Forms
You may need Microsoft Word, Excel or Adobe Acrobat to open linked forms.
Wireless Device Policy Information
Wireless Device for Business Use
A copy of the SSU Wireless Device Policy.
Request for Wireless Device Expense Allowance*
Form to submit request for expense allowance for wireless device/plan. *(Requires Office 2007;
Select the Save-As option and change the file extension to .docx)
Accounts Payable
AP/PO_Inquiry
Directions for AP/PO General Inquiry
204 Form
Required form for all vendors. Links to State of California form "Payee Data Record".
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.
Hospitality Expense Pre-Approval
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
Billing Request
Request to send invoice to individual or business for services received from University and Auxiliaries.
ACH/Wire Transfer Notification
Notification form used for ACH and Wire Transfers
SSU Deposit Transmittal
Deposit form used for University and Auxiliaries. *Updated 8-6-2009
SSU Invoice Transmittal
University and Auxillary transmittal form used only for payments on SSU invoices.*Updated 8-6-2009
Budget
Journal Reclass BUDGET
PS 9.0 Version - Excel template used to submit a journal reclass for BUDGET ONLY.
Labor Cost Distribution Change
To change the distribution of labor cost for an existing appointment.
Cash Handling
Cash Handling Procedures
Procedures for accepting cash, providing physical security of cash and ensuring appropriate segregation of duties.
Request to Establish Cash Collection Point
Used to annually request approval to collect payments on behalf of the University or Auxiliaries
Cash Handling Questionnaire
Used to annually ensure department is in compliance with cash handling policies
Cash Handling Segregation of Duties Matrix
Used to ensure department has appropriate controls in place over cash handling duties
Cash Receipts Mail Log
Used to 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
Used to document when a safe combination was changed and who the safe combination has been provided to
General Ledger
9.0 Basics
Basic Look-Up Tutorials and Navigation
ChartField Request
Request a ChartField addition, change or inactivation for University and Auxiliaries.
Foundation Trust Application
Application for a new Foundation Trust or to update an existing Foundation Trust SOFDN.
Journal Reclass Directions
UPDATED for PS 9.0 - Helpful Directions for using the new Journal Reclass and Budget Journal Reclass Forms.
Journal Reclass
PS 9.0 Version - Excel template used to submit a journal reclass to General Accounting for University and Auxiliaries.
University Course Fee Agreement - FAC Approval Needed
Agreement for Establishment or continuation of a Fee Based Univeristy Trust Fund (Course Fee) SOCMP ONLY.
University Trust
Agreement for establishment or continuation of a University Trust Fund (IRA and/or Other Trust) SOCMP ONLY.
Finance Reporting
CFS Data Warehouse Activity Guide
If you attended the training, this was the guide that was handed out to participants. It can also be used to train new employees or as a refresher.
Purchasing
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
2011/12 Form that allow individual(s) authorization to submit transactions and documents related to expenditure activity.
PeopleSoft ProCard Reconciliation Training
ProCard Powerpoint training document.
ProCard Step By Step Documentation
ProCard CFS documentation which explains the ProCard Adjustment page.
University ProCard Handbook
Procurement Card (ProCard) handbook for cardholders and approving officials.
(if you are experiencing trouble downloading the handbook, try the University ProCard Handbook PDF version)
Procurement Card (ProCard) handbook for cardholders and approving officials.
Auxiliary ProCard Handbook
Procurement Card (ProCard) handbook for auxiliary unit cardholders and approving officials.
(if you are experiencing trouble downloading the handbook, try the Auxiliary ProCard Handbook PDF version)
Procurement Card (ProCard) handbook for auxiliary unit cardholders and approving officials.
ProCard Participation Form
Sonoma State University ProCard Participant Request Form.
AP/PO_Inquiry
Directions for AP/PO General Inquiry
Direct Pay Procedures
Instructions on how to set up direct pay
Sole Source/Sole Brand Justification
This form is 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).
Property Management
Property Management Policies
Policies and Procedures for Property Management. (Requires Office 2007; Select the Save-As option and change the file extension to .docx)
Property Management Policies Summary
Synopsis of Policies and Procedures Document
Equipment Loan Agreement Form
Used to 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
Used to document the transfer of inventoried property between departments.
Equipment Loss Report
Used to document any lost, stolen, or destroyed inventoried property.
Property Manager and Custodian Listing
Informational listing of current property managers and property custodians by department. Navigate using tabs at bottom of workbook.
Property Manager/Property Custodian Change Form
Used to document any changes in the Property Managers or Property Custodians.
Sealed Bid Property Guidelines
Provides the requirements and steps to follow for selling surplus property.
Sealed Bid Property Checklist
Documents the steps to follow in selling surplus property in a checklist format.
Sealed Bid Due Diligence Form
Used to document the list of prospective bidders contacted in the sale of surplus property.
Sale of Surplus Property Delivery Receipt
Used to document the receipt of the surplus equipment sold to a bidder.
Laptop Permit Form
This form is required for every laptop and must be filed with department Property Custodian.
Foundation Accounting
Donor Intent Form
To document donor intent for donations deposited into the Foundation.
Cash Policy
SSU's Academic Foundation handling and processing of donations policy.
Merchant Credit Card Requests
Merchant Request Form
Department request to accept or change the way they accept credit card payments
PCI Merchant Procedure,
Payment Card Industry Security Policy,
SSU PCI DSS Standard,
Wireless Technology and PCI Security Standard,
PCI Incident-Breach Procedure
Associated Policies, Standards, and Procedures
Fundraising and Gifts
Fundraising Event Administrations Policy and Procedures
Document describing the policies and procedures for fundraising events.
Fundraising Event Request Form
Submit this form to University Development at least 4 weeks prior to any fundraising activities.
Gift Acceptance Policy
Gift acceptance policy.
Donor Intent Form
To document donor intent for donations deposited into the University.