Forms & Policies



Accounting & Financial Reporting

Forms

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

Journal Reclass Directions
Helpful Directions for using the new Journal Reclass and Budget Journal Reclass Forms.

Journal Reclass
Excel template used to submit a journal reclass to General Accounting for University and Auxiliaries.

University Donor and Non-Donor Trust Fund Agreement Forms.
Agreement for establishment or continuation of a University Donor or Non-Donor Trust Fund. Instructions and forms include both course fee and user fee agreements. Please note, any course or user fee changes that affect RT-funds fees need to be submitted to Financial Services at least 10 business days prior to the start of registration to ensure processing.

Policies and Procedures

Chartfield Definition

Chartfield Maintenance Legal Edits

Commonly Used Expense Accounts


Budget Office Website

Please view the Budget Office's Website for more information: www.sonoma.edu/budget

Forms

Budget Journal Reclass
Excel template used to submit a journal reclass for BUDGET ONLY.

Budget Journal Reclass Instructions
Helpful directions for using the Budget Journal Reclass form.

Labor Cost Distribution (LCD) Change
To change the distribution of labor cost for an existing appointment.


Accounts Payable

Forms

AP/PO_Inquiry
Directions for AP/PO General Inquiry

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

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.

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

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

Foreign National Data Collection
Collect required information for individuals receiving payments who are not U. S. Citizens or permanent resident aliens.

Hospitality Form
Request expense approval for a hospitality event for University and Auxiliaries.

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


Accounts Receivable & Cashiering

Forms

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 Auxillary transmittal form used only for payments on SSU invoices.*Updated 8-6-2009

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

Forms

Donor Intent Form - Foundation
Document donor intent for donations deposited into the Foundation.

Donor Intent Form - University
Document donor intent for donations deposited into the University.

Fundraising Event Request Form
Submit this form to University Advancement at least 4 weeks prior to any fundraising activities.

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

Policies

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

Gift Acceptance Policy

Fundraising and Gifts

Fundraising Event Administration's Policy and Procedures
policies and procedures for fundraising events.


Procurement

Forms

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 cardds totalling 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).

Procedures

Direct Pay Procedures
How to set up direct pay

AP/PO_Inquiry
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.

Policies

Bid Documents

Procurement Overview

PO Vouchers

Purchase Orders

Receiving


Property Management

Forms

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 Change 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.