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DATE:: FEBRUARY 09, 2012
TO: proj-leap@lists.sdsu.edu
FROM: Cathy Garcia, C.P.M. Manager
SUBJECT: 2011/2012 ORDER REVIEW
Greetings!
It’s hard to believe we are over halfway through the 2011/2012 fiscal year! With that in mind, any order processed during the first half of the fiscal year (July – December) should have been received and paid by now. Although our office routinely reviews open orders, contacting departments for receiving information, contacting suppliers for delivery/invoices our efforts alone aren’t enough. This notice is sent to request your assistance in closing out these outstanding orders. Please take a moment to review your open orders to determine:
- Goods or services may have been received directly by your department and there is no record of receipt in Receiving. Please e-mail Central Receiving with delivery information, i.e. PO number, date received, and department person who received goods.
- Goods or services are no longer needed. Perhaps the order can be cancelled or final closed. Complete and submit an on-line Final Close Request or if you have several orders that can be final closed, email a spreadsheet list of the orders to my attention cgarcia@mail.sdsu.edu for distribution to the buyer for processing.
It is extremely important that we close out these outstanding orders to remain current in our financials and free up any funds so they may be used for current requirements of your department.
As we round the corner to the 2011/2012 fiscal year end, these proactive efforts will help to ensure smooth transition to the new 2012/2013 fiscal year.
Your assistance is greatly appreciated!
Cathy Garcia, C.P.M. Manager
Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616
Phone: 619-594-4723
Fax: 619-594-5919
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REQUISITION SUBMISSION DEADLINE
DATE:: FEBRUARY 02, 2012
TO: proj-leap@lists.sdsu.edu
FROM: Cathy Garcia, C.P.M. Manager
SUBJECT: SUBMISSION OF 11/12 & 12/13 REQUISITIONS
Good Day!
Attached are the submission dates for 2011/2012 and 2012/2013 Requisitions, submission of Final Close Requests, Procurement Credit Card purchases, and Office Max on-line ordering. Please review them carefully as many dates have changed. Please also share this information with your colleagues. This memo will be posted on our website for future reference.
Feel free to contact me with any questions or concerns.
Thank You.
Cathy
Cathy Garcia, C.P.M. Manager
Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616
Phone: 619-594-4723
Fax: 619-594-5919
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DATE:: FEBRUARY 02, 2012
TO: proj-leap@lists.sdsu.edu
FROM: Cathleen Austin, Manager
SUBJECT: PCC - Special Edition Newsletter
Effective February 2012, the PCC transaction limit will be raised to $4,000.00! The increased per transaction limit along with the expanded approved vendor list provides cardholders additional flexibility and convenience when making routine purchases for their departments.
See the PCC NEWS – SPECIAL EDITION attached for additional information.
Cathleen Austin, Manager
Accounts Payable Department
San Diego State University
Phone 619/594-5289
Fax 619/594-4917
Email: caustin@mail.sdsu.edu
http://bfa.sdsu.edu/ap/
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DATE:: JANUARY 18, 2012
TO: proj-leap@lists.sdsu.edu
FROM: Kimberlee Reilly, Assistant Controller
SUBJECT: Training Sessions
Dear Project Leap members,
Accounts Payable, Contract and Procurement Management, and Accounting Services have developed a series of sessions to address your questions and provide you with information about State and University procedures, Oracle and Markview, and the services we provide. These sessions have been created based on input from the campus surveys you submitted to our areas.
The following sessions have been added to our training calendar:
- Introduction to Procurement, Accounts Payable, Accounting - February 2, 2012 10:00 a.m. – 11:00 a.m. – This introductory session will provide an overview about each of our departments, what’s new, answers to frequently asked questions and what we can do for you.
- Accounts Payable - February 14, 2012 10:00 a.m. – 11:00 a.m. – Learn about invoice receipt and payments and your important role in the process, an expanded(PCC) program you can take advantage of to get the items you order more quickly, and receive information about a new Accounts Payable report and other resources available to assist you.
- Contract and Procurement Management – February 28, 2012 10:00 a.m. – 11:00 a.m. Learn about Requisitions, Purchase orders, and resources you can utilize to make purchasing goods and services more efficient for your department.
- Accounting Services - March 22, 2012, 10:00 a.m. – 11:00 a.m. This session will include topics related to Financial Reports available, tips about querying your data, information about campus billings(non-student) and expenditure transfer requests.
Each of these sessions will be located in ESC 403(Training Room). They are an opportunity to meet some of our staff, gain a more in depth understanding about policies/procedures in these areas, and provide you more information about resources that are available to you.
In addition, we welcome any “special” topics of interest. Please email me at kreilly@mail.sdsu.edu with your suggestions and if time permits we will include that information as well.
Space is limited to 30 guests per session so please RSVP to Levonne Chen at lchen2@mail.sdsu.edu or call x41534 to let us know which sessions you will be attending. Attendees will be emailed a copy of the presentation prior to the training session. We will also post the presentations on our website for those who are unable to attend.
In addition to these training sessions, each Friday staff are available in the Oracle Open lab between 10:00 a.m. and 11:00 a.m. in AD 233 to answer questions related to Oracle or Markview. Please contact the Business Information Systems Help Desk at x40899 or bis@mail.sdsu.edu to schedule an appointment. In addition, let them know the specific type of help you need so they can ensure the appropriate staff are available for you.
Thank you,
Kimberlee Reilly
Kimberlee Reilly
Assistant Controller
San Diego State University
San Diego, CA 92182-7425
( 619.594.1531
* kreilly@mail.sdsu.edu
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NEW ~ BUDGET 101 TRAINING ~ SPRING 2012 SESSION DATES
DATE:: JANUARY 10, 2012
TO: proj-leap@lists.sdsu.edu
FROM: Crystal Little, Interim Director, Budget & Finance
SUBJECT: New ~ Budget 101 Training ~ Spring 2012 Session Dates
Hello everyone,
Ask and you shall receive! Thank you again to all those who responded to our survey last May and expressed an interest in learning more about the budget. We (Budget & Finance) are excited to announce a new Budget 101 Training session! We've set the dates for the Spring 2012 Budget 101 Training sessions as follows:
Date: Tuesday, February 21st
Time: 9am–11am presentation followed by an open lab from 11am-12pm
Location: Applications Training Lab, AD-233
Date: Thursday, April 12th
Time: 9am–11am presentation followed by an open lab from 11am-12pm
Location: Applications Training Lab, AD-233
Seating is limited to 15 persons per session; please RSVP with your name, phone number, department and job title to budget@mail.sdsu.edu to reserve a seat. You will receive email confirmation of your reservation prior to the training.
This training is for those interested in learning more about the SDSU budget process and its inter-relationships with the State of California and the Chancellor's Office budget processes. Training is geared towards those individuals who are responsible for budgeting activities within their departments, colleges or divisions. Our goal is that participants will leave this training with a better understanding of the SDSU budgeting process and the tools available to assist departments in managing their budgets.
Topics to be covered include:
• Budget Process - overview of State, Chancellor's Office and SDSU Budget process
• Funding Sources – beyond appropriations, an overview of revenue sources – i.e. student fees, cost recovery, other funds
• Carry-forward Process – what happens if I have budget left over at year-end, where does the budget go?
• Account Segments – find out what the values mean and why it is important to use them!
• Reports and Queries – overview of the reporting tools that are available to assist departments in managing their budgets
We will also have an open lab for hands-on training and department specific questions.
The Budget 101 Training presentation will be available online http://bfa.sdsu.edu/~budfin/training.htm sometime in February. We will send out notification once the presentation is available online to all those who have reserved a seat to attend one of the Budget 101 Training sessions.
Please contact me with any questions. We look forward to seeing you at one of our training sessions!
Crystal Little
Interim Director
Budget & Finance
San Diego State University
619-594-4578 voice
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2012 POSITION MANAGEMENT TRAINING
DATE:: DECEMBER 16, 2011
TO: proj-leap@lists.sdsu.edu
FROM: Yesenia Acosta, Assistant Budget Analyst
SUBJECT: 2012 Position Management Training
Hello everyone,
We (Budget & Finance, Employment and Payroll) have set the dates for the 2012 Position Management Training sessions:
Date: Thursday, January 19th
Time: 9am – 11am presentation followed by an open lab from 11am - 12pm
Location: Applications Training Lab, AD-233
Date: Thursday, May 24th
Time: 9am – 11am presentation followed by an open lab from 11am - 12pm
Location: Applications Training Lab, AD-233
Seating is limited to 15 persons per session; please RSVP with your name, number, department and job title to budget@mail.sdsu.edu to reserve a seat. You will receive email confirmation of your reservation prior to the training.
This training is for those interested in learning more about PeopleSoft Position Management and its touch points with human resource functions. Training is geared towards those individuals who are responsible for coordinating position and payroll activity within their departments, colleges or divisions. Our goal is that participants will leave this training with a better understanding of the inter-relationships between position management, employment, payroll and labor cost distribution.
Topics to be covered include:
- Overview of Position Management
- Position Action Request (PAR) form
- Position Actions
- Funding Levels
- Position Reports
- Overview/Highlights of Employment and Payroll
- Overview of Labor Cost Distribution
- Labor Distribution Adjustment (LDA) form
- When to do LDA versus PAR versus Payroll Adjustment
- Payroll Reports
We will also have an open lab for hands-on training and department specific questions.
The Position Management Training slides are available online: http://bfa.sdsu.edu/~budfin/training.htm
Please contact me with any questions. We look forward to seeing you at one of our training sessions!
Sincerely,
Yesenia E. Acosta
Assistant Budget Analyst
Budget & Finance
yacosta@mail.sdsu.edu
Tel: 594-6602
Fax: 594-4370
MC-1622
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ACCESSIBLE TECHNOLOGY INITIATIVE REQUIREMENT AND CHECKLIST
DATE:: DECEMBER 9, 2011
TO: proj-leap@lists.sdsu.edu
FROM: Cathy Garcia, Manager, Contract & Procurement Management
SUBJECT: Accessible Technology Initiative (ATI) Section 508 Procurement Checklist Requirement
Good Day ~ This email is sent to notify the campus of the requirement to document accessibility for certain Information Technology (IT) purchases. Departments are required to review their IT purchases exceeding $15,000 to determine accessibility compliance or exempt them from this requirement if it is warranted. Please read the following information and forward to colleagues that request these purchases. A copy of the memo with the checklist form will be posted on the Contract and Procurement Management website for reference: http://bfa.sdsu.edu/prosrvcs/
California Government Code 11135 requires the California State University (CSU) to comply with Section 508 of the Rehabilitation Action of 1973, as amended, and to apply accessibility standards published by the U.S. Access Board for Electronic and Information Technology (EI&T) to products and services that it buys, creates, uses and maintains. E&IT is information technology (IT) and any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion or duplication of data or information.
In accordance with Executive Order 926 (http://www.calstate.edu/eo/EO-926.html) and in order to adhere to and incorporate Gov Code 11135/Section 508 requirements, acquisitions exceeding $15,000 (total purchase cost) in the following categories must be reviewed and compliance or exemption documented:
- Software Applications and Operating Systems;
- Web-based intranet and Internet Information and Applications;
- Telecommunications products, including telephone systems, voice response systems, and technologies involved with information transmission.
- Video and Multimedia products, including television displays and computer equipment with display circuitry that receives, decodes and displays broadcasts, cable, videotape and DVD signals;
- Self-contained, closed products that have embedded software and include, but are not limited to information kiosks, information transaction machines, copiers, printers, and fax machines;
- Desktop and portable computers
If the acquisition is E&IT (one of the categories above) and the total is $15K or greater, please prepare the attached Appendix F: E&IT Procurement Checklist for E&IT acquisitions and submit it with your online Oracle requisition. In the “Note to Buyer” section of your requisition indicate that the ATI check list is attached. (More information and forms may be downloaded from our website http://access.sdsu.edu/procurement.htm ). Contract and Procurement Management will review the submitted checklist and either follow-up with the Supplier for accessibility compliance or contact the University Chief Information Officer for exemption approval. Requisitions submitted without the ATI checklist included will be returned to the requisition preparer for resubmission with this documentation and will delay processing of your request.
If the acquisition type is not listed above, then Accessibility Standards DO NOT APPLY and no further action is required.
If you have any questions please feel free to contact me via email at cgarcia@mail.sdsu.edu
APPENDIX F procurement_checklist
Sincerely,
Cathy Garcia, C.P.M.
Manager, Contract and Procurement Management
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DATE: DECEMBER 6, 2011
TO: proj-leap@lists.sdsu.edu
FROM: Kim Reilly, Assistant Controller
SUBJECT: Travel News Fall 2011
Dear Project Leap Users and Campus Travelers
The Fall 2011 Edition of the Accounts Payable Travel News is now available. There are tips and new options available to assist you with your campus travel.
If you need assistance with travel, please visit our web site at
http://bfa.sdsu.edu/ap/travel.htm
or contact
Beth Dombrose, Accounts Payable Travel Coordinator
Extension – 48962 Email – bdombros@mail.sdsu.edu
Thank you,
Kimberlee Reilly
Kimberlee Reilly
Assistant Controller
San Diego State University
San Diego, CA 92182-7425
( 619.594.1531
* kreilly@mail.sdsu.edu
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