Financial Services Drop-In Session 11/21/24

LIVE RECORDING OF DROP-IN SESSION

Copy of PowerPoint Presentation

ACCOUNTS PAYABLE

How can an employee track, view, or inquire the status of a vendor payment request? ​

To view status of request please first reach out to your department Budget Manager. You can also reach out to ap@fullerton.edu to confirm request has been received and processed.

When submitting a vendor payment request, please be sure to leave your contact information in the comments section of the form and we will be sure to include you in any updates.

What is the timeframe for issuing vendor payments? ​

Time frame for processing payments is net 30 days. Net 30 will be when the check will be issued. If there are discounts available or invoice has special terms, we do expedite these requests.

What is documents/information is needed to process these payments to avoid any delay?​

To avoid any delays please be sure to include invoice, Purchase Order number (if applicable), and any proof of approval from your department.

TRAVEL & CONCUR

Will lump sum travel requests be coming soon? ​

We are still in an exploratory phase and the feasibility of this still being tested.

Regarding travel (airfare expense request) using Concur: It has been challenging to pre-select seats for economy (basic) class on some airlines. Given that the travel protocol only covers economy (basic) class for university business, what is the proper documentation process in Concur if individuals wish to purchase economy (standard) and pay the difference themselves? ​

1. Separate Transaction for Seat Upgrades: Many airlines will charge seat upgrades as a separate transaction. If this is the case, the separate transaction should be paid by the traveler's personal credit card and not claimed on the Expense Report.

2. Booking an Upgraded Class Fare: If the traveler wishes to book an upgraded class fare, they should:

   1. Take a screenshot of the economy fare total at the time of booking. This screenshot should show the cost on the exact dates for that specific trip.

   2. Upload the screenshot along with the actual receipt of what was booked.

3. Claiming the Expense: The traveler should only claim the amount of the basic economy fare on the Expense Report.

This process ensures that the traveler can upgrade their seat while adhering to the university's travel protocol and properly documenting the expenses in Concur. If you have any further questions or need additional assistance, feel free to contact travel@fullerton.edu.

Is an Exception Memo required for lodging that exceeds $333/a night?​

Yes, an Exception Memo is required if the stay is not at a hotel with a conference negotiated rate. Additionally, there is a question in the Travel Request that asks if lodging will exceed $333, and that also needs to be answered "Yes" in order for us to approve that lodging expense.

If an Exception Memo is needed for any travel exception does the memo need to be signed? Or would the approvers approval of the Concur travel report be sufficient?​

All Exception Memos must be completed on the Department's Letterhead and must be signed and dated by the Dean or VP. The Concur approval does not suffice.

Is a travel request amendment required when departing 1 day late? For example, TR lists a travel start date as 10/1/24, but in the Expense Report traveler reports start date as 10/2/24.​

An Amended TR is not required if the traveler departs a day late or returns early, as long as the travel still falls within the date range listed on the Travel Request. If they depart earlier than expected for the trip or return late, that is when we will need an Amended as it's an issue for Risk Management and costs may have been incurred.

A faculty member's program fee, travel, and hotel expenses will be covered by an organization due to their participation in a conference. How should their travel request (TR) be prepared?​

To meet the CSUF Travel and risk management policy, a travel request for $0 will need to be completed. The header should be filled out with the appropriate information and any documentation that was provided to show that the entire trip will be funded by a third party should be uploaded.

If no expenses are incurred, then no travel expense claim will need to be completed. Please be sure to close out your travel request with your department once the trip has been completed.

For further assistance on travel policy, please contact travel@fullerton.edu or for technical questions with Concur, please contact concur@fullerton.edu.

Our department has purchased a one-year training package for $6,500.00 on a P-card, covering various trainings from January 2025 to December 2025. A staff member will attend a five-day training session in Pasadena. How should the Travel Request be filled out for this training?​

If there is a specific cost for each of the trainings, please add just that amount to each Travel Request for the specific event. For example, if there are 5 events, make the Registration charge for the Pasadena trip $1300 to be paid by P-Card.

For further assistance on travel policy, please contact travel@fullerton.edu or for technical questions with Concur, please contact concur@fullerton.edu.

HOSPITALITY

Where can we add Project Code information when using an ASC P-card for food and beverages on the new Hospitality (D-11) form? ​

Unfortunately, at this time this form does not have this option. Please be sure to check with ASC if they accept this form and where they would like you to include a project code. We are looking to update the form and will take this into consideration.

Is it possible to submit a blanket Hospitality (D-11) form?

A blanket hospitality form is acceptable. If any of the above circumstances changes, target audience, event purpose, and benefit a separate form should be completed. Be sure to include as much detail as possible to explain why the expense has a business purpose aligning with our mission and what the benefit is.

CONTRACTS & PROCUREMENT

What are the guidelines/process for handing Guest Speakers travel arrangements/costs?​

Guest Speakers are normally processed via a purchase requisition in PeopleSoft. Contracts and Procurement works with the Speaker and issues a service order. The service order advises the guest speaker about travel and how they must comply with CSU and IRS travel policies.

Can meal expenses for faculty and students be charged to a P-Card when traveling for a competition? ​

Group meals with faculty & students should be reconciled under State P-Card Policy, not State Travel Policy.

How should group meal expenses be reconciled in Concur as: Travel P-Card or State P-Card Expense report? ​

In addition, the faculty member should have their own Travel Expense Report with charges only for them on it, and the meal that was purchased as part of the group should be checked off on their Meals and Incidentals Per Diem chart so they do not get paid the Per Diem for a meal that was technically provided.

Should they be categorized as Group Meals/Entertainment for fewer than 10 people?​

Yes, for 2 or more would be considered group meals.