Music Faculty Handbook

Concur Login

Concur Travel and Expense Page

Music Department Concur Travel Instructions

The University uses a travel management system called Concur, to process travel requests and reimbursements. Faculty should input Concur travel requests for all travel on university business, even if no expense is accrued, for insurance purposes. Individuals traveling on official University business must familiarize themselves with and adhere to the Stanislaus State Travel Policy and Travel Procedures and Regulations. Concur login is also available in MyStanState Employee Links.

Travel Requests

• Submit at least 3 weeks prior for domestic travel or at last 4 weeks prior for international travel.
  • Do not incur expenses prior to approval. If travelers do not acquire the necessary approvals prior to incurring the expense, the Expense Report may be denied.
  • If you're driving on the trip, please notify the Department ASC before submitting your Travel Request so they can leave a comment confirming your Defensive Driving Training and STD-261 Form up to date and on file - see Driving on University Business.
• Insurance only requests may be submitted by the Department ASC but the traveler should notify them of the trip in a timely manner and have all required tasks completed and paperwork submitted - see Driving on University Business and/or Field Trips.

Expense Reports

• Submit within 60 days of completing travel.
  • Travel Policy Exception Justification Form
    • Required for reports submitted outside the 60-day policy deadline.
    • Must be signed by the VP of Business & Finance.
      • Complete the Travel Policy Exception Justification Form and submit it to the Department ASC to be routed for VP/Provost signature. If it's approved, append the signed form to the late Expense Report before submitting.
      • If the signed justification form is not attached, the Expense Report will be returned.

Employee Reimbursement (Non-Travel)

• Employee Reimbursements (Non-Travel Handbook)
• Employee Reimbursement How-To Video
• Submit ASAP after incurring appropriate expenses.*
  • Create an Expense Report named MUS Reimbursement [Last Name]
    • Travel Type: "Employee Reimbursement Non Travel"
    • Destination State: "N/A"
    • Funding information must match approved Hospitality Form (if applicable). If you're unsure what to enter, contact the Department ASC.
  • Add Expense(s) and receipt(s)
    • Allocate expense(s) to the correct chartstring (funding information).
  • Append the Hospitality Form to the Expense Report: Manage Receipts > Manage Attachments > Add (if applicable).
  • Submit the report or contact the Department ASC (who should be a Concur delegate) to review the report before submitting.

*Do not simply incur expenses assuming you will be reimbursed. Contact the Department Staff/Chair beforehand to ensure that appropriate policies and procedures are followed - see Hospitality or Ordering Supplies & Performance Materials.

Defensive Driving Training

Required for University personnel who will be driving an automobile (personal or rental). The course covers advanced defensive driving techniques to reduce risk associated with driving a motor vehicle.  Once the course is completed an online certificate of completion is available for download. The certificate is valid for four years. You must email the certificate to the Department ASC for filing/for any upcoming Travel Request involving driving.

Driving A Personal Vehicle

If a person plans to use a privately owned vehicle when traveling on University business, the person must have official authorization to do so.  The Authorization to Use Privately Owned Vehicles (Form 261) is required to be kept on file within the department and be updated every year.  Authorization forms will be valid for a period not to exceed one year. An employee’s personal automobile insurance policy is primary coverage for liability and damages in the event of an accident while on University or State business when driving his/her personal vehicle (Insurance Code 11580.9).

• Authorization to Use Privately Owned Vehicles STD-261 Adobe Sign Web Form
  • This Adobe Sign web form is only for initial certification (i.e., if it's your first time submitting the form or your license has expired). Please do not submit this form every time you will drive, especially within the same year - see the form below.
• Authorization to Use Privately Owned Vehicles STD-261 Form Microsoft Form
  • This Microsoft Form is for annual renewal up to seven times as long as the driver's license hasn't expired.

Notify the Department ASC before submitting your Travel Request so they may leave a comment confirming your applicable driving forms are valid/on file.

Hospitality Procedures

Campus Food Policy

Stan State has an exclusive contract with Campus Dining. All food to be distributed, sold, or given to individuals on campus and at Stan State events off campus shall be arranged through Campus Dining. If Campus Dining is unable to provide food service for the event or the organizations wishes not to use the Food Service Provider, submit a request for waiver of this policy as stipulated in the Campus Food Policy.

• Food Policy Decision Tree
  • Designed to help those hosting events on Stanislaus State property understand policy & procedure as it relates to the food service, our campus dining agreement, and food safety requirements.
• Hospitality Form
  • Submit to Department ASC at least 2 weeks prior to the event.
  • Must be approved prior to incurring expenses (e.g., dinners, gifts, bottled water, snacks, etc.) See Temporary Food Permit and/or Employee Non-Travel Reimbursement (if applicable).
• Temporary Food Permit (TFP)
  • Submit to risk@csustan.edu and (cc Department ASC) at least 2 weeks before the event. Food may not be served without an approved TFP - no retroactive approvals.

Desk Copies (pending review/updates)

• Prior to the start of the new semester, send the textbook title, author, edition, ISBN and publisher details to the Department ASC. Please indicate the course number and section and they will request desk copies on your behalf.

Office Supplies

• The University has a contract with Staples and must order office supplies through them. In the event that Staples doesn't have the item(s) you require, we may purchase them from Amazon Business. You can email supply requests to the Department ASC. Note that it may take some time for items to be added to the shopping cart, there is an order minimum, and there may also be a delay for shipping/delivery to our department, so please request supplies when you notice they are running low rather than after they've already run out.
• If you need a specific item, please find the item on Staples, Amazon, or another another vendor (in that order) and send a link(s) to the Department ASC.

Music Scores

• The Department Staff have Procurement Cards (ProCards) that can be used to purchase music scores. The Music Department has an account with JW Pepper, so it's best to obtain scores from them if possible but scores can also be purchased from other sellers. Faculty must forward the purchase information (links, numbers of scores/parts, etc.) to the Department ASC and/or PAT so they can make the purchase. Last minute requests may not be fulfilled due to restrictions on staff availability, ProCard policies, purchase limits, budget limits, etc.
  • If you are not a fund manager with an allocation that can be used for music scores (or if you have run out of funds allocated for music scores for the academic year) you must contact someone who has funds allocated for music scores to request approval to use funds from their budget.
  • If a seller uses PayPal, approval is needed from Procurement before the scores can be ordered, which means that there may be a processing delay for PDF score orders.
  • While non-travel reimbursements possible, it's best to obtain scores through Department Staff to avoid issues like making an unapproved purchase, trying to allocate an expense to a fund with an inadequate budget, etc. which may result in you spending personal funds that may not be reimbursed.

Budget Forms & Documents

• Stanislaus State Fund Glossary with Delegation of Authority
• Glossary of Budget Terms PDF

Campus Partner Revenue Funds - E1399

• Program Allocations from University Extended Education
• Delegation of Authority < $10,000: AVP / Dean / Director/Equivalent Level
• Delegation of Authority >= $10,000 Vice President

Foundation Campus Program Funds (Music Donations) - A9640

• Funds restricted to a specific program or use.
• Delegation of Authority < $10,000: Authorized party on Campus Program Agreement Application
• Delegation of Authority >= $10,000 Executive Director

Foundation Scholarship Funds - A5005

• Scholarship Funds generated by donations or funded by Foundation Endowment earnings distributions.
• Delegation of Authority < $10,000: AVP / Dean / Director/Equivalent Level
• Delegation of Authority >= $10,000 Vice President

General Operating Funds - G0106

• The primary operating fund of the CSU - Student fees are recorded in this fund.
• Delegation of Authority < $10,000: AVP / Dean / Director/Equivalent Level
• Delegation of Authority >= $10,000 Vice President

General Operating Funds (Restricted) - GR106

• General Operating Funds Restricted for a specific program or purpose - revenues are generated from student fees
• Delegation of Authority < $10,000: AVP / Dean / Director/Equivalent Level
• Delegation of Authority >= $10,000 Vice President

Instructionally Related Activities (IRA) Funds - i1100

• Music IRA Budget Tracker Microsoft SharePoint List
• Instructionally Related Activities (IRA) Commitee Guidelines
  • Supported through Category II student fees, Instructionally Related Activities (IRAs) provide “out-of-classroom” learning opportunities that enhance and enrich students’ educational experiences at Stanislaus State.
  • From Education Code 89230: “Instructionally Related Activities” means those activities and laboratory experiences that are at least partially sponsored by an academic discipline or department and that are, in the judgment of the president of a particular campus, with the approval of the trustees, integrally related to its formal instructional offerings. (Examples: intercollegiate athletics; radio, television, and film; music and dance performance; theatre and musical productions; art exhibits; publications; forensic; and other instructional activities)
  • May not be used for:
    • Matters that are tuitional (funds that support the basic operation of the university including the instructional program, operation and maintenance of the plant, student services, research, grants and scholarships, and other academic support).
    • Items such as salaries for faculty positions, permanent facilities (on- or off-campus), or similar items.
    • Non-recurring maintenance/repair (NRMR) – Work required to restore
      facilities, buildings, equipment, roads, sidewalks, sewer and water systems, utility infrastructure, and grounds to their original condition or to such condition that they can be effectively used for their intended purpose, ensuring ongoing operation of the campus.
  • All IRA funding is one-time funding, awarded annually and does not roll over from year to year, however, in extenuating circumstances, on a case-by-case basis, programs that have funds remaining at the end of the year may request to encumber funds.
• Delegation of Authority < $10,000: AVP / Dean / Director/Equivalent Level
• Delegation of Authority >= $10,000 Vice President

Trust Funds - i3005 & i3006

• Individual department funds for revenue received for specified purpose
• Delegation of Authority < $10,000: Authorized party on Trust Agreement Application
• Delegation of Authority >= $10,000 Vice President

See the Financial & Support Services Gateway's Finance Fundamentals Overview webpage for more resources.