Financial Services

Wireless Device Policy Information
Form	Purpose
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
Form	Purpose
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.
Monthly ProCard Report Form	Sonoma State University's form used for monthly reports on your ProCard.
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
Form	Purpose
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
Form	Purpose
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.

 

General Ledger
Form	Purpose
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
Form	Purpose
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
Form	Purpose
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 (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 (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.
Monthly ProCard Report Form	Sonoma State University's form used for monthly reports on your ProCard.
AP/PO_Inquiry	Directions for AP/PO General Inquiry
Direct Pay Procedures	Instructions on how to set up direct pay
Fee for Service Review Transmittal	Worksheet to allow fee for service review transmittal
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
Form	Purpose
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
Form	Purpose
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
Form	Purpose
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
Form	Purpose
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.