Forms & Policies

Accounting & Financial Reporting


ChartField Request
Request a ChartField addition, change or inactivation for University and Auxiliaries. Additional instructions included on request form.

Journal Reclass Directions
NEW journal reclass instructions to navigate the Journal Reclass Form.

Journal Reclass
Newly revised FY18/19, the Excel template is used to submit a journal reclass to General Accounting for University and Auxiliaries.

University Donor and Non-Donor Trust Fund Agreement Form.
Agreement for establishment or continuation of a University Donor or Non-Donor Trust Fund. Instructions located on PDF form.

University RT-Fund Only Trust Fund Agreement Form.
Agreement for establishment or continuation of a University RT-Fund (Includes Course Fee or User Fee). Instructions located on the PDF form. Please note, any course or user fee changes that impact RT-fund fees are required to be submitted to Financial Services ten business days before the start of registration to ensure timely processing.

Accounts Payable


Directions for AP/PO General Inquiry

204 Form
Required for all vendors before payment may be processed.

Foreign National Data Collection Form
Required for Foreign Nationals who are not U.S Citizens for tax purposes.

Direct Deposit for University Employee Reimbursements
Required to establish direct deposit of University employee reimbursements (Business expenses or travel expenses)

Direct Pay Form
Excel template for submitting Direct Payment Requests for University and Auxiliaries.

Independent Contractor/Consultant Travel Reimbursement Invoice
Request travel reimbursement for an Independent Contractor/Consultant (Non-Employee).

Employee Business Expense Advance Request
Request an advance for non-travel business expenses for University and Auxiliaries.

Employee Business Expense Reimbursement
Request advance reimbursement for non-travel business expenses for University and Auxiliaries.

Hospitality Form, effective Aug. 1, 2017
Request expense approval for a hospitality event for University and Auxiliaries.

NEW: Hospitality Form, effective Oct. 1, 2019
Request expense approval for a hospitality event for University and Auxiliaries.

Hospitality Policy FAQ's
FAQ's regarding the revised 10/1/2019 hospitality policy updates.

Hospitality Significant Changes

Hospitality Policy and Form Training Guide

Accounts Receivable - Forms and Procedures

Billing Request
Request to send invoice to individual or business for services received from University and Auxiliaries.

ACH/Wire Transfer Notification
ACH and Wire Transfers

New Item Type Setup Business Process
Process for adding a new item type or changing an existing item type

Item Type Request
Request a new item type or change an existing item type

SSU Deposit Transmittal
Deposit form used for University and Auxiliaries. *Updated 5-1-2017

SSU Invoice Transmittal
University and Auxiliary transmittal form used only for payments on SSU invoices.*Updated 8-6-2009

Cash Handling - Forms and Procedures

Cash Handling Procedures
Accepting cash, providing physical security of cash and ensuring appropriate segregation of duties.

Request to Establish Cash Collection Point
Annually request approval to collect payments on behalf of the University or Auxiliaries

Cash Handling Questionnaire
Annually ensure department is in compliance with cash handling policies

Cash Handling Segregation of Duties Matrix
Ensure department has appropriate controls in place over cash handling duties

Cash Receipts Mail Log
Log incoming cash receipts via mail

Safe Combination Coordinator Appointment
Establishes the individual who has primary responsibility for maintaining access to a department safe

Safe Combination Access Listing
Document when a safe combination was changed and who the safe combination has been provided to

Auxiliary Financial Services


University Donor Trust Agreement
Agreement for establishment or continuation of a University Trust Fund (Donor) SOCMP ONLY.


Cash Policy
SSU's Foundation handling and processing of donations policy.



E-Requisition (E-Req)
Requisition to order goods and/or services from Purchasing for University and Auxiliaries. Sponsored Projects worksheet applicable to Sponsored Projects service contracts.

Delegation of Expenditure Authority Form
Allow individual(s) authorization to submit transactions and documents related to expenditure activity.

Fee for Service workbook
Fee for Service workbook should be completed when the University is providing a service and receiving payment for that service.

Gift Card Form
Required when any gift card is provided to an employee, or one or more gift cards totaling over $50 are provide to non-employees.

ProCard Participation Form
Sonoma State University ProCard Participant Request Form.

Sole Source/Sole Brand Justification
Utilized by depts to justify a sole source (or brand) vendor for procuring goods or services in lieu of formal bidding (valued at or exceeding $50K).


Direct Pay Procedures
How to set up direct pay

Directions for AP/PO General Inquiry

PeopleSoft ProCard Reconciliation Training
ProCard Powerpoint training document.

ProCard Step By Step Documentation
ProCard CFS documentation which explains the ProCard Adjustment page.

Procurement Card Handbook
Procurement Card (ProCard) handbook for University and Auxiliary cardholders and Approving Officials.

Property Management


Equipment Loan Agreement Form
Document any loan of equipment to an external organization, individual, or employee where the equipment is taken off the campus.

Property Survey Request Form
Request to survey University inventoried property. Includes requests for disposal, sale, trade-in, donation, or salvaged-for-parts.

Interdepartmental Transfer Notification Form
Document the transfer of inventoried property between departments.

Equipment Loss Report
Document any lost, stolen, or destroyed inventoried property.

Property Manager/Property Custodian Update Form
Document any changes in the Property Managers or Property Custodians.

Laptop Permit Form
Required for every laptop and must be filed with department Property Custodian.

Emergency Home Use Agreement
A home use agreement has been created to assist Administrators in the tracking of campus resources being used during the COVID-19 event by Employees off-campus to meet telecommuting requirements.


Property Management Policies

Property Management Policies Summary

Property Manager and Custodian Listing

Process Guidelines

FasTrak Vehicle Process Guide

Active Property Lookup

Active Property Lookup
Get current information about an asset's status by entering the Asset's Tag Number, e.g. 52527. Property inventory information is updated weekly by the Property Management Team.