University Business Process Advisory Council (UBPAC) Staff to the Council Stephen Mastro, AVP Administration and Finance Homaira Masoud, Budget Director Cecilia Patz, Accounting Services Director Garth Kwiecien, Director of PCLASS Larry Kimaara, Business Process Manager
AGENDA • Year-end Closing Process: (25 Minutes) • Business Process Updates: – Signature Authority Chart: (10 Minutes) – Data Warehouse: (10 minutes) – Travel Procedures: (5 Minutes) • Questions 2
YEAR-END CLOSE PROCESS & DEADLINES Review of April 8 th Year-end Memorandum and Listing of Tasks and • Deadlines for: Accounting Issues: Cecilia Patz, Lorena Raymundo-Yusuf, Kath Elkins – • State Legal Close is Scheduled for July 14, 2016 • Invoice Processing/Expense Posted as FY2015 vs. 2016 • Expenditure Transfer Processing • Travel Claims Processing • Cashier Processing • Chargebacks Processing • Billing Requests Procurement Issues: Garth Kwiecien – • Requisitioning Processes • P-Card/Direct Pay Use • Blanket PO’s 3
YEAR-END CLOSE PROCESS & DEADLINES (Continued) Review of April 8 th Year-end Memorandum and Listing of Tasks and • Deadlines for: Budget Issues: Homaira Masoud – • Budget Journals • Payroll Transfer Requests • Requests for “Earmarked” and “Special Purpose” Budget Carry Forward. • Budget Roll of 2015-16 Base into 2016-17 HR and Payroll Processing Key Due Dates: Wayne Nishioka for HR (Refer to 2015-16 – Year-End Deadlines Memo for Details) • HR documents due Monday, June 13, 2016 • Payroll documents due Wednesday, June 15, 2016 • May Timesheets for “Positive Pay” to be Processed in the June Pay Cycle (e.g. Overtime, Shift, Hourly, etc…) 4
UPDATES: Signature Authority Chart – New process for FY2016-17: Larry Kimaara • Divisional Charts Stored as Electronic File – One Signature Required from Each Signatory – File can be Updated During year as Signatory Changes for a Department – Data Warehouse: Wayne Nishioka • Report Formats Recommended for Monitoring of Maximum Spending Authority – New Report Format Created by CSU Based on DH College Request – Future – New Dashboards – Travel Procedures Recommendations to Cabinet: Stephen Mastro • Eight Changes for Campus Consideration to Minimum Travel Standards – Ad Hoc Committee Recommendations – Changes to Forms and Procedures – 5
FUTURE ISSUES / TOPICS Data Warehouse • Users Group to Provide Assistance with Training/mentoring and Creation of New Reports. – Budget • New Budget Process for “Expansion Budgets” Requests in February – Central Recovery of Lapsed Salary – Procurement • Standardization of Processes and Resources to End Users – Campus Market Place – Reduction of Multiple Year PO’s – Reduction of Blanket PO’s – Personnel Management • Position Control for Base Funded Positions – Federal Work Study Process – Other Topics • Payroll Check/Stub Distribution Process – Processing Requests for PeopleSoft system access – 6
Questions, Comments, and Suggestions ? Thank you for your time 7
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