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Philanthropic Foundation Account Support Office Hours

  • Dec 10, 2025
  • 3 min read

Updated: 3 days ago



Account Guides

FY2025-26 Office Hours

Note: must be logged into CSUDH Dropbox account to view materials


  1. October 9, 2025

    1. Presentation

    2. Recording

    3. Covered topics:

      1. Walk-through of three main guides: Campus Program Guide, Scholarship Guide, Accounts Payable Guide.

      2. Basics of using Finance Enterprise (FE): how to request access and how to log in.

      3. Featured training on the Spendable Balance Summary Report (guide + training video).


  1. December 11, 2025

    1. Presentation

    2. Recording

    3. Covered topics:

      1. PF & TAP Account Basics: Overview of Campus Program (8xxx) and Scholarship (6xxx) accounts, how funds should be used, where guides live, and how to access/manage accounts through Finance Enterprise.

      2. Payment Requests: How to correctly complete the payment request form, required signatures, selecting proper object codes, and avoiding delays in processing.

      3. Procurement Updates: Maria’s new role reviewing contractor agreements, requirements for insurance or liability waivers, and upcoming process refinements to ensure proper documentation and risk protections.

  2.  February 13, 2026

    1. Presentation

    2. Recording

    3. Covered topics:

      1. P-Card Reconciliation Refresher: Expectations for reconciling transactions within seven business days of notification, use of available guides and training videos, and the importance of timely submission to avoid workflow delays

      2. APPCTR vs. APPCZ Screens (Transaction Review): Clarification that APPCTR displays individual transactions (rather than grouped batches), making it easier to review comments, update documentation, and correct specific entries.

      3. Re-Validation & Workflow Re-Submission Process: Step-by-step guidance for reactivating rejected transactions, including temporarily modifying account/object codes, saving, re-validating, and re-approving to push items back through the workflow.

4. April 10, 2026

  1. Presentation

  2. Recording

  3. Covered topics:

    1. Accounts Payable Guide: The Accounts Payable Guide provides step-by-step instructions for submitting payment requests and understanding required documentation. It serves as a central resource to ensure compliance and streamline processing.

    2. Event-Related Payment Submission Requirements: Event payments require complete documentation, including vendor setup, Payment Request Form, and supporting materials like receipts, agendas, and attendee lists. Hospitality expenses must follow established guidelines, including meal limits and gratuity caps.

    3. Procurement Updates: Procurement requirements are now based on risk rather than dollar amount, meaning vendors may need insurance depending on the nature of the service. High-risk activities typically require insurance, while low-risk vendors may qualify for waivers on a case-by-case basis.

5. June 12, 2026

a. Presentation

b. Recording

c. Covered Topics:

  1. Year-End Deadlines: Pablo Ragonese provided a reminder regarding FY 2025/26 year-end closing deadlines. Departments were advised that all completed payment requests, invoices, and reimbursement documentation related to services or expenses incurred between July 1, 2025 and June 30, 2026 must be submitted by June 19, 2026 to ensure processing within the current fiscal year. Pablo also discussed the accrual process for expenses not yet invoiced and emphasized the importance of coordinating with the appropriate representatives when anticipated expenses have not yet been received.

  2. Procurement and Contract Requirements: Maria Hernandez provided an overview of procurement requirements and explained when a Purchase Order versus a Service Agreement is required. She emphasized that procurement decisions are based on the level of risk, complexity of services, and legal protections needed rather than the dollar amount of the transaction. Maria also reviewed common examples of low-risk and high-risk procurements, insurance considerations, and resources available to assist departments in determining the appropriate procurement pathway.

  3. Pre-Service Approval Requirements: Maria Hernandez reviewed the required approvals and documentation that must be completed before services begin. Topics included vendor setup requirements, Independent Contractor documentation, purchase justifications, ICT approvals, insurance requirements, and execution of agreements when applicable. She stressed that no services should be performed and no work should commence until all required approvals, agreements, and insurance requirements have been fully satisfied. Maria also discussed ongoing efforts to strengthen compliance and reduce after-the-fact payment requests for services that bypass established procurement procedures.


FY2025-26 Scholarship Lunch & Learns







 
 
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