Economic subjects | Accounting » ICSUAM Section 3000 General Accounting

Source: http://www.doksinet CSU ICSUAM Section 3000 General Accounting Source: http://www.doksinet Table of Contents 3101.01 | Ce ntral ize d Ma na ge me nt of Cash and I nve stme nts 3 3101.02 | Ca mpus A dmi ni stration of Syste mwi de Ca sh Management Poli cy 4 3102.01 | Se nsitive Positions a nd Cash Ha ndli ng 5 3102.02 | Se gregation of Cash Ha ndli ng Duties 6 3102.03 | A ccepta nce of Ca sh and Ca sh Equivale nts 7 3102.04 | P hysica l Protection of Ca sh a nd Ca sh Equivale nts 9 3102.05 | De bit/Cre dit Card Pay me nt Poli cy 10 3102.06 | Returne d Ite ms 11 3102.08 | Recordi ng Deposits to the Ge ne ral Ledge r 12 3102.09 | B ank Re conciliations 13 3102.10 | Cha nge Funds 14 3102.11 | De posits a nd Tra nsf ers to the B ank 15 3103.01 | Di sburse ments - General 16 3103.02 | O utgoi ng Pay me nts – El ectroni c a nd Paper 18 3103.03 | P rocure me nt Cards (Unive rsity Liability Cre dit Cards) 20 3103.04 | Corporate Cards (Employ ee Pe rsonal Li abi lity

Credit Ca rds)( Supe rsede d by 525100) 23 3103.05 | Pay roll Pay ments I ssue d by A ccounts Pay abl e 26 3103.11 | Petty Ca sh 27 3130.01 | A ccounts Receiva ble Mana ge me nt 29 3131.01 | A ccounts Receiva ble Colle ctions( Supe rse de d by 313001) 31 3132.01 | Write Off of Uncol lectible A ccounts Rece iva ble( Supe rsede d by 313001) 32 3150.01 | A dmi ni st ration of Unive rsity Property 33 3151.01 | Ca pit al (Fi xed) A ssets Reporting to State Controlle rs Off ice(Superse ded by 315001) 35 3151.02 | I ntangi ble A ssets(Superse de d by 315001) 36 3151.03 | Recordi ng Gif ts of Property(Supe rse de d by 315001) 37 3151.04 | Equi pment(Supe rse de d by 315001) 38 3250.01 | Di sposition of Lost, Unclai me d or A ba ndone d Prope rty 39 3250.02 | Di sposition of Unclai me d Ne gotia ble I nstrume nts 40 3552.01 | Cost A llocation / Re imburse me nt Plans f or the CSU O perating Fund 42 3601.01 | Travel P olicy 46 3801.01 | Tax A dmi ni stration 48 Source:

http://www.doksinet 3101.01 | Centralized Management of Cash and Investments Effective Date: 4/1/2011 | Revised Date: 6/8/2012 POLICY OBJECTIVE I t is the polic y of the C SU that all money in the pos s ession of, or c ontrolled by, the C SU will be depos ited in the c entralized Bank(s) designated by the E xecutive Vice C hancellor/Chief Financial O fficer (E VC/CFO) of the C SU . U nles s otherwise authorized by executive order, dec isions regarding the administration and management of all C SU c ash and inves tments are the res ponsibility of the E VC/CFO or his /her delegates. POLICY STATEMENT T he E VC/CFO will develop and publish C SU- wide c ash management policies and proc edures, and provide general c oordination and guidance to c ampuses. T he E VC/CFO or his /her delegates has authority to: • • • • Selec t the c ommercial and c ustodial banks, into whic h C SU cash is deposited and from whic h s uc h c as h is dis bursed. D es ignate the name of the C SU to all

bank ac counts, and as sume direct owners hip of s uc h bank ac c ounts in order to adminis ter them, inc luding opening, amending and c los ing s uch ac counts. M ake arrangements for internet payment s ervices, loc kboxes, electronic trans fers of c ash, es crow s ervices, us e of fac s imile (e.g, mec hanized or s tamp) s ignatures, c redit/debit c ard and other s ervices to fac ilitate the c ollection or dis bursement of c as h. D es ignate representatives of the C SU who may s ign c hecks or other orders for the payment/trans fer of money. T he C hief Financial O fficer (C FO ) of eac h c ampus of the C alifornia State U niversity mus t ensure that c ash is depos ited in the C SU approved c entral depository bank(s). N o individual c ampus c an initiate a new banking relations hip without prior approval from the E V C/CFO or his /her designee. C ampus es mus t submit requests to open or c los e ac counts and s ub- accounts to the C hancellor’s O ffice C ash M anagement O ffic e

(C MO) for review, and to the A s sistant Vice C hancellor / C ontroller, Financial Services (A V C FS) in the C hancellor’s O ffice for approval. A ll requests mus t be approved by the c ampus CFO T he c ampus mus t maintain updated and valid s ignature cards of eac h pers on authorized to s ign c hecks, drafts , or other orders for payment of money or to approve/release electronic transfers of c ash against C SU c hec king ac counts. C ampus es mus t periodically review their need for maintaining eac h c entralized C SU bank account. C ampus es may engage a third party to as s ist in the rec eipt and dis bursement of c as h, c ash equivalents and A C H transactions. When c ampus es engage s uch third parties to as sist in the handling of C SU c ash s uch as tuition fees , c ampus mandatory and ac ademic fees , financ ial aid, or enterpris e operating revenues, s uc h third parties may not hold the c as h longer than is required to proc ess the handling of s uc h c ash, generally

no longer than one bus iness day. For all other C SU c ash, s uc h third parties may retain c ustody of C SU c ash for periods longer than one bus iness day only when the operating effic iencies gained by us e of the third party would be eroded and/or negated by a daily remittanc e schedule. When third parties will retain C SU c ash, the c ampus C FO mus t review and affirm the rationale for s uc h terms outlined in the arrangement as it is entered into and upon periodic renewal. I f c ampus es engage as sociated Auxiliary O rganizations to as sist in the rec eipt and dis bursement of c ash, c as h equivalents and A CH transactions, s uc h arrangements may inc lude the retention of C SU c ash, when nec es sary, s o long as the terms of the arrangement are in c ompliance with E xecutive O rder 1 0 59 and T itle 5 . Source: http://www.doksinet     3101.02 | Campus Administration of Systemwide Cash Management Policy Effective Date: 12/16/2013 | Revised Date: 12/16/2013 POLICY

OBJECTIVE It is the policy of the CSU that systemwide cash management policies be implemented in a manner that meets the internal control objectives and documentation retention requirements of the University. Each campus must prepare written procedures to implement this policy. POLICY STATEMENT The campus CFO or his/her delegate is responsible for implementing this policy at their campus. An individual must be designated as the campus’ key contact for coordination with the Chancellor’s Office Treasury department (Treasury). The campus CFO or his/her delegate must: • Arrange for the preparation, documentation and implementation of operating procedures for cash management activities. • Document variances from these policies and procedures when warranted by local circumstances. • Ensure that an annual documented review of compliance with these policies and procedures is performed with risk results reported to the campus CFO. • Notify Treasury of monies deposited

electronically to or disbursed electronically from any CSU commercial bank account only when an individual transaction is equal to or exceeds $200,000. • Notifications to Treasury need to be made one business day prior to the transaction’s settlement date. o Electronic deposits and disbursements include, but are not limited to, Automated Clearing House (ACH) transactions, wire transactions, or direct bank-to-bank electronic settlements. o The transaction amount in the notification can be actual or estimated. o Notifications to Treasury can be made via SharePoint, email, telephone, or other Treasury approved method. o In such cases where a campus contracts with third party vendors for the electronic collection or disbursement of funds, campuses are still responsible for delivering prompt and accurate notifications to Treasury. o Failure to comply with notification requirements may negatively impact systemwide cash positioning; consequently, Treasury may request a delay of

disbursements. o If an overdraft occurs due to untimely or no notification by a campus, any resulting overdraft penalties will be passed through to that campus. At a minimum, the campus’ cash management procedures must include: • Designation of cash handling units and individuals/positions performing functions related to cash handling and cash accounting. • The process for creating or dismantling approved cashiering/ sub-cashiering locations, including physical locations, websites, third party processors, and any channel accepting credit card payments. • Arrangements to ensure that the person or persons properly authorized to sign checks, drafts, or other orders for payment of money or to approve/release electronic transfers of funds against CSU accounts is/are covered by a fidelity bond. • The requirement that monthly reconciliations must be completed within 30 days of the preceding month and must show the preparers name/signature, reviewers name/signature, date

prepared, and date reviewed. 1  |  P a g e     Source: http://www.doksinet     Processes for training to be provided to all cash handling employees upon employment and periodically thereafter. Such training must include instruction on cash handling procedures during a campus emergency Employees in positions where cash handling is not their primary duty should be informed of designated cashiering sites and how to handle cash or cash equivalents that may be received at a non-cashiering location. Benjamin F. Quillian Executive Vice-Chancellor/Chief Financial Officer Approved: December 16, 2013 2  |  P a g e     Source: http://www.doksinet 3102.01 | Sensitive Positions and Cash Handling Effective Date: 12/16/2013 | Revised Date: 12/16/2013 POLICY OBJECTIVE I t is the polic y of the C SU that U niversity as sets be protected from employee error, negligence, malic ious behavior, or c riminal ac tion. C ampuses mus t establish written proc edures

to determine that all employees with direc t c ash handling duties, inc luding temporary, c asual and s tudent employees, have the bac kground and c harac ter to ac cept responsibility and ac countability for handling C SU c ash and c as h equivalents. POLICY STATEMENT E mployees with direc t access to, or c ontrol over, c as h, c hecks, other c ash equivalents, c redit c ards, and/or c redit c ard ac count information are c onsidered to hold Sens itive P ositions and are s ubjec t to bac kground c hec ks in ac cordance with H R C oded M emo 2 005-10 and/or its s uccessor policy. T he only exc eption to this policy is for temporary c ash handling ac tivities (e.g, parking attendants, tic ket s ellers) whic h may not warrant bac kground c hecks. I ns tead, mitigating s upervisory review c ontrols should be employed in s uc h ins tances. Source: http://www.doksinet 3102.02 | Segregation of Cash Handling Duties Effective Date: 4/1/2011 | Revised Date: 9/19/2012 POLICY OBJECTIVE I t is

the polic y of the C SU to es tablish and maintain an adequate s eparation of duties in the area of c as h handling, s o that no one individual has exclusive c ontrol over a given proc ess. C ampuses mus t es tablish written proc edures to implement this policy. POLICY STATEMENT Separation of duties mus t be maintained when c ash is rec eived and no s ingle pers on s hould have c omplete c ontrol. I f c ampus es are unable to c omply with any of the following requirements for lac k of res ources, c ampus es mus t establish c omparable, mitigating c ontrols approved by the c ampus CFO that c an prevent and detec t los s from fraud or negligenc e. Separation of duties requirements: • • • • • • • • • T he s torage and inventory of blank rec eipt s tock mus t be handled by s omeone other than a c as hier. T he pers on c ollecting c ash, is suing c ash receipts, and preparing the departmental deposit mus t be s omeone other than the pers on performing the monthly

review of the general ledger, the pers on maintaining ac counts rec eivable records, or the pers on following up on c ollectibles. D epos it c ounts mus t be verified by a s ec ond person. C ollections for returned c hecks, c redit c ard c harge-backs and A CH returns mus t be proc essed by other than c as hiering s taff. T he pers on approving write- offs mus t be different from the pers on maintaining the returned item inventory. A c counts Receivable rec ords mus t be s ecured from alteration by other than des ignated pers onnel. C ampus es mus t maintain audit records of all c hanges to the A c counts Receivable records. I ndividual accountability mus t be maintained and doc umented for all c as h handling procedures: o E ac h c ashier mus t be as signed a unique us er I D , login, pas s word, and c as h fund not ac c essible by or s hared with other individuals. T he unit mus t provide a c ash register drawer, a c as h drawer ins ert or another s ec ure c ash receptacle to whic h

only the c ashier has ac cess. A n endors ement s tamp or its mec hanical equivalent will be us ed to res trictively endorse for depos it all c ash equivalent ins truments as soon as possible but no later than the c los e of bus iness on the date of rec eipt. Where elec tronic deposit is available and c ompleted by the c los e of bus iness on the date of rec eipt, res trictive endorsement is not required. o C as hiers mus t lock all c ash and c ash equivalents in a drawer or other s ec ure rec eptacle whenever leaving the immediate area. o D oc umentation of c ash differenc es (overages and s hortages) mus t be maintained for eac h c as hier for s ubs equent review by a s upervisor. M ailed remittances mus t be verified, proc essed by a s eparate individual, and res trictively endorsed for depos it or elec tronically deposited by the c lose of bus iness on the date of rec eipt. A ll c ash trans fers mus t be doc umented and the doc umentation of ac c ountability maintained by c ategory

(i.e, c urrenc y, c hecks and other forms of payment) C ampus es mus t make every effort to ens ure that key tas ks (e.g rec eipt, rec onciliation, entering journal entries ) s hall be performed by different pers onnel. M itigating c ontrols s uch as periodic reports that are reviewed and approved by a s upervisor and maintained as an audit rec ord, rec onciliations with inventory c ounts , and bank rec ord rec onciliations to c ash c ount records by a s upervisor or unrelated party, c an s erve as adequate c ontrol techniques when s taffing levels do not afford full s egregation. Source: http://www.doksinet 3102.03 | Acceptance of Cash and Cash Equivalents Effective Date: 4/1/2011 | Revised Date: 9/19/2012 POLICY OBJECTIVE I t is the polic y of the C SU that c ash and c ash equivalents be c ollected and doc umented in a timely, c ontrolled and c os t-effective manner. E ac h c ampus mus t prepare written proc edures to implement this policy POLICY STATEMENT T he C hief Financial

O fficer (C FO ) of eac h c ampus or his /her delegate will des ignate and authorize offic ial c ampus c ash c ollection points. C ash and c ash equivalents will only be ac c epted at offic ial c ash c ollection points . A c ampus may ac cept only U .S c urrency and c oins when c as h is received E ac h c ampus mus t c omply with Federal and State L aws and Regulatory requirements governing transactions involving c urrency and c oin (s ee Resources and References s ection below for requirements). A ll c hecks mus t be payable to: “C alifornia State University”, “T he T rustees of C alifornia State University”, the c ampus name (i.e San D iego State U niversity) or reas onable variations thereof A ll invoices or other doc uments requesting payment must c learly advise payers of this requirement. I tems not payable to the c ampus mus t be listed and forwarded to the appropriate entity (if identifiable), or returned to the payee no later than 3 0 days from rec eipt. C hec ks

accepted by the U niversity must c ontain all legally required elements including: • • • D ating no earlier than 1 8 0 days prior to the day of ac c eptance (unless a s horter time period is c learly marked on the fac e of the c hec k) and no later than the day of ac c eptance. L egible and c ons istent amounts, both the numeric and written. V alid s ignature by the ac count holder. C hec ks bearing the legend “P ayable/Paid in Full” are not to be ac c epted. C hec ks drawn on foreign bank ac c ounts that are not ac c eptable at fac e value by the depos itory bank (e.g, if drawn in a foreign c urrenc y) mus t not be rec orded, but mus t be s ent to and approved by the depos itory bank for c ollection within 3 0 days of rec eipt. C hec ks, inc luding mailed remittances, mus t be res trictively endorsed for depos it (endorsement s tamp or its mec hanic al equivalent) or elec tronically deposited as s oon as pos sible but not later than the c los e of bus iness on the day of

rec eipt. When the proper ac c ount(s) to whic h a c hec k s hould be c redited c annot be readily determined, it will be depos ited and rec orded as “un- cleared c ollections” and c opies us ed to res earch c orrect recording ins tructions. A n offic ial C SU cash rec eipt should be rec orded for eac h c ollection. A c ollection not rec orded on c ash register or point of s ale equipment, inc luding mailed payments, c an be rec orded on a valid pre- numbered, multiplepart C as h Rec eipt or a mailed payments log. T he rec eipts mus t be us ed s equentially Receipt s tock s hall be kept s ec ured, inventoried and regularly reviewed to prevent and detec t alteration. M ailed payments log s hould be reviewed and rec onc iled periodically. I n c irc umstances where it is not prac tic al (e.g, event parking) to proc ess a rec eipt, other mitigating c ontrols mus t be implemented, s uch as pre- numbering of tic kets, tic ket inventory reconciliations, and tic ket c ount rec onc

iliations against c ash c ollected. I f the original rec eipt is lost, des troyed or otherwis e unavailable, the c ampus procedures may authorize s ubs titution of a duplic ate receipt that c ontains all of the elements of the original rec eipt and is c learly marked Source: http://www.doksinet “duplic ate”, “c opy” or s ome other des ignation that indicates that this item is not the original doc ument. E lec tronic Based Cashier P oint of Sale E quipment mus t meet the U niversity s ecurity and operational s tandards, whic h are: • • • • • • A ll c ash registers and point of s ale equipment mus t produce a c ash rec eipt with a unique c ampus identifier as signed to eac h c ustomer. T he c as h-recording equipment mus t be c ontrolled by unique c ons ecutive numbers generated automatic ally and rec orded with eac h transaction, as well as imprinted on the c us tomer rec eipt. T he numbering mec hanism providing c onsecutive transaction number c ontrol mus t

be ac cessible only to the manufac turers s ervice representative or appropriate personnel who are independent of that c as hiering s tation. E ac h c ashier mus t be as signed a unique us er I D , login, pas s word, and c as h fund not ac c essible by or s hared with other individuals. A ll c ash registers and point of s ale equipment mus t produce s ession c loseout audit totals for verific ation to rec eipts. A ll c ash registers and point of s ale equipment mus t require a s upervisor’s approval in order to proc es s refunds or voids after a c ompleted s ale. Source: http://www.doksinet 3102.04 | Physical Protection of Cash and Cash Equivalents Effective Date: 4/1/2011 | Revised Date: 7/10/2012 POLICY OBJECTIVE I t is the polic y of the C SU that phys ical s ecurity of c as h and c ash equivalents is ens ured at all times . E ach c ampus mus t prepare written proc edures to implement this policy. POLICY STATEMENT E xc ess c ash mus t be removed from the c as h register drawer

during the bus iness day and trans ferred to a s ec ure c ash handling area/vault. E xcess c ash c an be defined by loc al c ampus prac tice A t the c los e of bus iness, all c ash mus t be s ecured. L oc kable rec eptacles or burglarproof/fire resistant s afes to s tore c as h and c ash equivalents mus t be utilized (refer to C SU Safe Requirements below). Where the guideline is les s restrictive than what is required as a c ondition of liability c overage by C SU insurance c arriers, the C SU will c onform to the requirements provided by the ins urance c arrier. T he c ampus C FO mus t establish c ampus-wide procedures to ens ure the s afety and s ecurity of depos its and pers onnel while in trans it between c ampus locations. A t a minimum, trans port mus t be ac complished jointly by at leas t two employees . When depos its exceed $ 2,500, employees s hall be es corted by c ampus police When determined nec essary, armored c ar s ervice or police es cort will be us ed. T rans

porting deposits between c as hiering s ites or to the bank will be ac c omplished in a s ec ure manner in order to protec t the financ ial assets and individuals involved in trans port. C as h and c ash equivalents mus t be locked in a s ec ure rec eptacle or s afe at all times except when s igned out by a c as hier for working c as h. I f the c as hier needs to leave their work area for any reas on, the c as h drawer mus t be s ec ured. C ampus es mus t implement physical s ecurity s ystems (i.e alarms , panic buttons, motion detectors, s ecurity c ameras , etc .) to ens ure the s afety of funds and pers onnel in areas where large amounts of c as h are c ollected. I f more than $ 2 ,5 00 in c ash and c as h equivalents is regularly on hand, a manual robbery alarm s ys tem or other appropriate measure mus t be ins talled for us e during bus iness hours to alert c ampus police or loc al law enforc ement in the event of a robbery or other irregularity. I f more than $ 2 5 ,000 in c ash

and c as h equivalents is s tored overnight, an automated alarm s ystem is required to alert c ampus police or loc al law enforc ement if the s torage area is entered after bus iness hours . C ampus es mus t develop loc al written proc edures s o that the s afe’s c ombination is given only to authorized pers onnel and rec ords maintained as to who has ac c ess to the c ombination. A s afe’s c ombination mus t be c hanged whenever a pers on who knows the c ombination leaves the employ of a c as h handling unit. D oc umentation mus t be maintained s howing the date and the reas on for the c ombination c hanges . E ac h c ashier mus t be provided with a s eparate loc kable receptacle to whic h only that c ashier has ac cess. D uplic ate keys mus t be s afely s tored away from the s afe and be retrieved only under dual c ontrol. Funds or property not related to the operation of the U nivers ity mus t not be s tored in the s afe/vault. T he phys ical s etup of all c as hiering s tations

mus t be reviewed by C ampus Risk Management personnel to ens ure the s afety of funds and pers onnel. Suc h reviews mus t be in writing and retained per c ampus fis cal rec ords retention policy. Source: http://www.doksinet 3102.05 | Debit/Credit Card Payment Policy Effective Date: 4/1/2011 | Revised Date: 7/1/2011 POLICY OBJECTIVE I t is the polic y of the C SU that ac ceptance and proc essing of D ebit/C redit C ard payments adhere to prevailing rules , regulations, and laws pertinent to D ebit/Credit Card payments processing. E ach c ampus mus t prepare written proc edures to implement this policy. POLICY STATEMENT T he c ampus C FO or his /her designee mus t approve of all phys ical locations, webs ites, 3 rd party proc essors, or any c hannel ac c epting c redit c ard payments. C redit c ard payments will only be ac c epted at approved loc ations, us ing an approved CSU merchant c ard proc essor. C as hiering s ites accepting c redit c ard payments s hould us e only Point of

Sale terminals or equipment s upplied to the loc ation by the c ampus ’ merc hant c ard processor. A ll P oint of Sale terminals and s ystems mus t be c onfigured to prevent retention of the full magnetic s trip, c ard validation c ode, P IN, or P I N Block c ardholder data onc e a trans ac tion has been authorized. I f any ac c ount number, c ardholder name, s ervice c ode, or expiration date is retained, it mus t be enc rypted and protected according to the s tandards outlined in the P ayment C ard I ndustry (PCI) D ata Security Standards. M anual reques ts to proc ess a c us tomer’s c redit or debit c ard mus t c ontain all of the following elements : a. b. c. d. P roperly s igned/executed authorization from the c ardholder (unless processing over the telephone as provided for in N A CHA guidance on T E L transactions), C redit/debit c ard account number with expiration date, T he c ard holder’s c orrect billing address, A uthorization c odes, if the c ardholder is not phys

ically present. Should a manual initiating document be c reated in c ertain c ircumstances (via imprint or manual trans cription of c ard information), s uc h doc uments mus t be s ecured, and retained and/or dis posed of ac c ording to the rec ords retentions s chedules. A ll U niversity deployed gateways mus t operate in c onformity with prevailing PCI D ata Security Standards (s ee P rinc iples s ection below) and mus t be c ompatible with the U niversity’s merchant c ard proc essor. C hec ks received and c onverted into an A CH transaction, or telephone authorizations for payment s hall be proc es sed in c onformance to the N ational A utomated C learinghouse Association (N ACHA) O perating Rules and c ompliant to relevant State and Federal rules and regulations (s ee G uidelines s ection below). T he U niversity will not ac c ept payment by email or fax trans mission. Source: http://www.doksinet 3102.06 | Returned Items Effective Date: 4/1/2011 POLICY OBJECTIVE I t is the

polic y of the C SU that all returned items be proc essed and res olved in a c ontrolled and timely manner. E ac h c ampus mus t prepare written proc edures to implement this policy POLICY STATEMENT C as h E quivalents (M oney O rders, T ravelers C hecks, C ashier C hecks and C ertified Checks) and C hecks: • • • • • P hys ical s ecurity and ac countability for returned c as h equivalents and c hecks mus t be maintained during the proc es sing of the returned item. A non- c ashiering unit is to provide proc essing of returned c as h equivalents and c hecks. C as h equivalents and c hecks that are deemed to be unc ollectible are to be returned by the depos itory bank to the des ignated non-cashiering unit. A returned c as h equivalent or c hec k mus t be redeemed by guaranteed funds . For the purpos e of this polic y, guaranteed funds are any form of payment where a s urety guarantees performance on the obligation. T he pers on maintaining the inventory of returned c ash

equivalents and c hecks mus t not handle the c as h rec eived to redeem the returned items . A C H (A utomated C learing H ouse/ E - Checks): • • • • • • A C H returned to the c ampus mus t be c ontrolled during the proc essing of the returned item. A non- c ashiering unit is to provide proc essing of returned A CH items. A C H transactions that are deemed to be unc ollectible are to be returned by the depos itory bank to the des ignated non-cashiering unit. T he pers on approving the request to write- off unc ollectible ACH debits mus t not maintain the inventory of returned A C H debits. A returned A CH debit mus t be redeemed by guaranteed funds . C ampus es s hall establish c ontrols to prevent and detect alterations to electronic ACH data. C redit/D ebit Card C harge- backs: • • • • • C redit/D ebit c ard c harge-backs are to be returned by the M erc hant C ard proc essor to the des ignated non- c ashiering unit. C as hiers mus t not be involved in the

returned C redit/D ebit Card c hargeback, although they c an be involved in defending the c hargeback. A returned C redit/Debit C ard c hargeback must be redeemed by guaranteed funds . T he pers onnel processing returned C redit/D ebit Card c harge-backs mus t not handle the c ash rec eived to redeem returned C redit/Debit C ard c harge- backs. T he pers on who approves the reques t for write- off of unc ollectible C redit/Debit C ard c harge-backs mus t not maintain the inventory of returned C redit/D ebit Card c harge-backs. C ounterfeit Currency: •C ounterfeit c urrency returned by the bank are rec orded as a c ash s hortage and referred to c ampus university polic e department. Source: http://www.doksinet 3102.08 | Recording Deposits to the General Ledger Effective Date: 9/10/2014 | Revised Date: 9/10/2014 POLICY OBJECTIVE I t is the polic y of the C SU that all depos its be verified and rec orded into the general ledger promptly and ac c urately. E ach c ampus mus t

prepare written proc edures to implement this policy POLICY STATEMENT Rec ordings to the G eneral ledger and/or Rec eivable accounts mus t occur within an appropriate amount of time as determined by c ampus procedure but s hould be made within the s ame ac c ounting period as the trans ac tion. A ll journal entries mus t be reviewed and approved by authorized employees in the A c counting O ffice. T he c ampus mus t implement s egregation of duties s ufficient to ens ure that internal control is not c ompromised. I f rec ord keeping duties c annot be s egregated from c as h handling, authorizing and rec onciling duties, then c ompens ating c ontrols mus t be implemented. A ll unidentified deposits will be pos ted to a s pec ific “U ncleared Collections” ac count. T his account mus t be rec onc iled on a timetable c onsistent with A c counting’s reconciliation policy. T he A ccounting O ffice is res pons ible for res earching and res olving items posted to the U nc leared

Collections account in a timely manner. Source: http://www.doksinet 3102.09 | Bank Reconciliations Effective Date: 9/10/2014 | Revised Date: 9/10/2014 POLICY OBJECTIVE I t is the polic y of the C SU that all bank and c entralized C SU Bank s tatements be regularly reconciled to c ampus books. E ach c ampus mus t prepare written proc edures to implement this policy POLICY STATEMENT C ampus bank ac counts are rec onciled at leas t monthly. Rec onciliations mus t be in s uffic ient detail to determine c omponents of outs tanding reconciling items. Rec onciling items are c leared monthly when prac tical. E xceptions to monthly c learing mus t inc lude jus tification and be reviewed and approved by a s upervisor. T he c ampus mus t implement s egregation of duties s ufficient to ens ure that internal c ontrol is not c ompromis ed. I f rec onc iling duties c annot be s egregated from c as h handling, rec ord keeping and authorizing duties , then c ompens ating c ontrols mus t be

implemented. Rec onciliation records mus t be retained per c ampus fis cal rec ords retention policy. Source: http://www.doksinet 3102.10 | Change Funds Effective Date: 4/1/2011 | Revised Date: 6/5/2012 POLICY OBJECTIVE I t is the polic y of the C SU that funds es tablished to s upport c hange-making activity be protec ted from los s . E ac h c ampus mus t prepare written proc edures to implement this policy. POLICY STATEMENT C as hiering and s ub-cashiering loc ations are res ponsible for the s ec urity of their c hange funds if s uc h funds are authorized by the C FO . C hange funds mus t not be c ommingled with other funds . C us todianship of a given c hange fund s hould be as s igned to a s ingle individual and c annot be independently transferred to another individual. When c hange funds are no longer needed, c hange funds will be re- depos ited at the c ashiering offic e. T he integrity of the c hange fund mus t be maintained at all times . A n unannounced c ash c ount and

rec onc iliation of c hange funds for whic h c as hiers and c ash handling employees are ac countable mus t be performed on a periodic bas is by s omeone other than the fund c us todian. T he frequenc y of s uc h rec onc iliations c an be determined by the c ampus CFO based on the amount of funds at ris k. (See G uidelines below for s ugges ted timelines.) T he rationale for determining the audit s chedule mus t be doc umented Rec onciliations of c as h balances mus t be performed in the pres enc e of the c hange funds c ustodian and mus t be doc umented. Source: http://www.doksinet 3102.11 | Deposits and Transfers to the Bank Effective Date: 7/1/2011 | Revised Date: 7/1/2011 POLICY OBJECTIVE I t is the polic y of the C SU that bank depos its be made on a timely and s ec ure bas is and are s upported with appropriate doc umentation. A ccountability for and doc umentation of the c us tody of c as h mus t be c ontinuously maintained when preparing and trans ferring depos its to the

bank. C ampus es mus t prepare written proc edures to implement this policy. POLICY STATEMENT T he c ampus proc edures mus t incorporate the following operational c ontrols, or define mitigating c ontrols if c ampus c ircumstances do not allow for all of thes e dis tinct s teps: • • • • • • • • • • C ollections made by c ashiering locations depositing directly to the bank are depos ited the s ame day as they are rec eived, or at a minimum, on the following bus iness day. C ollections at other c ashiering locations and departments are depos ited at the des ignated main c as hiering s tation at leas t weekly or whenever c ollections exceed $ 500 (1 ). T he depos iting location is able to rec onstruct transmitted deposits if nec essary. H ard or elec tronic s c ans of c hec ks and other c ash equivalents will fac ilitate this. A ll bank depos its are ac companied by appropriate documentation, s uc h as a numbered deposit s lip, s ys tem generated c ounts, or

other bank requirements . D epos its are validated and prepared under dual c us tody s o that all c ash c ounts are c onfirmed by a s ec ond c ount performed by a different employee. T he validation and preparation of c as h deposits is c onduc ted dis cretely in a s afe and s ec ure area. Before a daily bank depos it is finalized, c as hiers reconcile receipts to depos its. D oc umentation s igned by the preparer and rec ipient is maintained for eac h deposit to a main c as hiering s tation from a c as h-handling department or s ub- cashiering s tation. I f c as h transfers after bus iness hours are nec essary, a s ec ure, loc ked rec eptacle is provided by the main c as hiering s tation to allow for pas s ive acceptance of depos its. D ocumentation is provided back to s atellite s tations c onfirming the amount of the depos it rec eived after a c ount under dual c ontrol is c onduc ted. T he main c as hiering s tation rec ords each deposit from a c as h handling department or s ub-

cashiering s tation. A rec ord of c ash rec orded and any overages or s hortages is reported daily to the c ampus des ignated c ash rec onciliation unit (2 ). Supporting doc umentation is maintained (ie, c as h regis ter audit tapes ). I f elec tronic-mechanical or elec tronic c ash registers are not in us e, a report of ac c ount distribution of c as h c ollections is sent daily to the c ampus ’ c ash rec onciliation unit. C as h c ollections over $ 200,0 00 mus t be reported via telephone or email to the C hanc ellor’s O ffice C ash M anagement O perations department the day of c ollection to fac ilitate c entralized c ash management. (1 ) Refer to P hys ical Protection of C as h and C ash E quivalents for polic y guidance regarding s ecurity requirements for phys ical trans portation of c as h and c ash equivalents. (2 ) T he c as h reconciliation pers onnel s hould not be anyone from the c as hiering unit. Refer to I C SUAM policy Segregation for C ash H andling for polic y

direction regarding appropriate s eparation of duties . Source: http://www.doksinet 3103.01 | Disbursements - General Effective Date: 9/10/2014 POLICY OBJECTIVE I t is the polic y of the C alifornia State U niversity (C SU) that funds dis bursed in s ettlement of offic ial university c ommitments and ac tivities are properly authorized, s upported by a doc umented bus iness purpose, s ubs tantiated by applicable receipts, c orrectly processed for payment, and in c ompliance with all applic able regulations. C ampuses mus t prepare written proc edures that implement this policy POLICY STATEMENT T he term dis burs ement c overs the payment proc ess for advanc es, deposits, purc hases, reimbursements, refunds , and other expenditures to vendors, employees, and s tudents. T he c ampus P resident is delegated authority and res ponsibility for effec tive oversight of all s tate funds held by the c ampus and all funds held in a fiduc iary c apacity. T he c ampus P resident may delegate to

the C hief Financial O ffic er (C FO ) res ponsibility for implementing this polic y. T he c ampus CFO may delegate in writing to additional s taff members , in part or in whole and with appropriate limitations, authority to dis burse or expense from c ampus authorized funds . T he c ampus C FO mus t: • • • • E s tablish proc edures that prescribe the manner and extent in whic h funds are dis burs ed, and the doc umentation requirements for dis burs ement. E s tablish appropriate s eparation of duties s o that no one pers on c an dis burse funds unilaterally. E ns ure that all bus iness expenses are in ac cordance with appropriate federal, s tate, C SU, or c ampus polic y and, when applic able, c onditions s pecified by external s ources. O utline the treatment of and s pec ify who may authorize all exc eptions to the polic y. 100 Responsibilities T his s ection delineates res ponsibilities of pers ons as sociated with inc urring bus iness expenses and dis bursing funds in s

ettlement. T he Budget A pprover and the E xpenditure A pprover may at times be the s ame individual Budget A pprover • • • Before initiating a trans action on behalf of the univers ity, this individual mus t as sess whether the propos ed trans action/business expense is in s upport of the univers itys missions. T he approver mus t have written delegation providing him or her with the authority to expens e against a given fund, and have adequate funds available to meet the c ommitment. T he approver s hall c omply with all es tablished policies and proc edures res pecting the expenditure of U niversity funds . E xpenditure Approver T his individual mus t have delegated authority and ens ure that: • • • • • • • • A ppropriate authority and approval has been acquired to initiate the expenditure. A ppropriate doc umentation has been obtained, i.e, original rec eipt, item number, written quote, etc D oc umentation mus t include the name of the vendor, loc ation,

date, dollar amount of the expens e that was paid or inc urred by the initiator, and a des c ription of goods or s ervices ordered and rec eived. T he expenditure is a C SU allowable business expense. T he expenditure is ordinary and reas onable. T he expenditure is within c ampus budgetary c onstraints. T he expenditure is in c ompliance with any funding des ignations and/or guidelines. T he expenditure is in c ompliance with appropriate university policies and proc edures. T he expenditure is in c ompliance with operating unit guidelines. Source: http://www.doksinet V erifier (us ually an A ccounts P ayable processor or s upervisor) T his individual mus t ensure that: • • • • A ll proc essing and review s teps, as s tated above, have been followed. T ax is s ues have been properly addressed, es pecially for payments to individuals (i.e, honoraria, c ontrac tors, travel or moving reimburs ements to employees, etc .) T here is no apparent c onflict of interes t on the part

of the A pprover, I nitiator or any other individual involved in the trans action. T he trans action is in c ompliance with applicable policies and proc edures. C hec k Signer • • C hec k s igners mus t have s pecific written delegation from the c ampus C FO . C hec k s igners mus t ensure that c heck payments they authorize c omply with U niversity Policies and P roc edures and that the payment methods s upport the U niversity’s mission in a c os t effec tive manner. 200 Financial A id Disburseme nts T he c ampus s hall offer s tudents the option of rec eiving their financial aid dis bursement via direct deposit into an ac c ount at a depos itory institution of the s tudent’s c hoosing. 300 Vendor Deposits V endor depos its are payments that may be required by the vendor and are permitted when s pec ifically authorized by law or determined to be in the bes t interest of the C SU . C ampuses are to trac k all deposits to ens ure depos its are returned upon termination of the

agreement as appropriate. Source: http://www.doksinet 3103.02 | Outgoing Payments – Electronic and Paper Effective Date: 1/1/2012 | Revised Date: 9/19/2012 POLICY OBJECTIVE I t is the polic y of the C SU to us e s afe, effic ient, and c os t effec tive methods for the timely dis bursement of univers ity funds. C ampuses mus t prepare written proc edures that implement this policy POLICY STATEMENT C ampus es mus t pay invoices s o as to avoid penalties and interest c harges but no earlier than is nec essary. P ayments s hould be s c heduled s o as to maximize available payment discounts, where prac tical. C ampus es may us e a variety of methods for payment, inc luding electronic dis bursements, paper c hecks, proc urement c ards and virtual procurement c ard ac counts. Where little or no value c an be added by proc es sing the trans action through s tandard procedures, direct payment c an be authorized by the c ampus C FO or his /her delegate. Regardless of the method of dis burs

ement, effec tive internal c ontrols, inc luding s eparation of duties , mus t be implemented. C ampuses mus t also c omply with s tatutory or regulatory reporting requirements for all payments . Electronic Disbursements – A utomated Clearing House (A CH) Transactions • • • • • • • • • D irec t deposit is the electronic transfer of funds via A CH into a bank ac count at a U nited States financ ial ins titution, and is the preferred method of payment for the C SU . A C H payment procedures mus t inc lude multiple s afeguard parameters s uch as multi-level passwords and tas k s eparation, and provide for real- time monitoring of c ritical events s uch as s ervice disruptions due to tec hnic al failure or natural dis aster. A ll A CH payments mus t be proc essed in ac cordance with s tandard A ccounts Receivable and Student Financ ial A id P ayment procedures, inc luding dual c ontrol and be reas onably s ecured from erroneous or fraudulent manipulation. A

pproval s teps mus t be defined to c omply with C SU policy and appropriate banking rules and regulations such as the N ational Automated Clearinghouse Association (NACHA). For any A C H, inc luding CSU employee payments and vendor remittances, an amount greater than or equal to $50,000 will require s ec ond level review and approval. C ampuses may require s econd level reviews on A C H payments for s maller amounts as they deem nec essary. (C ampus proc edures mus t indic ate what job level/title s atisfies the review requirement.) A ll Rec eivers requesting to enroll for rec eipt of payment by A C H mus t provide debit authorization along with c redit authorization, where s uc h debit authorization may only be us ed for c ollection of monies paid in error. A thorough effort to authentic ate the Rec eiver and its /his/her banking data mus t be c ompleted. A s private and c onfidential data, ACH payment data is to be highly s ecure and rigorous ly protected from all unauthorized ac c

ess in a manner c ons istent with the s tandards and policies es tablished by the C SU I nformation Security M anagement P rogram. A ll returned or rejec ted ACH payments mus t be investigated and res olved within a time period s uffic ient to avert loss from fraud or negligenc e. T he timeline may differ bas ed on the partic ular s ituation. Source: http://www.doksinet Wire Transf ers • • • Wire trans fers mus t always be released under dual c ontrol. Wires s hould be res tricted to pre- approved templates, where prac tical. T emplates s hould be reviewed and approved by s omeone other than the template c reator. Wires for amounts greater than or equal to $ 1 00,0 00 require third level review and approval. C ampus es may require third level reviews on s maller amounts as they deem nec essary. (C ampus proc edures must indicate what job level/title s atisfies the review requirement.) Check Disburseme nts • • • • • • C ontrolled dis bursement accounts and pos

itive pay are to be us ed for paper dis burs ements. A ny c heck drawn in an amount greater than or equal to $50,000 will require two authorized s ignatures. P roc edures mus t be implemented to address exception c hecks presented for payment to the bank. C ampus es mus t establish c ontrols and proc edures to s afeguard the phys ical loc ation of c hec k s tock and printed c hec ks awaiting dis tribution. C ampus es mus t establish effec tive c ontrols over the c heck s tock, s uch as numbered c ontrol logs, periodic inventory c ounts and ac count reconciliations. C ampus es mus t establish c ontrols and proc edures to manage the handling of returned and s tale dated c hec ks. C ampus es mus t establish c ontrols and proc edures to s afeguard fac simile s ignatures and to ens ure that their us e is c ons istent with U niversity policy and prudent c ommercial practices. Such proc edures s hould inc lude proper approvals to c reate a fac s imile s ignature and meas ures to ens ure the

proper des truc tion of fac s imile s ignatures when an authorized c heck s igner leaves their pos ition. Resources and Ref erences Material Guidelines: I n the c ontext of this policy, fac simile s ignature refers to a s ignature affixed by a s pec ial machine at the s ignature owner’s order. Fac simile s ignature is defined as the s ecure reproduction of any authorized s ignature, but does not authorize the us e of a rubber s tamp s ignature by the offic ial or authorized employee. I C SUAM 8 000.0 - 8 0950 - C SU Information Security M anagement I C SUAM 5 227.0 – D irect P ayments, C ontracting and P rocurement I C SUAM 3 103.02 O utgoing P ayments Source: http://www.doksinet 3103.03 | Procurement Cards (University Liability Credit Cards) Effective Date: 6/30/2014 | Revised Date: 6/30/2014 POLICY OBJECTIVE I t is the polic y of the C SU that proc urement c ards be us ed to improve the effic iency, flexibility and c onvenience related to purc hasing, and paying for goods

and c ertain approved s ervices. C ampuses mus t prepare written polic ies, limits and proc edures that implement this policy. A uxiliary O rganizations that participate in the s ys temwide proc urement c ard program are s ubjec t to this polic y. POLICY STATEMENT P roc urement c ards provide an alternative procurement method of effec ting purc hases without the direc t involvement of the proc urement offic es. A procurement c ard is a university liability c redit c ard that may be us ed for c ertain bus iness related purc hases. P rocurement c ards provide benefits that include: • • • • • Streamlines the proc esses for s mall dollar orders, reduc es invoices and payments; E nables employees to be more effic ient and foc us on their c ore mis s ions; Reduc e paperwork and proc essing time in the employees department as well as P rocurement and A c counting; P rovides c ost s avings through c onsolidated payments to the proc urement card c ompany; and E nables faster

payments to C SU vendors. A s ingle s ystem-wide proc urement c ard c ontract and related program will be adminis tered by the C hancellor’s O ffic e department of C ontract Services and P rocurement. T his policy s hall be fully implemented by C SU locations by J une 3 0, 2 0 15. 100 General A s a large public ins titution, the C SU is held to a high degree of public s c rutiny and ac countability for its bus iness practices. I n operating a proc urement c ard program every reasonable effort mus t be made to ens ure that the program and c ard us e is managed in a manner c ons istent with the C SU mission, C SU and c ampus polic y, applicable laws , ethical and ris k reduction practices. 200 A uthority and Responsibilities T he authority to s et and enforc e purc hasing c ard policies and proc edures lays with the proc urement c ard A dministrator and his or her c ampus management. C ampuses mus t designate a s ingle procurement card A dministrator res ponsible for the c ampus proc

urement c ard program. C ampuses mus t also c reate and maintain a proc urement c ard operations manual s pecific to their c ampus. T he c ontent of a proc urement c ard operations manual mus t minimally include the limitations and program requirements es tablished in this policy and the s pec ific responsibilities of the C ardholder and A pprover as provided below. G eneral P rogram Requirements • T he C SU procurement c ard provider has s everal procurement card programs available for us e by C SU c ampus es. A ll of thes e programs have two s imilar attributes; the trans actions are all c onveyed across a c ommerc ial c redit c ard network and the C SU is res ponsible for payment of all undis puted c harges made to eac h ac c ount. • For the purpos es of this policy, virtual, ghos t, department, fleet, procurement or travel card ac c ounts (and others with the above two attributes) s hall have the s ame treatment in this policy as any other c redit c ard produc t issued by the C

SU procurement c ard c ontracted bank. • T he us e of proc urement c ards cannot avoid or c ircumvent any C SU or c ampus policies or limits . P roc urement c ards are to be us ed within the s ame s tatutes, rules , limits, policies, and proc edures as purc has es us ing any other means of payment. • P roc urement c ards may only be us ed for approved C SU expenditures. T he us e of a proc urement c ard for any form of pers onal purc hases (regardless of any intent to repay the C SU for a purc has e) is expres sly forbidden, with mis us e leading to employee disciplinary ac tions. Source: http://www.doksinet • • • • • T he proc urement c ard program may als o include the us e in proc uring travel related goods and s ervices. A ll travel us e of the proc urement c ard will be governed by this polic y, the C SU s ystem wide T ravel P olicy and all c ampus s pecific travel policies and proc edures. C ampus es mus t train C ardholders in related proc urement and proc

urement c ard policy and proc edures, and ac tively monitor the ac ceptable us e of is s ued procurement c ards. C ampus es s hall train des ignated A pprovers in related proc urement and proc urement c ard policy and the s pec ific res ponsibilities and proc edures of being an A pprover. C ampus es s hall establish and adjus t proc urement c ard s pending limits reasonably c onsistent with the antic ipated expenditures of the individual C ardholder. Setting reasonable procurement c ard s pending limits reduc es the financial exposure of the C SU. C ardholders mus t s ign doc umentation that s pecifically ac knowledges agreement to c omply with the polic y and proc edures established by eac h c ampus, the proc urement c ard is suing bank and c onditions for return of the c ard. C ardholders mus t also s ign a doc ument s erving as c onfirmation that c ampus training was provided on applic able policies, proc edures and ac ceptable us e. C ardholder Responsibilities T he role of a C

ardholder is to make purc hases in ac cordance with the regulations es tablished by the C SU and c ampus , as well as all federal and s tate rules to ens ure accountability to the public and fairnes s and ethical treatment to vendors . C ardholder responsibilities include: • • • • • • • A greeing to all c ard program requirements established and as amended by the c ampus ; C ompleting and ac knowledging the required c ampus procurement c ard c ardholder training; E ns uring that the c ampus policies and proc edures of the proc urement c ard program are integrated into the individual’s us e of proc urement c ard; P rotecting the c ard at all times to prevent unauthorized us e; N ot s haring or authorizing others (s ubordinates or otherwis e) to us e the c ard; I mmediately reporting a los t or s tolen c ard to the bank and ac tively follow banks rules and ins tructions in doing s o; and I mmediately reporting fraudulent or s uspected fraudulent c harges to the bank and

ac tively follow banks rules and ins tructions to c lear the c harges. A pprover Responsibilities T he A pprover is the individual as signed to a C ardholder to ens ure c ompliance with proc urement c ard policies and with C SU , c ampus, s tate fis cal and proc urement rules by reviewing the trans actions on no les s than a monthly bas is . A Cardholder c annot func tion as his or her own A pprover A pprover res ponsibilities include: • • • • • C ompleting and ac knowledging required procurement card A pprover training; M onitoring transactions of as signed C ardholder(s) for appropriateness of purc hase; E ns uring adequate transaction doc umentation exists as may be es tablished by the c ampus ; I dentifying possible violations of as s igned Cardholder(s) and taking appropriate ac tion if violations are found; and N otifying the c ard program A dministrator of c hanges in departmental program participants. 300 Delegation of A dministrative Duties G enerally, the

delegation of c ertain duties in the proc urement card program is a nec essity to maintain adminis trative flow and effic iency. I n c ertain c ircumstances, however, the delegation of duties is prohibited A ll delegations s hall be in writing. • • • T he c ampus proc urement c ard program A dministrator may have one or more “bac kups ” or “delegates” that are authorized to adminis ter the c ampus procurement c ard program in c onjunc tion with the A dministrator or in the A dminis trator’s absence. T he delegation may be in whole or in part as bes t s uits the c ampus operation. C ardholders may have s ubordinates or other individuals as sisting them in the adminis tration of the c ard ac c ounts, but the C ardholder may not delegate the authority of the us e of the c ard or s igning periodic c ard reconciliation doc uments. A pprovers may have s ubordinates or other individuals assisting them in the adminis tration of their A pprover ac tivities. T he A pprover may

delegate the authority of approving C ardholder trans actions Source: http://www.doksinet c ons istent with the A pprovers department expenditure authority. D elegation of s uc h authority to any C ardholder is prohibited. 400 Use of CSU Procurement Card Program by A uxiliary Organizations A uxiliary O rganization E mployee U se A uxiliary O rganizations of the C SU are s pecifically inc luded in s ystemwide proc urement c ard c ontracts. A uxiliary O rganizations may participate in the proc urement card c ontract and implement any of the proc urement c ard products available. I n doing s o, the A uxiliary O rganizations will benefit from the s ys temwide s ize of the c ontract and all partic ipants will benefit from the additional A uxiliary O rganization expenditure volume. I n this ins tance, A uxiliary O rganizations would have a bus iness relationship with the CSU c ontrac ted proc urement c ard bank. A uxiliary O rganization U se of C ampus P rocurement Card P rogram I n c as

es where the c ampus elects to inc lude A uxiliary O rganization employees under the c ampus procurement c ard program, c ertain protec tions for the C SU are required. T he c ampus mus t have a written agreement with the A uxiliary O rganization us ing their program that minimally includes the res ponsibilities of eac h organization and provis ions guaranteeing payment of c harges by A uxiliary employees. 500 Conf lict of Interest Reporting I n s ome ins tances, C onflict of I nterest reporting may be required of proc urement c ard program participants (C ardholders and/or A pprovers). I ns tructions s pecifically related to program partic ipants being designated Statement of E c onomic I nterests (Form 7 0 0) filers are managed by s ystemwide and c ampus H uman Res ources through policy and C oded M emorandums. Def initions For purpos es of this policy, the following definitions apply. A dministrator: A n individual who is res ponsible for the day- to-day management and operation of

the proc urement c ard program at eac h C SU campus or loc ation. C ardholder: T he named individual to whom the proc urement c ard is is sued and whos e name appears on the c ard. A pprover: A n individual(s) at a s upervisory level who is res ponsible for reviewing and/or approving purc has es made by the C ardholder. A pprovers may not be in a s ubordinate relationship to the c ardholder A pprovers may not delegate the res ponsibility for reviewing and/or approving purc hases made by the C ardholder. Source: http://www.doksinet - Inactive Historical Policy - 3103.04 | Corporate Cards (Employee Personal Liability Credit Cards) (Superseded by Policy 5251.00 on 8/7/2014) Effective Date: 6/30/2014 | Revised Date: 6/30/2014 POLICY OBJECTIVE I t is the polic y of the C SU to es tablish s ystemwide responsibility for and fac ilitate ac quisition of pers onal liability business c redit c ards. C ommonly known as “c orporate c ards,” the c ards are designed for employees who mus t

travel and inc ur reimburs able bus iness or entertaining expenses on behalf of the C SU . I t is also the polic y of the C SU to reduc e employee c ash advances through the us e of c orporate c ards to the extent feas ible and within ris k toleranc es. C ampuses mus t prepare written proc edures that implement this policy A uxiliary O rganizations that participate in the s tate or the s ys temwide corporate c ard program are s ubjec t to this polic y. POLICY STATEMENT T he C SU may enter into s ystemwide c ontracts with financ ial ins titutions to es tablish a c orporate c ard program. Suc h c orporate c ards minimize the burden on an employee’s personal financial s ituation when C SU travel or hos pitality expenses mus t be inc urred personally and s ubsequently reimbursed. C orporate c ards provide benefits that inc lude: • • E nables employees to pay for C SU reimbursable travel or hos pitality c osts without inc urring out- ofpoc ket expenses; and P rovides travel

protection ins urances for employee travelers when traveling on c ommerc ial trans portation. A s ingle s ystem-wide bank proc urement c ard c ontract that inc ludes c orporate c ards will be adminis tered by the C hanc ellor’s O ffice department of C ontract Services and P rocurement. T he State of C alifornia also operates a c orporate c ard program and c ampuses may obtain c orporate c ards for employees through this State program. T he C hanc ellor’s O ffice department of C ontract Services and P rocurement shall be res ponsible for managing both c orporate c ard programs in the C SU. T his policy s hall be fully implemented by C SU locations by J une 3 0, 2 0 15. 100 General T his policy applies to all c orporate c ard programs whether provided under c ontract by the C SU or State of C alifornia. A C SU fac ulty or s taff member may be eligible to apply for a c orporate c ard if he or s he meets all of the following c riteria: • • • T heir pos ition at the univers ity

requires business travel at least two times per year; and T he c ard has been authorized by their s upervisor and the units bus iness manager or c hair; and T he individual has completed an application and agreed in writing to both the financ ial ins titutions C ardholder Agreement and all C SU applicable policies, proc edures and timely payment requirements. C orporate c ards may only be us ed for bona fide bus iness expenses that direc tly s erve the U niversity purposes. C O RPORATE CARDS MAY NO T BE U SED FO R P ERSONAL P URCHASES. 200 A uthority and Responsibilities Source: http://www.doksinet G eneral P rogram Requirements • T he us e of a c orporate c ard s hall not c ircumvent any C SU or c ampus policies. • C ampus es mus t develop and train C ardholders in c orporate c ard policy and proc edures, and ac tively monitor the ac c eptable us e and payment s tatus of is sued c orporate c ards. T he policies s hould inc lude a polic y of notifying c ampus H R in c as es

where employee c orporate c ard payment defaults res ult in a los s of rebate revenue to the C SU or the State. • C ampus es mus t develop a proc edure of notific ation and s anctions to C ardholders when payment • • • latenes s is discovered to avoid potential employee payment defaults. T hrough training and ac tive program management, C ampuses shall avoid Cardholder payment default. T o the extent feas ible: o C ampus es s hall establish and adjus t c orporate c ard s pending limits to be reas onably c ons istent with the antic ipated expenditures of the individual C ardholder. o C ampus es s hall use merc hant c ategory c odes (MCC) to reduc e the financ ial and bus iness expos ure of the C SU or the State. C ardholders mus t s ign doc umentation that s pecifically ac knowledges agreement to c omply with the polic y and proc edures established by eac h c ampus, the c orporate card is suing bank and c onditions for return of the c ard. C ardholders mus t also s ign a doc

ument s erving as c onfirmation that c ampus training was provided on applic able policies, timely payment and ac ceptable use. C ardholder Responsibilities T he role of a C ardholder is to make purc hases in ac cordance with the regulations es tablished by the C SU and c ampus , and: • A greeing to all c ard program requirements established and as amended by the c ampus ; • C ompleting and ac knowledging the required c ampus c orporate c ard Cardholder training; • E ns uring that the c ampus policies and proc edures of the c orporate c ard program are followed; • • • • P rotecting the c ard at all times to prevent unauthorized us e; P aying the financ ial ins titution within the alloc ated time (by the due date) in the C ardholder agreement. P ayment of the amount owed to the financ ial ins titution may not be delayed due to lac k of reimburs ement of travel expenses by the C SU; M onitoring the c ard s tatements and us e the online c orporate c ard tools to monitor

trans action to guard agains t fraudulent activity; and Reporting c ard los s, mis use or fraud immediately to the c ard-issuing bank. 300 Use of CSU Corporate Card Program by A uxiliary Organizations A uxiliary O rganization E mployee U se • • • A uxiliary O rganizations of the C SU are s pecifically inc luded in s ystemwide proc urement c ard c ontracts and may obtain the offered c orporate c ards for their employees and s taff if eligible. A uxiliary O rganizations may participate in the proc urement card c ontract and implement any of the proc urement c ard products available. I n doing s o, the A uxiliary O rganizations will benefit from the s ys temwide s ize of the c ontract and all partic ipants will benefit from the additional A uxiliary O rganization expenditure volume. A uxiliary organizations that offer the c orporate c ard program to their employees s hall follow this policy and develop applicable programmatic policy and proc edures. I n c as es where the c ampus

elects to inc lude A uxiliary O rganization employees under the c ampus c orporate c ard program and management, c ertain protections for the C SU are required, as payment defaults will affec t c ampus rebate revenues. T he c ampus mus t have a written agreement with the A uxiliary O rganization us ing their program that minimally inc ludes the res ponsibilities of eac h organization and provis ions guaranteeing payment default by A uxiliary employees. Def initions For purpos es of this policy, the following definition(s) apply. M C C C ode: A merc hant c ategory c ode (MCC) is a four- digit number as signed to a bus iness by c redit c ard c ompanies (for ins tance A merican E xpress, M asterCard, V ISA). T he M CC is us ed to c lassify the bus iness by the type of goods or s ervices it provides. I n s ome c ases the M CC c ode can be us ed by A dministrators of a Source: http://www.doksinet c ard program to limit the retail c ategories a c orporate c ard may be us ed. Source:

http://www.doksinet 3103.05 | Payroll Payments Issued by Accounts Payable Effective Date: 9/10/2014 | Revised Date: 9/10/2014 POLICY OBJECTIVE I t is the polic y of the C SU to authorize and proc ess payroll payments when s alary has been earned by the employee but c orrec t payment is not readily available from the State C ontroller’s O ffice (SCO). C ampuses mus t develop written proc edures that implement this policy. POLICY STATEMENT P ayroll c hecks may only be reques ted by authorized payroll s taff and the s pec ific reason for the payroll c hec k mus t be written on the reques t. C ampus es will make payments to employees for s alary earned only for the following reas ons : 1 . T here have been errors or delays in s ubmitting or proc essing doc uments making it impos sible for the State C ontrollers O ffice to prepare and deliver proper s alary warrants within the c us tomary payroll time s c hedule; or 2 . Separating employees are in immediate need of their final s alary

payments C ampus es mus t prepare written proc edures to be followed before payroll c hec ks are given, inc luding the approval proc esses. P ayroll c hecks will be is s ued for amounts as c lose as pos sible to the ac tual net payments whic h will be made in the future by the State C ontrollers O ffice, les s other amounts due to the c ampus . T he s alary amount c an be bas ed on the employees prior period pay or by c omputing the amount due for the period. C ampus es mus t pay the difference between the employees full net pay and the s alary amount paid by the c ampus upon rec eipt of the State C ontrollers warrant for the full s alary payment. I f the State’s warrant is less than what was is s ued by the c ampus , the c ampus mus t c reate a rec eivable and apply s tandard c ollection proc edures. Source: http://www.doksinet 3103.11 | Petty Cash Effective Date: 7/1/2011 | Revised Date: 6/5/2012 POLICY OBJECTIVE I t is the polic y of the C SU to utilize petty c ash funds for

the reimburs ement of s mall dollar U niversity bus iness related expens es when payment by c as h is the mos t c ost effic ient method of payment. E ach c ampus mus t prepare written proc edures regarding the us e and s afeguarding of s uc h funds to prevent los s to the U niversity. POLICY STATEMENT T he proc urement c ard is the preferred purc hasing method for low dollar bus iness expenses. When the us e of the proc urement c ard is not pos sible, departments may us e funds from petty c ash. T he c ampus C FO or his /her delegate may authorize establishment of petty c ash funds at department offic es or other approved loc ations. Requests/authorization for s uc h funds mus t be doc umented in writing A petty c as h fund mus t be as s igned to a s pec ific individual as c ustodian. T he c ustodian will be res pons ible for the amount advanc ed and s hould be trained on their res ponsibilities before ac cepting a petty c ash fund. E vidence that the c us todian has received the

proper training s hould be doc umented. P etty c ash funds mus t not be c omingled with other funds . T he petty c as h fund will be c los ed out when a given petty c as h fund is no longer needed, or upon termination or departmental transfer of the c us todian. T ransfer of funds to a s uc cessor is not authorized I f a s uc cessor is to be furnis hed a petty c as h fund, a new reques t is required. With any one vendor or payee in a day, petty c as h purc hases may not exc eed an amount determined appropriate by the c ampus C FO . T his amount s hould be formally doc umented in written proc edures Splitting a trans ac tion into multiple reimbursements is not allowed. When an expens e is made, a rec eipt mus t be obtained whic h c ontains the following: • • • • D ate; name of vendor or payee; amount paid. P os itive evidence that a payment was made, i.e, a c as h register receipt or a hand written rec eipt on whic h the word “paid” appears . D es c ription of the s

upplies or s ervices purc hased. Signature indic ating rec eipt of the s upplies or s ervices. T o obtain replenishment of the fund, a dis burs ement voucher mus t be s ubmitted to A ccounts Payable where the appropriate original transaction receipts are verified. E xpens es that c annot be paid from petty c as h inc lude, but are not limited to, the following: invoic es from vendors , payments for s ervices to employees or independent c ontractors, loans and advances. When not in us e, the fund’s c urrenc y and c oin mus t be placed in a s afe or loc ked rec eptacle kept in a properly s ec ured area. A n unannounc ed c ash c ount and rec onciliation of petty c as h funds mus t be performed on a periodic basis by s omeone other than the fund c us todian. T he frequenc y of the periodic c ounts c an be determined by the c ampus C FO bas ed on the amount of funds at ris k. (See G uidelines below for s ugges ted timelines) T he approval of the audit s c hedule c hosen by the c ampus s

hould be doc umented. Rec onciliation of c ash balances mus t be performed in the pres enc e of the petty c ash/c hange fund c us todian and mus t be doc umented. I n the event of theft, notify C ampus P olice immediately. A new reques t s hould be s ubmitted requesting reimburs ement of the fund whic h inc ludes the following: • D ate and time of theft. Source: http://www.doksinet • • • • A mount of theft. C irc umstances involved. C opy of polic e report. P revention taken against similar oc currences. Source: http://www.doksinet 3130.01 | Accounts Receivable Management Effective Date: 12/16/2013 | Revised Date: 12/16/2013 POLICY OBJECTIVE I t is the polic y of the C SU that eac h c ampus maintains policies and proc edures for the management of their ac c ounts receivable in order to ens ure the following: • • • • • • • Funds are s afeguarded to prevent loss of revenue. P roper s egregation of duties is in plac e. Balanc es are c onverted to c ash

in a timely manner. A mounts due to the U niversity are ac counted for and properly rec orded as receivables in the general ledger. P roper c ollection proc edures are followed and that c ollection efforts are purs ued on debts and ac c ounts receivable balances that are valid and pas t due. P eriodic analysis is performed to ens ure the proper rec ording of a provis ion for unc ollectable ac counts. D ebts and ac c ounts receivable balances determined to be unc ollectible are written off in a timely manner with the proper approval. POLICY STATEMENT Rec eivable management processes inc lude: • 1 0 0 - C entralization of the A c counts Receivable func tions • 2 0 0 - A ccounts Receivable Collection • 3 0 0 - Write O ff of U nc ollectible Accounts Receivable 100 CENTRA LIZED FUNCTIONS T o ens ure that monies owed to the U nivers ity are ac curately accounted for, all ac c ounts receivables due to the univers ity must be rec orded in the general ledger to c omply with the c

ollection efforts, and allowanc e for doubtful ac c ounts and write offs proc edures in Sec tions 2 00 and 3 0 0 of this policy; as well as oversight by the C FO or des ignee to ens ure the policy objec tive is met. 200 COLLECTIONS T his s ection applies to all types of rec eivables, inc luding employee, s tudent, related party and general rec eivables. Specific details are inc luded below for employee and s tudent receivables 201 General Inf ormation: C ampus proc edures mus t describe the c ollection efforts applicable to eac h type of pas t due rec eivable. I n addition, c ampus procedures must identify the materiality threshold below whic h c ollection efforts will not be purs ued. C ampus es are expected to utilize all reasonable c ollection efforts including direct c ontact, c ollection agencies, legal ac tions and Franc hise T ax Board (FTB) refund offs ets, s ubjec t to federal and s tate laws c overing c ollection prac tices. N ote that the State allows recovery of debts by

offs et against tax refunds even after the State s tatute of limitations has expired. 202 Employee Receivables: E mployee Receivables generated from payroll s alary overpayments may be c ollected us ing payroll deductions only when the repayment method and terms are expres sly agreed upon in writing by the employee and the deduc tion would not reduc e the employee’s wage below minimum wage for any period c overed within the terms of the repayment s c hedule. P ayroll deduction may not be us ed to c ollect payroll s alary overpayment rec eivable from an employee’s final payc heck. Source: http://www.doksinet 203 Student Receivables: T erm- s pecific student ac counts rec eivable prescribed c ollection activity (3 0/6 0/90 day notification) will c ommenc e no later than the end of the term for whic h the funds were due. C ampus es mus t identify and es tablish due diligence processes and materiality thresholds and define c ollection proc edures on term- based s tudent account

receivable and any other s tudent debts. P rior to the pres c ribed c ollection ac tivity, c lear, timely and ongoing notific ation of the due dates and s tudent ac c ount balances mus t be c onducted by eac h c ampus. Some valid methods include: email, mes saging, letters, billing, texts , announc ements and any web- based methodologies. E ach c ampus is enc ouraged to utilize holds and enrollment c ancellation to manage c urrent term s tudent accounts receivable. E ac h c ampus is authorized to withhold s ervices (s uch as transcript requests or c ourse registration) as a c ollection tool when appropriate, inc luding the period after whic h an ac c ount balance has been written off. 300 WRITE OFF OF UNCOLLECTA BLE A MOUNTS 301 A llowance and write of f of uncollectable accounts receivables P art of rec eivable management includes providing for the allowanc e and write off of unc ollectable accounts rec eivables. C ampus procedures mus t describe: • • • T he method for

determining the allowanc e for unc ollectible accounts rec eivable H ow debts and ac c ounts rec eivable balances are determined to be unc ollectible T he proc ess for approving the write off of unc ollectible balances A n allowanc e for unc ollectible accounts receivables s hould be es tablished based on type of outs tanding debt and expec tations of repayment. T he allowanc e s hould be adjus ted on a quarterly bas is but at a minimum the allowanc e mus t be adjus ted at year end. (See the L egal M anual for details) C ampus proc edures mus t provide that debt and ac c ounts receivable balances determined to be unc ollectible mus t be written off by the c los e of the fis c al year. 302 Discharge A uthority C ampus proc edures mus t require that the C hief Financial O fficer (C FO ) approve the write off of balanc es above $ 1 0,0 00. T he C FO may delegate in writing to des ignated pers on(s ) authority to approve the write off of balanc es equal to or les s than $ 10,0 00. T he

write- off of unc ollectible balances in funds held by the State T reasurer and ac counted for by the State C ontroller mus t follow the proc ess outlined in the State A dministrative Manual (SA M), section 8776.6 Source: http://www.doksinet - INACTIVE HISTORICAL POLICY – 3131.01 | Accounts Receivable Collections (Superseded 12/16/13 by 3130.01) Effective Date: 1/1/2012 | Revised Date: 10/6/2011 POLICY OBJECTIVE I t is the polic y of the C alifornia State U niversity (C SU) that c ollection efforts be purs ued on debts and ac c ounts receivable balances that are valid and pas t due. E ac h c ampus must prepare written proc edures that implement this policy. POLICY STATEMENT T his policy applies to all types of rec eivables, inc luding s tudent rec eivables, employee, related party and general. C ampus proc edures mus t describe the c ollection efforts applicable to eac h type of pas t due rec eivable. I n addition, c ampus procedures must identify the materiality threshold below

whic h c ollection efforts will not be purs ued. C ampus es are expected to utilize all reasonable c ollection methods including direct c ontact, c ollection agenc ies, legal ac tions and Franchise T ax Board refund offs ets , s ubject to federal and s tate laws c overing c ollection prac tices. N ote that the State allows recovery of debts by offs et against tax refunds even after the State s tatute of limitations has expired. E mployee rec eivables generated from payroll overpayments may be c ollected us ing payroll deduction only when the repayment method and terms are expres sly agreed upon in writing by the employee and the deduc tion would not reduc e the employee’s wage below minimum wage for any period c overed within the terms of the repayment s c hedule. P ayroll deduction may not be us ed to c ollect payroll overpayment rec eivables from an employee’s final payc heck. Student Receivables T erm- s pecific student ac counts rec eivable prescribed c ollection activity (3

0/6 0/90 day notification) will c ommenc e no later than the end of the term for whic h the funds were due. C ampus es mus t identify and es tablish due diligence processes and materiality thresholds and define c ollection proc edures on term- based s tudent accounts receivables and any other s tudent debts. P rior to the pres c ribed c ollection ac tivity, c lear, timely, and ongoing notific ation of due dates and s tudent ac c ount balances mus t be c onducted by eac h c ampus. Some valid methods include: email, mes saging, letters, billings , texts, announcements and any web- based methodologies. E ach c ampus is enc ouraged to utilize holds and enrollment c ancellation to manage c urrent term s tudent accounts receivable. E ac h c ampus is authorized to withhold s ervices (s uch as transcript requests or c ourse registration) as a c ollection tool when appropriate, inc luding the period after whic h an ac c ount balance has been written-off. Source: http://www.doksinet -

INACTIVE HISTORICAL POLICY - 3132.01 | Write Off of Uncollectible Accounts Receivable (Superseded 12/16/13 by 3130.01) Effective Date: 4/1/2011 | Revised Date: 10/6/2011 POLICY OBJECTIVE I t is the polic y of the C SU that debts and ac counts rec eivable balances determined to be unc ollectible be written off in a timely manner. E ac h c ampus mus t prepare written proc edures that implement this policy POLICY STATEMENT C ampus proc edures mus t describe: • • H ow debts and ac c ounts rec eivable balances are determined to be unc ollectible. T he proc ess for approving the write off of unc ollectible balances. C ampus proc edures mus t provide that debt and ac c ounts receivable balances determined to be unc ollectible mus t be written off by the c los e of the fis c al year. Res erves for doubtful ac c ounts s hould be es tablished based on type of outs tanding debt and expectations of repayment. (See G uidelines s ection reference below) I n general, any rec eivables that

remain outs tanding after one year s hould be written off the books . C ampus proc edures mus t require that the C hief Financial O fficer (C FO ) approve the write off of balanc es $ 5 ,0 00 and more. T he C FO mus t delegate in writing authority to approve the write off of balanc es below $ 5 ,0 00. T he write- off of unc ollectible balances in funds held by the State T reasurer and ac counted for by the State C ontroller mus t follow the proc ess outlined in the State A dministrative M anual. Source: http://www.doksinet 3150.01 | Administration of University Property Effective Date: 12/11/2015 | Revised Date: 12/11/2015 POLICY OBJECTIVE It is the policy of the California State University (CSU) that university property is properly valued, maintained and safeguarded; that all university property transactions (acquisitions, disposals, etc.) are recorded in an accurate and timely manner; and that all university property procedures are followed. Each campus must establish written

procedures that implement this policy POLICY STATEMENT 100 Property Definition For the purpose of this policy and these procedures (see Section 300), property may include but is not limited to the following: • Equipment • Intangible assets • Land and land improvements • Works of art and historical treasures • Library books and materials • Construction work in progress (CWIP) • Buildings and building improvements • Improvements, other than buildings • Infrastructure • Leasehold improvements 200 Responsibility of the Chief Financial Officer (CFO) The Chief Financial Officer (CFO) of each campus of the CSU must ensure the following: • Appropriate resources are allocated and responsibility assigned for proper receiving, tagging, recording, securing, maintaining, tracking, inventorying, and disposal of property. • Procedures are implemented for the timely recording of all property based on normal entry cycles. For example, equipment

additions may be required to be recorded each month due to the high volume of transactions, whereas major capital improvements may be recorded annually. • Procedures are implemented for conducting physical inventory. • Procedures are implemented for the timely disposal of all property. • Procedures are implemented that require appropriate approval for the disposal of property and that all rules and regulations are followed in the disposal of property (e.g, hazardous materials, sanitization, etc.) • All regulations for property obtained from a federal or state grant or contract are adhered to in accordance with the respective requirements such as federal and state regulations. • Campuses utilize the CSU Capital Assets Guide as guidance for all property as it relates to capitalized costs, depreciation methods, impairment, and other such issues. 300 Equipment Refer to “CSU Administration of University Property - Equipment Procedures” for definitions and

procedures. Source: http://www.doksinet 400 Intangible Assets 401 Definition of Intangible Assets Intangible assets are property that lack physical substance and are nonfinancial in nature but give valuable rights to the owner. They are primarily used for operation rather than for intent to sell They are not directly used for obtaining income or profit. Intangible assets include but are not limited to: • Copyrights • Easements • Patents • Software (internally and externally-developed) • Trademarks • Websites 402 Recording of Intangible Assets Campuses must evaluate and record all intangible assets in accordance with applicable Governmental Accounting Standards Board (GASB) statement requirements to ensure compliance with GAAP. 403 Sale or Licensing of Intangible Assets The sale or licensing of intellectual property must be done in accordance with pertinent CSU policies. 500 Gifts of Property 501 Responsibility for the Acceptance of Gifts The CFO of each

campus of the CSU is responsible for ensuring that a documented process is followed for the evaluation, acceptance, and recording of gifts of property to their respective campus in accordance with Executive Order No. 676 or its successor policy 502 Title Title to the property gift to be held by the campus or an auxiliary organization must be reported according to the rules promulgated by the GASB or by the Financial Accounting Standards Board (FASB) depending on which standards are used by the entity. 503 Recording Gifts Generally, FASB and GASB accounting rules require gifts of property to be recorded at fair market value. As such, campuses are required to record such gifts in their property records (or those of the auxiliary organization) using objective criteria. When property gifts are made between the campus and one of its auxiliaries or vice versa, the transaction must be recorded at historical cost per the CSU Capital Assets Guide. 600 Capital (Fixed) Assets Reporting to the

State Controller’s Office (SCO) 601 Legal Basis Fixed Asset Accounting All campus legal basis fixed asset accounting entries will be recorded in and reported from State Controller Office (SCO) fund 0997, CSU fund 501 – General Fixed Assets Memo Fund. Campuses are not required to record by separate funding type. 602 External Reporting Any external reporting that requires an alternative display of the capital assets information will be handled by the Chancellor’s Office Systemwide Reporting group. Supporting schedules will be retained Source: http://www.doksinet on file per the CSU Records Retention policy to support reconciliation back to the campus’ book of records. Office of the Executive Vice Chancellor Business and Finance Approved: December 11, 2015 Source: http://www.doksinet - INACTIVE HISTORICAL POLICY – 3151.01 | Capital (Fixed) Assets Reporting to the State Controllers Office (Superseded 7/25/14 by 3150.01 Administration of University Property) Effective

Date: 6/30/2011 | Revised Date: 10/6/2011 POLICY OBJECTIVE I t is the polic y of the C alifornia State U niversity (C SU) to rec ord all of its legal bas ed fixed asset activity into a s ingle fund regardles s of the funding type (G overnmental, P roprietary, or Fiduc iary). C ampuses mus t prepare written proc edures that implement this policy. POLICY STATEMENT A ll c ampus legal basis fixed asset accounting entries will be rec orded in and reported from State C ontroller O ffic e (SCO ) fund 0 9 9 7, C SU fund 5 0 1 – G eneral Fixed Assets M emo Fund. C ampuses are not required to rec ord by s eparate funding type. A ny external reporting that requires an alternative display of the c apital assets information will be ac c ommodated by the C hancellor’s O ffice Systemwide Reporting group. Supporting s chedules will be retained on file per the C SU Rec ords Retention policy to s upport reconciliation bac k to the c ampus’ book of rec ords . Source: http://www.doksinet -

INACTIVE HISTORICAL POLICY - 3151.02 | Intangible Assets (Superseded 7/25/14 by 315001 Administration of University Property) Effective Date: 4/1/2011 | Revised Date: 10/6/2011 POLICY OBJECTIVE I t is the polic y of the C alifornia State U niversity (C SU) to rec ognize and s afeguard its intangible assets via timely rec ording and trac king. E ach c ampus mus t prepare written proc edures that implement this policy POLICY STATEMENT T he C hief Financial O fficer (C FO ) of eac h c ampus of the C alifornia State U niversity is responsible for ens uring that a doc umented proc ess is followed for the identific ation, rec ording and trac king of intangible assets. T he s ale or lic ensing of intangible intellectual property mus t be done in ac c ordance with pertinent CSU policies. C ampus es mus t evaluate and rec ord all intangible assets in ac c ordance with applic able GASB statement requirements to ens ure c ompliance with generally accepted accounting principles. I ntangible

assets include but are not limited to: • • • • • • C opyrights E as ements P atents Software (internally and externally-developed) T rademarks Webs ites Source: http://www.doksinet - INACTIVE HISTORICAL POLICY – 3151.03 | Recording Gifts of Property (Superseded 7/25/14 by 315001 Administration of University Property) Effective Date: 4/1/2011 | Revised Date: 10/6/2011 POLICY OBJECTIVE I t is the polic y of the C alifornia State U niversity (C SU) to value and rec ord gifts of property in a timely and objec tive manner. E ach c ampus mus t prepare written procedures that implement this policy POLICY STATEMENT T he C hief Financial O fficer (C FO ) of eac h c ampus of the C alifornia State U niversity is responsible for ens uring that a doc umented proc ess is followed for the evaluation, ac ceptance, and rec ording of gifts of property to their res pec tive campus. E xecutive O rder N o 6 76 s ets forth the res ponsibilities of the c ampus in ac c epting property

gifts . T itle to the property gift to be held by the c ampus or an auxiliary organization mus t be reported ac cording to the rules promulgated by the G overnmental Accounting Standards Board (G ASB) or by the Financ ial A c counting Standards Board (FASB) depending on whic h s tandards are us ed by the organization. G enerally, FASB and G A SB accounting rules require gifts of property to be rec orded at fair value. A s s uch, c ampus are required to rec ord s uch gifts in their property rec ords (or thos e of the auxiliary organization) us ing objec tive c riteria. When property gifts are made between the c ampus and one of its auxiliaries or vic e versa, the trans action mus t be rec orded at his torical c ost as discussed in the C SU Capital Assets G uide. Source: http://www.doksinet - INACTIVE HISTORICAL POLICY – 3151.04 | Equipment (Superseded 7/25/14 by 315001 Administration of University Property) Effective Date: 1/1/2011 | Revised Date: 10/6/2011 POLICY OBJECTIVE I t is

the polic y of the C alifornia State U niversity (C SU) that equipment is properly rec orded, maintained and s afeguarded, and that appropriate dis posal methods are followed. C ampuses mus t prepare written proc edures that implement this policy. POLICY STATEMENT T he C hief Financial O fficer (C FO ) of eac h c ampus of the C alifornia State U niversity is responsible for ens uring that a doc umented proc ess is followed for the rec ording, trac king, and dis posal of equipment. E quipment with total ac quisition c ost of $ 5 ,0 00 or greater and a us eful life of at leas t one year mus t be c apitalized, tagged and rec orded in the c ampus property inventory records and inc luded in the c ampus’ financ ial s tatements prepared in ac cordance with generally accepted accounting principles (G AAP). C ampus es mus t establish a thres hold for trac king of equipment valued under $ 5 ,000 based on an analys is of c os t versus benefit and ris k of mis us e or mis appropriation. C

omputers or lab equipment are examples of the type of equipment that may be inc luded in this c ategory. E quipment deemed to be trac kable s hould be tagged and rec orded in the c ampus property inventory rec ords but not inc luded in the c ampus ’ G AAP financial s tatements. C ampus es mus t adhere to additional requirements as s et forth in their information s ecurity proc edures for the s afeguarding and dis posal of information tec hnology equipment. I tems purc hased to plac e a s tructure into s ervice, c ommonly referred to as “G roup I I E quipment”, mus t be evaluated for c apitalization or trac king based on the c riteria above. A phys ical inventory of rec orded property mus t be performed at leas t onc e every three years by a party who is not the c us todian of the item, or more often as required by agreement or law and mus t be rec onciled to c ampus property inventory records. T he c ompleted reconciliation s hould rec eive management review and approval. A ny

dis crepancies mus t be evaluated for further inves tigation and es calated to the appropriate authorities bas ed on the s pec ific s ituation and value of mis s ing items. C ampus es mus t establish prac tices to reduc e ris k associated with the us e of equipment by maintaining s uch equipment in good working order. For example, c ampus es are required to have a M otor V ehicle Inspection P rogram. E ac h c ampus is authorized to s ell or exc hange personal property belonging to the C SU when it is deemed that the property no longer has us eful value to the C SU or upgrades are needed. Suc h s ale or exc hange s hall be for c ons ideration bas ed on fair market value. D is posal of equipment mus t follow all appropriate rules and regulations including c onsideration of environmental and s afety issues. Source: http://www.doksinet 3250.01 | Disposition of Lost, Unclaimed or Abandoned Property Effective Date: 7/25/2014 | Revised Date: 7/25/2014 POLICY OBJECTIVE I t is the polic y

of the C SU to provide the opportunity for unc laimed, los t, or abandoned property to be c laimed by its rightful owner. When s uc h property remains unc laimed, this policy provides direction for the treatment of s uc h property. E ach c ampus mus t prepare written proc edures to implement this policy POLICY STATEMENT T itle 5 Sec tions 4 2375 and 4 2376 of the C alifornia C ode of Regulations, des ignates and authorizes each C SU P res ident to provide for the c are, res titution, s ale, or des truc tion of unc laimed, los t, or abandoned property in the pos s ession of the univers ity. U nc laimed, los t, or abandoned property valued at or above three hundred dollars ($ 300) s hall be held by the c ampus for a period of at leas t three months . A fter s uch time, if the c ampus determines that the property, exc ept unc laimed c ash, is needed for a public purpos e, the c ampus may take possession of the property. I f the c ampus does not take possession of the property, it s hall

be offered at public auc tion to the highes t bidder. N otice of s uc h s ale must be publis hed onc e at least five days prior to the s ale in a news paper of general c irc ulation in the c ounty in whic h the property is held. A uc tion proceeds received and any related interes t earnings s hall be us ed for s c holarships and loans to s tudents enrolled at the c ampus where the s ale is held. T he c ampus may dis pose of any property, exc ept c ash, upon whic h no bid is made at any s ale I tems valued under $ 300 may be donated to another public institution or not- for- profit organization or otherwis e dis posed. U nc laimed c ash may be returned to the finder after the expiration of the three month period unles s the property has been found by a U niversity employee in the c ours e of his /her employment. • U nc laimed c ash found by pers ons who are not U nivers ity employees will upon demand, be returned to the finder after the three month holding period. I f the finder c

annot be loc ated, the c ash bec omes the property of the c ampus to be us ed for s c holarships or s tudent loans. • U nc laimed c ash found by a U nivers ity employee mus t be turned into the los t and found department. I f the c as h is not c laimed within the three month period, it bec omes the property of the c ampus to be us ed for s c holarships or s tudent loans. Source: http://www.doksinet 3250.02 | Disposition of Unclaimed Negotiable Instruments Effective Date: 7/25/2014 | Revised Date: 7/25/2014 POLICY OBJECTIVE I t is the polic y of the C SU that unc laimed negotiable ins truments remain the property of the payee, with the C SU as c ustodian for the funds . T his document provides direction for the treatment of unc laimed negotiable ins truments. E ach c ampus mus t prepare written proc edures to implement this policy POLICY STATEMENT 100 General U nc laimed negotiable ins truments are defined as c hecks (i.e, A c counts Payable c hecks, payroll warrants) that

have been: • • D elivered but remain unc ashed by the payee. Returned to the univers ity and the payee c annot be loc ated. U pon expiration of a c hec k, exc luding a payroll warrant, the c ampus will void the c hec k via the C FS es c heatment process whic h will rec ord the monetary amount as a liability. P eriodically, c ampuses mus t estimate amounts in the es c heat liability that will not be c laimed by payees and reduc e the amount of the liability ac cordingly. A mounts relieved from the c ampus ’ liability remain the res pons ibility of the E xec utive Vice C hancellor/Chief Financial O fficer (E VC/CFO ) or the c ampus C FO . Suffic ient rec ords and funds mus t be retained to honor future c laims. 200 Payroll Warrants 201 Undelivered Payroll Warrants C ampus es s hall attempt to deliver payroll warrants, is sued by the State C ontroller’s O ffice (SCO. I f the payroll warrant c annot be delivered 9 0 days after issue date or is returned undeliverable, the c ampus

is to endors e and depos it the payroll warrant into the c ampus Wells Fargo bank account prior to expiration. T his trans ac tion is to be rec orded in the es cheat liability ac count. 202 Delivered Payroll Warrants D elivered but unc ashed payroll warrants, is sued by the SCO , remain in the c ontrol of the SC O and are reflec ted as outstanding items on the SC O bank rec onciliation until expiration. U pon expiration, the SC O will c anc el the c heck, returning the funds to the c ampus via the C ancel Stale D ated Warrants By Agency Fund Report. T he c ampus s hall rec ord the trans action in the es c heat liability account 300 Grants and Contracts A wards U nc laimed negotiable ins truments originating as payments from all externally funded awards (i.e Federal, State, L oc al or P rivately Funded grants and c ontracts) are an exc eption to the es c heatment proc ess and s hall be returned to their funding s ourc e as required by the federal government or s pons or guidelines. I f

the s pons or guidelines do not provide direction, refer to Sec tion 1 00 G eneral. 400 Student Financial A id P ayments originating from s tudent financial aid funds (i.e SU G , P ell, A CG/SMART grants) are an exc eption to the es c heatment proc ess and s hall be c ancelled and the funds returned to the originating s tudent grant or loan fund. For Federal Work Study (FWS) payroll dis bursements, the federal portion mus t be returned to the s ourc e. H owever, for the treatment of the nonfederal portion of the FWS payroll dis bursement, refer to Sec tion 2 00 P ayroll Warrants. 500 Electronic Deposits U ndelivered direct deposit advices s hall be voided and reis sued in the form of a c hec k or c ontact the payee for further ins truc tions. Source: http://www.doksinet 600 Pre-2007 Unclaimed Negotiable Instruments U nc laimed negotiable ins truments issued before fis cal year 2 007 were funded by the s tate and therefore mus t be returned to the SC O . 700 Records Retention

Requirements C ampus es mus t maintain records of unc laimed negotiable instruments and be prepared to reis s ue payment when a valid c laim is pres ented. Of f ice of the Executive Vice-Chancell or Business and Finance A pproved: July 25, 2014 Source: http://www.doksinet     3552.01 | Cost Allocation / Reimbursement Plans for the CSU Operating Fund Effective Date: 6/5/2015 | Revised Date: 6/5/2015 POLICY OBJECTIVE It is the policy of the California State University (University) that campus President’s ensure that costs incurred by the CSU Operating Fund for services, products, and facilities provided to CSU enterprise programs/activities/funds, auxiliary organizations and entities external to the university are properly and consistently recovered with cash and/or a documented exchange of value. Allowable direct costs incurred by the CSU Operating Fund shall be recovered based on actual costs incurred. Allowable and allocable indirect costs shall be recovered according to

a cost allocation/reimbursement plan that utilizes a documented methodology for identification of indirect costs and a basis for allocation. Allocation/reimbursement of joint use costs to the CSU Operating Fund from an auxiliary organization or enterprise program/activity/fund is independent of whatever indirect costs (i.e Federal Facilities and Administrative costs) may be recovered from external grants and contracts. The university Chief Financial Officer (CFO), or designee, shall annually approve and ensure implementation of a documented cost allocation/reimbursement plan. POLICY STATEMENT 100 PRINCIPLES The CSU was created by the state and appropriations from the state continue to be one of the sources of support for the university’s educational mission. Auxiliary organizations and enterprise programs/activities/ fund sources provide supplemental services critical to the delivery of state supported programs but which are not supported by the CSU Operating Fund. Auxiliary

organizations are created to enable performance of certain business and educational functions that are common at institutions of postsecondary education, but cannot efficiently or effectively be accomplished by the state-supported university. Auxiliary organization and enterprise programs/activities/funds are conducted to support and further the educational objectives of the university. It is appropriate to recognize these interdependencies in the cost allocation/reimbursement plan The university’s CFO is responsible for ensuring proper, consistent, and timely recovery of costs incurred by the CSU Operating Fund by annually preparing a documented cost allocation/reimbursement plan for the university. The annual approval and implementation of the plan should occur at a consistent time from year to year and the time frame should be stipulated in the plan. The CFO must ensure that all costs incurred by the CSU Operating Fund for services, products, and facilities provided to auxiliary

organizations, enterprise programs/activities/fund sources or entities external to the university are properly and consistently recovered with cash and/or a documented fair exchange of value. This includes all costs for services, products, and facilities borne by the CSU Operating Fund on behalf of enterprise programs/activities/fund sources and auxiliary organizations. The CFO may consider the cost-benefit of deriving the costs to be allocated/ reimbursed. 101 Exchange of Value There are some activities that are integral to supporting the core educational objectives of a university, but which are not fully funded through the CSU Operating Fund. In some cases, Operating Fund resources are used to support those efforts. Those efforts are recognized as providing either tangible or intangible value that ultimately inures to the overall benefit of the university and its educational mission even though the activity might reside in an auxiliary organization or enterprise

program/activity/fund. Two of the more common examples of such activities are fundraising and externally sponsored research and grants. If a cost 1  |  P a g e     Source: http://www.doksinet     allocation/reimbursement plan incorporates such exchanges of value they must be well documented and clearly articulate the benefit to the overall educational mission. 102 Services The basis of allocation for a service e.g cause, or driver, of the cost being allocated may vary as the university determines appropriate and reasonable. If a different allocation approach is used for the same Operating Fund service, the costs of the service should be allocated only once and any duplication eliminated. 103 Modifications When appropriate and necessary, the university CFO should modify the existing cost allocation/reimbursement plan outside the annual cycle to recognize new costs or other changes in operations. Such modifications and/or the new plan are to be clearly

documented. 200 DEFINITIONS 201 Organizations/Entities/Activities 201.1 Alumni Associations Alumni associations are enterprises organized and operated in accordance with rules and policies adopted by the CSU Board of Trustees. (Title 5, Article 15) 201.2 Auxiliary Organization An auxiliary organization is a separately organized, non-state entity that operates in compliance with the auxiliary organization policies of the CSU Board of Trustees, the terms of leases and operating agreements with the Trustees, and policies established by the university. Examples of auxiliary organizations include philanthropic foundations, student body organizations, research foundations, student unions, bookstores, and other commercial services operated for the benefit of the university (Education Code sections 89900-89912 and Title 5 section 42500). 201.3 Enterprise Programs/Activities/Fund Sources Enterprise programs/activities/fund sources include those that furnish facilities, goods or services to

students, faculty, staff, or incidentally to the general public. An enterprise typically charges a user fee, rent or other charge directly related to, although not necessarily equal to, the cost of the facilities, goods or services. A distinguishing characteristic of an enterprise is that it is managed as essentially a self-supporting activity under the administration of the university. Enterprise fund activities are typically accounted for in designated CSU funds. Examples may include housing, parking, and continuing education. 201.4 Entities External to the University Entities external to the University include organizations or programs which typically come from the surrounding community and operate independently of the university, but which may hold a function at a CSU campus. 201.5 Miscellaneous Activities Miscellaneous activities include other self-supporting activities operated by the university in funds other than the CSU Operating Fund including, but not limited to:

Instructionally Related Activities; centers and institutes; and other university support organizations, such as a faculty clubs or athletic boosters. 2  |  P a g e     Source: http://www.doksinet     202 Costs 202.1 Direct Costs Direct costs are expenditures initially incurred by the CSU Operating Fund, which can be easily determined with a high degree of accuracy and without an inordinate amount of accounting, and recharged to another CSU enterprise program/activity/fund or auxiliary organization based upon the actual cost of the goods or services provided. Direct costs can be documented by a work order, charge-back system, allocationor contract and are invoiced on some regular basis. 202.2 Indirect Costs Indirect costs cannot be readily assigned to a particular cost objective without effort disproportionate to the benefits received. These costs are those incurred for purposes common to some or all programs or activities, but which cannot be readily

identified and charged directly to such programs or activities with a reasonable degree of accuracy and without an inordinate amount of accounting. Examples include executive oversight, accounting, grants management, and technology and facility overhead. 203 CSU Operating Fund The CSU Operating Fund (Fund 485) has been established to exclusively report revenues, expenses, and net assets related to state-supported instruction and related programs and operations. 300 ELEMENTS OF A UNIVERSITY COST ALLOCATION/REIMBURSEMENT PLAN A university’s cost allocation/reimbursement plan must articulate the practices and methodologies utilized in determining the basis for allocating costs. Due consideration must be given to the relative benefits received, the materiality of costs, and the amount of time and effort necessary to make such an allocation/reimbursement. The plan will also specifically identify direct and indirect costs requiring reimbursement. And, while there are different

methodologies available for allocating costs that a university might use, the methodology used should result in a justifiable distribution of costs as determined by the campus CFO. Detailed documentation that demonstrates the factors that were taken into consideration in determining cost recovery are to be included as part of the plan. Both direct and indirect costs should be considered in developing the cost allocation plan. At a minimum, a plan would include a separate section addressing each of the following: 301 Identification of the alumni association, auxiliary organization, enterprise programs/activities/fund sources or entity external to the university. 302 Identification of the facilities, goods and/or services supported by the CSU Operating Fund that are provided to an alumni association, auxiliary organization, enterprise programs/activities/fund sources or entity external to the university. 303 Program or project-specific direct costs assignable to an enterprise

program/activity/fund or auxiliary organization include, but are not limited to, faculty release time, technology and/or communication services, facility use, metered utilities, specifically required physical plant, public safety, insurance, and environmental health and safety services, if applicable. 304 The allocation of indirect costs is to be based on a process that is consistent with the principles of this policy, practicable and fact based relative to the activity and the related costs. The basis of allocation for a service may vary as the university determines appropriate and reasonable. A percentage, transaction cost, or pro-rata distribution may be applied to the applicable enterprise program/activity/fund or auxiliary 3  |  P a g e     Source: http://www.doksinet     organization workload measure. Campuses are to identify and justify the cost allocation/reimbursement methodology for each of the services that are allocable relative to the activity and

the related costs, e.g square footage, expenditures, etc. Examples of such costs include, but are not limited to, finance/business services, enrollment services, human resources, academic records, risk management, public safety, technology, mail services, and space, if applicable. 305 Identify and quantify in a manner consistent with the principles of this policy, practicable, fact based, and reasonable simple and reasonable allocation/reimbursement methodology, as determined by the campus CFO that is realistic relative to the activity and the related costs. Provide justification for the choices that deviate from the university’s standard methodology. 306 Identify and document when an in-kind, or exchange of value, reimbursement is included as part of the cost allocation/reimbursement plan. These non-cash reimbursements can relate to either direct or indirect costs. An exchange of value may include tangible benefits, which are financially quantifiable and intangible benefits which

are qualitative. Examples of tangible benefits may include: • • • • • • • • bond financing delivery of media through radio or television channels financial support benefiting the university; e.g, contributions to a higher education bond campaign financial support to the university student scholarships supplemental support of university employee compensation and benefits unrecovered costs incurred by the auxiliary organization or enterprise program/activity/fund on behalf of the CSU Operating Fund use of an auxiliary service, product or facility Examples of intangible benefits may include: • • • • • enhancement of the student experience enhancement of the university brand improved relations with constituents and/or the university community performing functions that have been expressly identified for the auxiliary organization or enterprise programs/activities/fund sources protection of donor and volunteer privacy 400 TIMELINESS OF REIMBURSEMENT Every effort

should be taken to recover CSU Operating Fund costs in a timely manner. Payment must be made as soon as practicable after the completion of activities and programs that require university resources. As a general rule this should be accomplished within the same fiscal year. Office of the Executive Vice-Chancellor Business and Finance Approved: June 5, 2015 4  |  P a g e     Source: http://www.doksinet 3601.01 | Travel Policy Effective Date: 10/20/2016 | Revised Date: 10/20/2016 POLICY OBJECTIVE This policy articulates the California State University (CSU)s requirements related to official University business travel to assure that funds allocated towards travel are appropriately used, properly authorized, supported by a documented business purpose, substantiated by applicable receipts, correctly processed for payment, and in compliance with all applicable regulations, including recently enacted Assembly Bill 1887, State Discrimination: Travel, which is effective January

1, 2017 POLICY STATEMENT I. General The California State University pays or reimburses for travel related expenses that are ordinary, reasonable, not extravagant, and necessary to conduct official University business. All expense reimbursements and business travel arrangements must comply with University policies and procedures, prudent accounting practices, and applicable collective bargaining agreements. This policy applies to all CSU employees, students, and others traveling on official University business and where the University will be paying for the travel. The terms set forth in an extramural funding agreement govern only when such terms are more limiting than the Universitys travel regulations. The campuses, if desired, may adopt more restrictive documentation, review and approval policies than what is presented here. Travelers may be held accountable for their conduct under any applicable University or campus policies, procedures, collective bargaining agreements, and/or

applicable provisions of the California Education Code. Where the provisions of this policy are in conflict with the collective bargaining agreements pursuant to HEERA, the collective bargaining agreements shall take precedence. The University assumes no financial responsibility for expenditures incurred by individuals who fail to adhere to policy. Exceptions to this policy must be in writing, documented and approved by the Chancellor, campus president, or designee. II. Responsibilities It is the responsibility of each individual who spends funds related to official University business travel and for each administrator and approving authority who approves use of funds related to official business travel to be aware of and follow this policy and related procedures in effect at the time of travel. The approving authority is the University employee who has been granted authority, by way of the University delegation of authority process, to approve the use of funds. A University designated

travel reimbursement office will review and audit documents for compliance with policy. III. Travel Related Expenses Travelers are expected to utilize CSU preferred vendors and CSU negotiated terms and conditions whenever possible. Use of additional waivers and discounts available to governmental employees is strongly encouraged 1|Page Source: http://www.doksinet Travel expenses not directly related to official University business are not reimbursable. Reimbursement limits and documentation requirements for various destinations and lengths of stay are provided in the CSU Travel Procedures. Exceptions for expenditures that are typically non-reimbursable, and arise because of special or unusual circumstances, must be authorized or approved and documented by the appropriate approving authority. IV. Miscellaneous It is expected that individuals traveling on University business will take all steps to minimize risk to themselves and the University. This includes utilizing safe

transportation and lodging options and acquiring appropriate insurance coverage. V. Travel Procedures and Regulations CSU Travel Procedures Office of the Executive Vice Chancellor Business and Finance Approved: October 20, 2016 2|Page Source: http://www.doksinet 3801.01 | Tax Administration Effective Date: 6/5/2012 | Revised Date: 6/5/2012 POLICY OBJECTIVE It is the policy of the CSU to comply with tax law. Under the direction of the Assistant Vice Chancellor / Controller, Financial Services, the Chancellor’s Office Financial Systems, Statutory Reporting, and Tax Administration unit will develop and administer the CSU-wide tax compliance program that includes policies and procedures, and provides general coordination and guidance on tax matters to campuses. Each campus must prepare written procedures to implement this policy. POLICY STATEMENT To ensure consistent application of tax law to transactions, the Chancellor’s Office will provide guidance to the system in connection

with the interpretation of federal and state tax statutes and regulations to which the CSU is subject. Where the tax treatment of any given transaction, particularly where it is monetarily significant or continuous, is in question, the campus must consult with appropriate Chancellor’s Office staff to ensure the CSU’s tax obligations are met. The Campus Chief Financial Officer (CFO) or his/her delegate is responsible for implementing this policy on a campus level. An individual must be designated as the campus’ key contact for coordination on tax matters with the Chancellor’s Office Systemwide Tax Coordinator. The campus Chief Financial Officer (CFO) or his/her delegate must:    Arrange for the preparation, documentation and implementation of tax compliance procedures. Adhere to all other tax filing requirements, including but not limited to sales and use tax, non-resident alien tax and submission of the 1099 information return, but in fulfilling these obligations

will follow the policies communicated by the Chancellor’s Office. Ensure that campus transactions are regularly examined to determine their potential tax reporting and payment consequences. Campus tax compliance procedures must ensure (1) compliance with federal and state tax laws and regulations; (2) adherence to CSU policies; and (3) consistent application of laws, regulations and CSU policies to campus transactions. 1|Page