dashboar d Vie w

• Cre ate s c hange s in the “Budge t” le dge r
• No t po ste d o r re late d to “Ac tuals”
• Re c e ive d & pro c e sse d by the Budge t Offic e

Use d to tr ansfe r budge t fr

• m one De par

tme nt/ Ac c ount to anothe r De par tme nt/ Ac c ount within the same fund

BUDGET TRANSFERS

• T

ransfer between two departments in the same Co llege

• T

ransfer between a Divisio n and Departments within that Divisio n

• T

ransfer between ac c o unts within the same Department

Commonly Used for :

BUDGET TRANSFERS

• Name and Date , De partme nt, De sc riptio n
• Re quire d c hart fie lds: Ac c o unt, F

und, De ptI D

• Must transfe r within sa me fund
• Use Pro g ram, Pro je c t and Class as ne e de d
• L

ine De sc riptio n (30 c harac te rs max)

Budg e t T r a nsfe r F

• r

m

BUDGET TRANSFERS

• Be sure yo u have De le gate d Autho rity fo r the transfe r
• E

nsure the re is suffic ie nt budge t in the ac c o unt yo u are mo ving budge t fro m

• T
• tal de bits (+) must e qual the to tal c re dits (-)
• T

ransfe r must ne t to ze ro

• No commas
• Se nd re que st to : budget@csueastbay.edu

TEST YOUR KNOWLEDGE

What is the differ enc e between Budget and Ac tuals?

• A. No diffe re nc e . Budge t and Ac tuals are always the same .

B. Ac tuals are fle xible . Budge ts are rigid.

• C. Budge ts are fo r planning purpo se s and Ac tuals re fle c t what

ac tually happe ne d.

Payr

• ll E

xpe nse T r ansfe r s

FSU

Ac tua ls L e dg e r

PAYROLL EXPENSE TRANSFERS

PAYROLL EXPENSE TRANSFERS

• Po ste d in “Ac tuals” le dg e r (with F

T E )

• Dashbo ard vie w:
• T
• transfe r salary and be ne fits alre ady po ste d (c urre nt fisc al ye ar o nly)

§ F ac ulty, Staff, Manag e me nt, Spe c ial Co nsultants, Casual Wo rke rs, Stude nts (No n-Wo rk Study): 601XXX ac c o unts § F e de ral Wo rk Study: 602XXX ac c o unts § Be ne fits: 603XXX ac c o unts

PAYROLL EXPENSE TRANSFERS

• Ac c e pta b le re a so ns fo r tra nsfe r:

§

De pa rtme nt Re o rg a niza tio ns

§

L a te no tific a tio n o f a ppro pria te funding so urc e a nd/ o r la b o r c o st split fo r e mplo ye e / stude nt a ppo intme nts

§

F a c ulty wo rklo a d a djustme nts

§

Adjustme nts fo r re c e ntly a ppro ve d g ra nt c o ntra c ts

• Una c c e pta b le re a so ns fo r tra nsfe r:

§

Ove rspe nt Budg e t

§

Ma na g ing Budg e t with Pa yro ll E xpe nse T ra nsfe rs

Pa yro ll E xpe nse T ra nsfe rs mo ve individua l pa yme nts b y

c harge pe rio d, inc o rpo ra ting e mplo ye e a nd po sitio n

de ta il tha t is upda te d in Pe o ple So ft ta b le s a nd displa ye d in the L a b o r Co st Distrib utio n da shb o a rds.

PAYROLL EXPENSE TRANSFERS

Accounting P er iod vs. Char ge P er iod

Ac c o unting Pe rio d : Whe n the payme nt was pr

• cessed

Charge Pe rio d: Whe n the payme nt was ear ned

PAYROLL EXPENSE TRANSFERS

Curre ntly, mo st (no n-g rant) re que sts fo r Payro ll E xpe nse T ransfe rs are submitte d via e mail to Jo e Andre ws. I nfo rmatio n re quire d:

• E

mplo ye e / Stude nt Name

• E

mplo ye e I D (fo und in L CD Dashbo ard)

• E

mplo ye e Re c o rd Numbe r (fo und in L CD Dashbo ard)

• Po sitio n Numbe r (fo und in L

CD Dashbo ard)

• Charg e Pe rio ds (fro m/ to ) rang e fo r adjustme nts
• Pe rc e ntag e to transfe r (ne e de d fo r split distributio ns)
• T

ransfe r to c hartfie lds

• Re aso n fo r transfe r

PAYROLL EXPENSE TRANSFERS

F T E E a rning s Distribution Re que st F

• rm

Curre ntly lo c ate d

• n the ORSP F
• rms

L ibrary Co py to be plac e d

• n the F

inanc e Suppo rt Unit F

• rms

se c tio n (with Chartfie ld Re que st F

• rm)

L

• o king fo r

vo lunte e rs to use this fo rm fo r no n-g rant Payro ll E xpe nse T ransfe rs as we ll as L abo r Co st Distributio n se t up!

PAYROLL EXPENSE TRANSFERS

He lpful T ips!

• Ple ase submit re que sts by the 20th o f e ac h mo nth.
• Be sure yo u have De le gate d Autho rity fo r the transfe r.
• E

nsure the re is suffic ie nt budge t in the funding so urc e yo u are mo ving e xpe nse s to .

• I

nc lude E mplo ye e Re c o rd Numbe r in yo ur re que sts – e spe c ially if the re are multiple appo intme nts fo r the same e mplo ye e / stude nt.

• Re me mbe r that asso c iate d be ne fits e xpe nse s will be transfe rre d with the salary/ wage

e xpe nse s.

PAYROLL EXPENSE TRANSFERS

T e st T im e !

(We ll, no t re ally!)

What is no t an ac c e ptable re aso n fo r re que sting a Payro ll E xpe nse T ransfe r?

EXPENSE TRANSFERS

E xpe nse T ra nsfe rs

Ge ne ral Ac c o unting

Ac tuals L e dge r

EXPENSE TRANSFERS

Common T ypes

• E

xpe nse Re c lassific atio ns

• Co st Re c o ve ry
• Campus-Co st Allo c atio n
• T

ransfe rs (i.e . CE RF )

• T
• day’s foc us…
• “E

xpense r ec lassific ations”

EXPENSE RECLASSIFICATION

• U

se to adjust o r c hange transac tio n(s) to a ne w c hartfie ld

• Po sts to Ac tuals le dge r
• Re que sts must:
• Be fo r cur

r ent year ac tivity

• Me e t fund’ s inte nde d purpo se
• Be an allo wable e xpe nse ac c o rding to fund guide line s
• F
• llo w CSU

and c ampus spe nding po lic ie s

EXPENSE RECLASSIFICATION

• Co mple te R

equest F

• r

m

• Pro vide suppo rting do c ume ntatio n
• Pro vide an e xplanatio n/ re aso n fo r the re c lass
• E

mail re que st fo rm with bac kup, e xplanatio n, and any ne e de d appro vals to : gen.acct@csueastbay.edu

EXPENSE RECLASSIFICATION

Comple te d E xpe nditure T ra nsfe r Re que st F

• rm
• F

ull c hartfield string fo r the transac tio n

• No c o mmas in any field
• L

ine desc riptio n – 30 c harac ters max

• Clear lo ng desc riptio n
• T
• tal debits (+) must equal the to tal c redits (-)
• Must net to zero

EXPENSE RECLASSICATION

Suppor ting documentation examples

• Sc re e nsho t o f the o riginal transac tio n fro m the Data

Ware ho use

• Writte n e xplanatio n o f re que st
• Co mputatio n
• Co ntrac t
• E

mail

• Me e ting Minute s

EXPENSE RECLASSIFICATION

T ips and T r ic ks

• E

nsure all invo ic e s/ trave l c laims c hartfie ld strings are c o rre c t whe n submitte d to A/ P

• Mo ve ac tual ide ntifie d e xpe nse ; no t balanc e s
• An o ngo ing pro c e ss thro ugho ut the ye ar no t a ye ar-e nd pro c e ss
• Re vie w financ ial ac tivity mo nthly

EXPENSE RECLASSIFICATION

T ips and T r ic ks c ont’

• Bac k up do c ume ntatio n sho uld c le arly suppo rt re que st fo rm
• Circ le ke y amo unts, c re ate subto tals, e tc .
• Do no t highlight; whe n sc anne d, it make s the fo rm hard to

re ad

• Cle ar de sc riptio n
• Audito r frie ndly
• Make it e asy fo r yo ur appro ve r!

TEST YOUR KNOWLEDGE

Why sho uld transac tio ns use the appro priate Chartfie ld Strings?

• A. F
• r data inte grity and c o mplianc e
• B. F
• r be tte r de c isio n-making
• C. Bo th A and B
• D. T
• make audito rs’ happy

tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s tr ansfe r s

ALL TRANSFERS

Ple ase r e me mbe r to r e c onc ile on a monthly basis and se nd all tr ansfe r s as you r e c onc ile monthly! T hat way we will not dr

• wn in tr

ansfe r s at ye ar e nd. T HANK YOU SO MUCH!

Budge t T r ansfe r s E xpe nse T r ansfe r s Payr

• ll Adjustme nts

TRANSFER FORMS

BUDGE T T RANSF E RS

http:/ / www.c sue a stb a y.e du/ b udg e t/ inde x.html

PAYROL L ADJUST ME NT S

http:/ / www.c sue a stb a y.e du/ b udg e t/ inde x.html (Pe nding )

NON-PAYROL L E XPE NSE T RANSF E RS

http:/ / www.c sue a stb a y.e du/ a c c o unting -fisc a l/ g e ne ra l-a c c o unting .html

PRO C UREMENT ISSUES

P- C ARD AUDIT BY C O AND FINDING S

• Ac tive Cre dit Card Ac c o unts fo r Se parate d

E mplo ye e s

• T

ransac tio n Splitting

• U

nallo wable E xpe nse s

• Cre dit E

xpo sure

• Re vise d P-Card Po lic y E

ffe c tive Marc h, 2019

PRO C UREMENT ANNO UNC EMENT S

FO O D SERVIC ES

• Cha rtwe lls se le c te d a s ne w F
• o d Se rvic e s Pro vide r

E ffe c tive June 1, 2019

• Curre ntly wo rking o ff o f a L

e tte r o f I nte nt, while full c o ntra c t is b e ing ne g o tia te d.

• Cha rtwe lls o ffe rs dining fo r re side nt ha ll stude nts,

re ta il c ho ic e s (Sub wa y, Pizza Hut, E inste in’ s Sta rb uc ks, e tc .) a s we ll a s c a te ring

• So me upg ra de s to the Dining Co mmo ns a nd o the r

re ta il lo c a tio ns a lre a dy c o mple te d this summe r. T he re will like ly b e mo re re no va tio n to re ta il o utle ts, a nd po ssib ly so me c ha ng e s o f b ra nds b e g inning in ye a r 2.

PRO C UREMENT A NNO UNC EMENT S

SHUT T L E SERVIC ES

• Ne w c o ntra c t a wa rde d to SP+ e ffe c tive 1/ 2/ 2020
• SP+ is a multi-sta te tra nspo rta tio n pro vide r with a

la rg e pre se nc e in No rCa l. T he y ha ve a c o ntra c t with F re sno Sta te Unive rsity

• Co ntinue d se rvic e to a nd fro m b o th Ha ywa rd

BART

• n o ne ro ute a nd to Ca stro Va lle y BART
• n

the o the r ro ute . Ca mpus L

• o p will b e re ta ine d

with so me mo ve me nt o f sto ps a s a ffe c te d b y the CORE c o nstruc tio n pro je c t.

• SP+ will pro vide e xtra drive rs to c o ve r lunc he s a nd

b re a ks.

• All b use s sta y in se rvic e during lunc h a nd re st

b re a ks. I mpro ve me nt fro m inc umb e nt.

PRO CUREMENT ISSUES – Q UIZ!

O ne issue not found in the P- Ca rd Audit:

1.

Ac tive c re dit c ard ac c o unts fo r se parate d e mplo ye e s

2.

Mo st P-Card ho lde rs failing to use the ir full c re dit limit at le ast 9 mo nths

• ut o f e ve ry fisc al ye ar

3.

U nallo wable e xpe nse s be ing c harge d

4.

T ransac tio n splitting (multiple transac tio n to the same ve ndo r in the same day o r o n subse que nt days by the same c ardho lde r

5.

Cre dit e xpo sure by unde ruse d c ardho lde rs

Presenter: Jesse Norman Created by Project Team Tuesday, November 18, 2019

CFS/Duo MFA Implementation Overview

BY THE INFORMATION SECURITY OFFICE And FINANCIAL SUPPORT UNIT

Acknowledgements

§ Sponsors § Maureen Pasag § Monique Cornelius § Kim Napoli § Thomas Dixon § Project Team § Socorro Medrano § Gregory Fellin § Miyesha Dickerson § Jesse Norman

Acknowledgements

§ IT Asset Management Team § Jonathan Hale § Ellen Suico § Margaret Price § Fred De Leon § Technical Team § Alex Patterson § David Heldt § Emma Lewis § Lee Breitzman § George Chen

Acknowledgements

§ Financial Support Unit § Joy Lai § Joseph Andrews § Lisa Booker § Brian Schuck § Celestina Colemen

Agenda

• What is Multifactor Authentication (MFA)?
• Why are we using MFA?
• Where are we going to use MFA?
• When are we going to start using MFA?
• How are we going to start using MFA?
• Questions and Answers

What is Two-Factor Authentication?

§ Two-factor authentication provides a second layer of security to any type of login, requiring extra information or a physical device to log in, in addition to your password. § By requiring two different channels of authentication, we can protect user logins from remote attacks that may exploit stolen usernames & passwords.

Things you know

Something you have

Something you are

Why do we need two-factor authentication

§ Chancellor’s Office Financial Services and ITS, in consultation with CSU Audit, have worked with campuses to identify a solution using Duo Multi-factor Authentication (MFA). § Login credentials are more valuable than ever and are increasingly easy to compromise. Over 90% of breaches today involve compromised usernames & passwords. § Two-factor authentication enhances the security of your account by using a secondary device to verify your identity. This prevents anyone but you from accessing your account, even if they know your password.

Where, When, and How

§ Common Financial Systems (CFS) will be the first system use Duo MFA § Student Health Services App § Training will begin for Financial Support Unit on § Wednesday, November 20, 2019 § SA 1400 § Pilot Test Group for CFS/MFA Project § ITS Technical Staff—Live § Financial Support Unit—Training over the next few weeks. § Train IT Staff, then the Financial Support Unit staff in a pilot program § Go-Live Timeframe coming soon!

Thank-you

from Financial Support Unit and Information Security Office

Questions for the Audience § What does MFA stand for?

Q&A

For more information Jesse Norman Information Security Analyst, Information Security Office California State University, East Bay jesse.norman@csueastbay.edu

Thank You.

DRAFT