Update on Financial Services Processing

Tuesday, June 22, 2021, 2:45pm

TO: All Employees
FR: David Crozier, AVP for Financial Services

In May 2020, in response to the COVID-19 pandemic, Financial Services implemented temporary processing changes to purchase requirements. Now that staff is beginning to return to campus, we will be removing most of the temporary purchasing requirements effective July 1, 2021.

All Financial Services departments that implemented electronic processing methods will continue to use these methods. These include accounting, accounts receivable, accounts payable, cashiering, contracts and procurement, and property management.

  • ProCard holders that would like their card reactivated may complete the ProCard Participation form and submit it to Jenifer Barnett (jenifer.barnett@sonoma.edu) for processing. The California Form 700 is not required for reactivation. Departments are asked to make sure ProCard purchase limit requests align with purchasing needs. The ProCard administrator will conduct an annual review of purchase limits to reduce credit exposure.
  • The Employee Business Expense Reimbursements (EBER) form will be reinstated and made available to use for qualifying purchases made for July 1, 2021, and in the future. Please note that only one receipt is allowable per EBER form. We encourage you to sign up for electronic payments using the Direct Deposit for University Employee Reimbursements form. Department ProCards should be utilized whenever possible for business expenses.
  • Shipments of supplies directly to an employee’s home require an EREQ and must include the appropriate administrator’s approval.

University Equipment and Physical Inventories
As department staff begin to return to campus, please be sure to return any university-owned equipment removed from campus for telecommuting purposes upon the staff member’s return to campus. We plan to resume the department physical inventory process during the Fall 2021 semester.

Notary Services
Please take note that effective July 1, 2021, the Seawolf Service Center will no longer provide notary services to campus due to personal liability reasons. There are several public notaries in the surrounding area that can provide notary services. Only notary services required for official university business are eligible for reimbursement by the university.

Travel Restrictions
As a reminder, the CSU removed the restrictions on travel effective June 1, 2021. The university has implemented new requirements for pre-approval of travel and the submission of a safety plan when traveling internationally, out-of-state, or to any locality within California that has been defined by state or local public health authorities as experiencing an outbreak or other definition of higher risk of COVID-19 transmission. Please visit the Accounts Payable website to review the new requirements.

Federal Work-Study
The reimbursement percentage for Federal Work-Study will revert back to 75% for the 2021/22 fiscal year. Please keep this in mind as you prepare plans for next year’s budget.