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4. Administrative/Fiscal Procedures
4.1 Fiscal Year (FY) and Academic Year (AY)
4.1.1 - Fiscal Year (FY)
4.1.2 - Academic Year (AY)
4.1.3 - Payroll-Fall/Spring months, Academic Days
4.2 University (CSULB) and Foundation (CSULB Foundation)
4.3 New Faculty Startup Funds
4.4 Requisitions, Purchase Orders, Sole Source/Brand Justifications
4.5 Travel Authorization and Travel Claim
4.5.1 - Request for Travel Authorization and Advance form (4-e)
4.5.2 - Travel Advance
4.5.3 - Travel Expense Claim form
4.6 Grant-Related Fiscal Issues
4.7 Telephone Calls
4.8 American Express Corporate Card
4.1 Fiscal Year (FY), Academic Year (AY), Academic Days
4.1.1 Fiscal Year (FY).
07/01/03 - 6/30/04, (FY 03/04)
Important Dates:
Last date to turn in requisitions/requests over $10,000: 03/19/04, Friday.
Last date to turn in requisitions/requests under $10,000: 04/23/04, Friday.
4.1.2 Academic Year (AY).
08/25/03 - 05/28/04, (AY 03/04)
Important Dates:
Fall 2003 Semester
First Day of Semester 08/25/03, Monday
University Convocation/College Meeting 08/29/03, Friday
First Day of Classes 09/02/03, Tuesday
Final Examinations 12/15/03 - 12/20/03
Last Day of Semester 12/24/03,Wednesday
Winter Recess 12/25/03 - 01/23/04
Spring 2004 Semester
First Day of Semester 01/26/04, Monday
First Day of Classes 01/26/04, Monday
Spring Recess 04/05/04 - 04/09/04
Final Examinations 05/17/04 - 05/22/04
CNSM Commencement 05/28/04, Friday
Last Day of Semester 05/28/04, Friday
4.1.3 Payroll-Fall/Spring Months, Academic Days.
Pay day: at or close to the end of each month.
Fall Semester Pay:
September, October, November, December, January, and August.
Spring Semester Pay:
February, March, April, May, June, and July.
4.2 University (CSULB) and Foundation (CSULB Foundation)
CSULB and the CSULB Foundation are two separate entities. The CSULB Foundation exists to administer external Grant and Contract activities. Faculty need to be aware that there are different rules and regulations for "state money" and "foundation funds."
4.3 New Faculty Startup Funds
To assist new faculty for their first two years, the College of Natural Sciences and Mathematics (CNSM) has committed start-up funds for equipment, supplies and services, travel, student assistants, and other approved expenditures.
The CNSM receives its operating budget (including start-up funds) in various State Funds (General Fund, Lottery Fund, Continuing Education Revenue Fund, etc.). Requisition forms must be prepared (through your Department Office) to purchase supplies, services, or equipment using State Funds.
New faculty are encouraged to discuss their spending plans with their department chairs and the College ASM as soon as possible. If you have questions on spending funds, contact the College ASM Henry Wu first. Please do not purchase and pay for any items from your personal funds since no reimbursement is allowed from State Funds.
4.4 Requisition, Purchase Order, Sole Source/Brand Justification
The University Director of Purchasing is the only person authorized to commit the University to a purchase of supplies, services, or equipment. Unauthorized purchases or service charges will be the personal liability of the individual placing the order. You, as a faculty member may not sign contracts or make verbal commitments. When instances come up, please see your department chair or someone in the Dean's Office.
Department Requisition Form ( 4-a, 4-b )
The department requisition form must be used to request the purchase of supplies, services, and equipment. Please check with your department chair and/or secretary on the procedures for generating the forms at each department. All requisitions must be signed by your deparment chair and approved by the College Office before the forms are sent to the Purchase Office.
NOTE: You must use vendors that will accept purchase orders. The State of California
will not prepay vendors.
Purchase Order
The Purchasing Office receives the requisition and verifies accuracy of information and then processes the requisition according to applicable rules and regulations.
Requisitions Under $10,000 (excluding tax, including shipping charge).
Items may be purchased from the preferred vendor without obtaining competitive quotes.
Requisitions Above $10,000
The Purchasing Office will conduct a formal bid for the items. It takes about six to eight weeks to process a formal bid request.
Sole Source and/or Sole Brand Purchases (4-c, 4-d )
When a request is made for a non-competitive purchase of supplies, equipment, or services and the specifications limit the bidding to one source and/or one brand or trade name, the ordering department will include written justification containing the following elements:
* the unique performance factors of the product specified.
* why these factors are required.
* what other products have been evaluated, rejected, and why.
To facilitate this process, the Purchasing Office has prepared a Sole Source Brand justification form for completion by requesting department/individual. Submission of a sole source/brand justification form does not indicate automatic approval.
4.5 Travel Authorization and Travel Claim. When traveling on university-related business, you should complete the below travel forms.
4.5.1 Request for Travel Authorization and Advance form (4-e ).
Employees must complete a Request for Travel Authorization and Advance form and obtain the necessary approval BEFORE the trip begins. Travel authorization is required for all business-related travel for administrative purposes that include, but are not limited to, insurance and payroll consideration.
4.5.2 Travel Advance
* State Funded Travel - No advance allowed at this time.
* Foundation Funded Travel - 80% of the estimated costs (two week minimum advance notice.
Exclusive Travel Agency on Campus - Funfest Travel - Funfest Travel - Procedures (4-f).
Office: Huntington Beach, phone (714) 842-4433, $18 fee.
For official trip - contracted airfares with United and Southwest Airlines.
4.5.3 Travel Expense Claim form (4-g ).
Following completion of travel (preferably within a week), please submit required ORIGINAL RECEIPTS to your Department Office for reimbursement.
Airfare: The last page in your ticket titled "passenger receipt" or "E" ticket receipt clearly show airfare paid, date, and flight information. International travel: a second document to support airfare paid is required. (Cancelled check or credit card statement). Travel Agency fees are not reimbursable (except from Funfest).
Parking: $12.00 per day maximum.
Rental Car: All insurance charges are not reimbursable. Frequent flier fee is not reimbursable.
Lodging: Itemized receipt from the hotel is required.
Credit card statements from your bank and/or travel itinerary from your travel agency are not acceptable for reimbursement.
4.6 Grant Related Fiscal Issues
Assigned Time-Reimbursed Time (4-h )
Indirect Cost Return Policy (4-i )
4.7 Telephone Calls, Postage
The College has a limited communication budget to pay for equipment rental, local calls, toll calls, and postage.
4.8 American Express Corporate Card
To apply, please contact University Controller's Office, ext. 5-4167.