Finance Fundamentals Training & Resources

Who? Staff initiates

When? Financial transactions require the authorization from a delegated authority (list below). Staff should complete a new Delegation of Authority for Expenditures Form when one of the department's authorized signers changes (e.g., new hire, department management change, etc.).

• Transactions under $10,000 can be approved by the appropriate College Dean, Assoc./Assist. Vice President or Vice President (exceptions for Grants and Trusts).
• Transactions $10,000 or greater must be approved by the appropriate Vice President .
• Trust Fund transactions under $10,000 can be approved by the authorized Trustee. Trust Fund transactions over $10,000 must be approved by the appropriate Vice President.

Grant Fund transactions of any amount can be approved by the Principal Investigator (PI). No additional approval is required since the fund disbursements are defined in the Grant contract.

How? For all funds other Trusts, complete the Delegation of Authority for Expenditures Form. For Trust funds complete the Trust Agreement Application. Route the forms for appropriate signatures. When completed deliver to Financial Services.

Who? Staff

When? When staff requests a financial transactions (e.g., buying, paying, reimbursing, etc.) the request must be submitted with the appropriate chartfield. For detailed information on Stanislaus State chartfield structure,  visit the Finance Fundamentals page.

The PeopleSoft chartfield consists of multiple components.

Example:

All grant fund transactions require a project code as a fourth component.

How? Determine which Fund you want to use for the financial transaction. If it is a hospitality transaction be sure to determine if it is appropriate to use a General Fund (View Hospitality Policy). Identify the appropriate department and account (expense or revenue) code. If the transaction is to be segregated from other transactions through the use of a program code, indicate the code as part of the chartfield. If it is a grant fund transaction, indicate the appropriate project code.

Who? Staff can initiate a request for a Trust Fund or Campus Program (Foundation trust fund). Grant funds are established when a grant contract has been received by the Grant Post Award team in Financial Services. Other funds are only established by Financial Services based on fiscal requirements.

When? Trust fund accounts are established to hold funds in a custodial capacity; to account for assets held by CSU Stanislaus or the Foundation in a trustee capacity or as an agent. Funds must be used to benefit the University, a campus program, students, or an authorized faculty activity. Procurement actions and financial transactions must be undertaken in accordance with University and Foundation policies and procedures.

How? Complete the Trust Agreement Application or the Foundation Account Application Form for Scholarships & Campus Programs. Submit the form to Financial Services

Who? Division Vice President or designated staff

When? When department management creates a new Department or function which requires a new code be established or a current department is re-organized or the title of the department is changed or moved under a different organizational structure.

How? Submit a request to the Budget Manager by April 22nd to request a new department to the new fiscal year tree, to be approved by the Controller. Request should include the hierarchy such as Division, College or Area, and Department Manager. The request can be submitted as an email to the University Budget Manager & Controller, stating the need for a new Department code, re-organization or code change.

Who? Staff, assisted by supervising manager.

When? Anyone who will be using PeopleSoft Finance to submit purchase requisitions, run financial reports, check account balances, etc. will need to have security clearance for access.

How? Complete the Office of Information Technology Security Request Form.

Who? Staff initiates

When? Financial transactions require the authorization from a delegated authority (list below). Staff should complete a new Delegation of Authority for Expenditures Form when one of the department’s authorized signers changes (e.g., new hire, department management change, etc.).

• Transactions under $10,000 can be approved by the appropriate College Dean, Assoc./Assist. Vice President or Vice President (exceptions for Grants and Trusts).
• Transactions $10,000 or greater must be approved by the appropriate Vice President.
• Trust Fund transactions under $10,000 can be approved by the authorized Trustee. Trust Fund transactions over $1,000 must be approved by the appropriate Vice President.

Grant Fund transactions of any amount can be approved by the Principal Investigator (PI). No additional approval is required since the fund disbursements are defined in the Grant contract.

How?

• For all funds other than Trusts, Endowments, Scholarships, and Campus Programs, complete the Delegation of Authority for Expenditures Form.
• For Trust Funds complete the Account Trust Agreement Application.
• For Endowment Funds complete the Account application Endowment form. Submit the form to Financial Services
• For Scholarships and Campus Program funds complete the Foundation Account Application Form for Scholarships & Campus Programs.

Who? Business Analyst submits request, to be approved by Budget Manager.

When? Operations within a department, or between two different University departments, may require the movement of funds from one position allocation to another position.

How? The business analyst completes the Payroll Expenditure Transfer form and submits it to the Budget Office.

How to Submit Requests to Pay Special Consultants?

Who? Staff responsible for preparing employee request paperwork.

When? Prior to hiring a person to work as a Special Consultant

How? Go to the Human Resources website to obtain information on the criteria and terms for hiring a Special Consultant. Complete the required documents

• Special Consultant Agreement Guidelines

If you are notified of an upcoming audit, you should notify the AVP, Financial & Support Services immediately for assistance.