PeopleSoft Finance System
The CSU system uses PeopleSoft Finance as its accounting software. It is sometimes called CFS, short for Common Financial System. PeopleSoft Finance has been configured for the CSU structure to manage funds, budgets, reporting, etc. through the use of chartfields. All employees need to have a basic understanding of Stanislaus State’s chart of accounts because all financial transactions and activities (e.g., buying and paying for things, getting reimbursed for business and travel expenses, managing funds, etc.) utilize this accounting structure.
The PeopleSoft chartfield consists of multiple components.
For example:
| FUND | Department ID | ACCOUNT |
|---|---|---|
| G0106 | 42001 | 606001 |
Chart of Accounts
This section provides definitions for commonly used terms.
Five-digits, alpha numeric. Identifies funding that has a specific defined purpose.
Example:
G0106 - General Operating Fund
A7300 - Associated Students
TM000 - Trust Funds Miscellaneous
Five digit numeric. Identifies a unique department within the University organization. Can also be used to identify a major program within a department (e.g., utilities).
Example:
20010 - Nursing
42001 - Human Resources
Six digit, numeric. Identifies assets, liabilities, expenses and revenue. Campus departments will most often use Expense and Revenue Accounts (Expense accounts begin with a 6, Revenue accounts begin with a 5)
Example:
660003 - Supplies and Service
606001 - Travel
619001 - Equipment
Four digit, alpha numeric. Identifies major on-going activity, used with revenue and Expense only
Defines Instructionally Related Activity (IRA) Programs
Example:
A003 - Art Gallery
A013 - Music Jazz Studies
Six digit, alpha numeric. Defines activity with a start and end date. (Required at Stanislaus State for all Grants)
Capital Outlay projects
Faculty Support Grants
Three to five digits, alpha and/or numeric. Defines minor on-going activity that is related to a specific department.
PeopleSoft Finance Data Warehouse
Warehouse dashboards that will be the most meaningful to you Manage My Budget and Operations. You can obtain Revenue and Expense reports, Fund Balance, Open Purchase Orders, Cash, etc.
The Data Warehouse Management Report has features that make it easy to produce custom management reports for a variety of Auxiliary organization and campus needs.
You will need to request access to PeopleSoft Finance Reporting.
Complete the OIT Security Request Form
Stanalytics is the Stanislaus State enterprise data warehouse, which is a collection of reporting tables and reporting tools that are specifically structured for querying and analysis. This collection of reporting tables and tools combines data from various data sources, some of which includes the PeopleSoft Student, Finance, and HR systems. Using these various reporting tools and reporting tables, users can create and execute various types of tabular and analytical reports for operational and executive decision making. Stanalytics contains both historical and current data which is reprocessed nightly, and also contains snapshots of data for specific point-in-time analysis (ie: census).
How To
This section provides information and instructions for frequently asked questions.
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:
| FUND Required |
DeptID Required |
ACCOUNT Required |
PROGRAM Optional |
CLASS Optional |
|---|---|---|---|---|
| G0106 | 42001 | 606001 | G039 | 546 |
All grant fund transactions require a project code as a fourth component.
| FUND Required |
DeptID Required |
ACCOUNT Required |
PROJECT Required Grants Only |
|---|---|---|---|
| C3117 | 22099 | 606001 | 011A |
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
If you are notified of an upcoming audit, you should notify the AVP, Financial & Support Services immediately for assistance.
Resources
Links, tools, and reference materials related to finance:
Updated: April 25, 2024