2023-2024 Meeting Notes and Recordings

April Meeting – 4/23/24

The recording is available here:  April CAPAC Meeting Rescheduled-20240423_140234-Meeting Recording.mp4

Topics Discussed:

  1. Year End Reminders for FY24 Close – Kris King, Grant Polzer and Kellie Rainwater

    a. Last business day of FY24 and FP12 month end close will be Friday, June 28, 2024.

    b. Complete FY24 Year-End CSU Calendar to be published soon.

    c. Please see additional notes pertaining to important year end date reminders: Year End Notes for CAPAC; Travel Accruals FY24 Guidance; CAPAC Reminders from Campus Services.

  2. Proposed Revisions to University Procurement Rules – Farrah Bustamante
    a. Please see attached review sheet for exclusions and additions, as well as a redline version showing current CSU Procurement Rules.

    b. If these are approved, further communication will be provided and go into effect July 1, 2024.

    c. Final rules and forms will be discussed in the July Procurement Reading Room. Stay tuned!

    Upcoming meeting (2 – 3 pm via Teams)
    5/22/24

March Meeting – 3/27/24

The recording is available here: :  CAPAC Monthly Meeting – March-20240327_135939-Meeting Recording.mp4

Topics Discussed:

  1. CSU Mobile Phone Program – Adam Fedrid, Jacquelyn Archuleta, Katie Hightower

    a. Notification of migration of cell phone program from Verizon to T-Mobile.

    b. Plan Offerings, What to Expect and Project Timeline – please see attached slides for information.

    c. Questions, concerns and for any immediate/urgent cell phone orders, please contact CellPhones@colostate.edu

    d. Please email your Department Cell Phone Administrator to CellPhones@colostate.edu.

    e. Powerpoint available here: CSU Mobile Program Slides

  2. Campus Services Update – Kris King
    a. Current state: if Kuali document is missing information/documentation, Campus Services will add a note and send email to requestor. Document remains in Campus Services action list and same document can be touched multiple times by multiple users.

    b. Following the next CAAG meeting, Campus Services will move to new process where they will add a note and document will be disapproved. Document will need to be resubmitted.

    c. This will apply to the following type of documents: Account, DI, Adjustment Vouchers, possibly GLTs. This does not apply to Travel documents, per Ashley Meyer. Travel’s general rule of thumb is to return to FO requesting the missing information three times. If a TR is returned to our action list a third time without the requested information we disapprove the document.

February Meeting – 2/28/24

The recording is available here: CAPAC Monthly Meeting – February-20240228_135924-Meeting Recording.mp4

Topics Discussed:

  • Travel Reimbursements on Sponsored Projects – Kim Melville-Smith, Ashley Meyer
  • Group travel limitations and internal CSU policies are creating conflict between Travel and OSP requirements. This is being reviewed by Procurement to see if some of the internal policies might alleviate the conflict.
  • CSU Copier Services – Jeb Stuart
  • Ready to roll out new Copier Services program. Procurement page has been updated. https://procurement.colostate.edu/copier-purchase-or-lease/
  • Also updates made to University & State Price Agreements https://procurement.colostate.edu/csu-copiers/
  • Nancy Baca and Theresa Todd (MarComm Operations Team) are working through the copier leases. Should reach out to departments in the next two weeks. If you have not been contacted after two weeks, you can contact them directly.
  • April 1, 2024 deadline is goal for MarComm to stop making payments and departments will need to have purchase order going forward.
  • Requisition Priority Form – Farrah Bustamante
    • This proposed process is an attempt to help Procurement manage prioritization of incoming requisitions.
    • This form is not in use yet. Presented to CAPAC to get feedback. Will implement a pilot program with 1 Division and 1 College. If you are interested in being part of pilot, please have your Business Officer contact Farrah Bustamante (Farrah.Bustamante@ColoState.EDU).
    • This form is not to be used for all requests, only for those that need to be “rushed” through system. This “push” only affects the Procurement timeline, this will not affect any other departments required to review the Requisition, i.e., Legal, MarComm.
    • Currently, Procurement review timeline for incoming requisitions is 4 weeks out.

Year-End Reminders – Other important items from Farrah

  • Year-end Procurement Deadlines have been sent out. Attached to these meeting notes.
  • Please be more descriptive in your requisition request, also be sure to include the date of an event in the Description field in KFS.
FYE-2025-Procurement-DeadlinesDownload
Requisition-Priority-Matrix-02.28.2024Download

December+January Meeting – 1/24/24

The recording is available here:  CAPAC Monthly Meeting – December + January-20240124_140023-Meeting Recording.mp4

Smartsheet Presentation – Joe Fattor and Anja Wahl Wells

  • Walter Scott, Jr. College of Engineering (WSCOE) uses Smartsheet to help optimize many department processes.
  • Please refer to the attached slide deck to learn more about how Smartsheet has helped WSCOE and tips for success.
  • Contact for licensing information: Anja Wahl Wells anja.wahl_wells@colostate.edu
  • The College of Ag also uses Smartsheet for pCards and purchasing documents.

November Meeting – 12/6/23

The recording is available here:  CAPAC Monthly Meeting – November-20231206_140059-Meeting Recording.mp4

Topics Discussed:

  1. PCard Collaboration Discussion – Kellie Rainwater
    • Procurement Services continues to research the possibility of increasing the PCard single transaction limit to $10K and eliminating monthly statements. This would require cardholder approvals and a change in workflow.
    • Please send follow up thoughts/questions directly to Kellie.Rainwater@colostate.edu with “Kuali PCard Options” in the subject line.
    • Possible timeframe would not be until next Fiscal Year due to necessary coding changes in Kuali, process testing, etc.
    • If testing becomes an option in the future, and you are interested in being a volunteer, please also contact Kellie.
  1. Transfer of Funds – Rachel Tand
    • When creating a Transfer of Funds request, the following two items are critical:
      • When the account (or sub-account) funding a transfer is in deficit, be sure to include an explanation of when and how the deficit will be cleared.
      • When a transfer of funds is paid for by multiple accounts, please create a separate 77XXXXX line in the ‘To’ section for every account represented in the ‘From’ section.
    • The requestor of the transfer needs to include an explanation of the deficit and how it will be resolved. An explanation is only needed on the amount of the transfer. Please keep in mind the number of touches a document must go through before approval.
    • When these items are not done, it can cause a delay in processing.

October Meeting – 10/25/23

The recording is available here:  CAPAC Monthly Meeting – October-20231025_135834-Meeting Recording.mp4

Topics Discussed:

  1. Quick Update Regarding CSU Copier Contracts
    1. You may have received an email from Nancy Baca confirming copier contact information. This is just to confirm who the contact should be.
    2. No action to be taken at this moment. When the transition to the department is ready, information will be sent out at that time.
    3. If you need a new copier, please reach out to Jeb Stuart.
  1. Central Receiving Website Updates – Richard Thibault
    1. New website up and running. Very responsive, mobile friendly, brand compliant. Please see Central Receiving Website slide deck.
    2. Each work area/department will have its own URL.
      • Please note – www. will no longer work. Simply remove www. From any old URL’s or bookmarks.
    3. Website feedback welcome! Please identify anything broken/not working.
    4. What if Researchers need stamps? Go to Services page > Postage Stamps & US Mailing Supplies > Order Postage Stamps

Questions asked through Teams Chat:

Q: Regarding the copier contact email, is the contact supposed to be a department administrator or fiscal officer?

A: That will be up to the individual department.

Q: What is the responsibility of the copier contact?

A: For now, it will be to reconcile billing. In future, the contact will be working with purchase orders/contracts.

*Important detail: If you have 3 separate machines with 3 companies, you’ll need a Purchase Order with each company.

September Meeting – 9/27/23

The recording is available here:  CAPAC Monthly Meeting – September-20230927_140348-Meeting Recording.mp4.

Topics Discussed:

  1. Introduction to new co-chair, Britt Main, Finance Operations Manager from the Office of Engagement and Extension
    1. Please send any listserv requests to Britt.Main@colostate.edu going forward.
    2. Reminders: Text in CAPAC calendar invites sent out for FY24 includes the below information:
  1. Travel and Accounts Payable Team Updates – presented by Ashley Meyer
    1. Resources provided are attached. Among the helpful things mentioned, below are some highlights to make note of:

Team updates:Theresa Rotella has accepted a new position on Campus. Please direct all “I-O” invoices to Jackie Riba. “H” vendor invoices, as well as Home Depot Pro, should be directed to Alysia Cozza.

a. Natalie Hieber’s last day with Travel Services is October 3rdTravel Reminders

b. Working meetings, travel related registrations, continued per-diem table issues > Please see Travel Slide Deck

c. Upcoming Travel Training – November 8, 2023 10am- Noon, please sign up on Learning Bridge

d. Non-Employee Travel Expenses: Due to stringent University requirements, use of the PCard for non-employee hotel lodging and shuttle expenses (for visitors, recruits, etc.) is highly discouraged. However, it is allowed provided the certain criteria are all FULLY met. Please reference Pg 18, section G of the PCard Program Handbook.

e. FPI 2-18 Honoraria – A completed and signed IC form is required when setting up a vendor receiving an honorarium payment. Procedure statement has been updated.FPI 5-18 Transportation Services “Rideshares” – Proposed addition of language for rideshares.

f. Previously presented to Dave Ryan, CAAG, etc. and we are ready to move forward with updating the FPI. If team receives suggestions to make significant changes to the proposed updates, will most likely have to go back through review/approval process.

Proposed FPI Rideshare language:            

Use of rideshare (UBER/Lyft) may be considered if it meets at least one of the following considerations:

  • Non-Student or Non-Employee travel that enhances or maintains the reputation of the Institution (e.g. VIP guest speaker).
  • Emergency situations such as late flight causes missed meeting, shuttle booked or off hours.
  • The use of rideshare is less expensive than the cost of mileage, parking fees and tolls.  Additional support will be required to submit to travel services.
  • Please review proposed policy language changes and provide any feedback or suggestions to Ashley via email.
  • Please review Rideshare Consideration form that will be attached to the TR. Any and all suggestions are welcome!

Questions asked of Ashley Meyer by attendees through Teams Chat:

        Q: Can pCards be used when registering more than 5 staff?

        A: From Travel’s perspective, when a registration is paid for on a pcard, it is marked as a non-reimbursable expense. The receipt is not required to be attached to the TR as it is submitted to the pcard office. As long as the total cost of registration of more than 5 staff members is under their pcard dollar limit, it should be fine.

Q: With international, for an extended trip and multiple TAs are required due to RMI’s need for per diem to review for approval, when the Post travel form is submitted no per diem is requested but there are reimbursable expenses can those be submitted on a single TR rather than 3 separate ones?

A: Assuming there is not a travel advance associated with the TA and less than 30 days of per diem is being claimed, one TR can be submitted, and the other two TA’s can be cancelled.

Q: Is the proposed rideshare policy just for rideshares to/from DIA?

A: Previously, the travel team would reduce uber/lyft reimbursements to the cost of a shuttle to and from DIA only. It was not and will not be enforced at the traveler’s destination. Expanding on the policy is to provide some leniency to allow rideshares to and from DIA as long as one of the considerations are met. With the proposed changes, the travel team will no longer strictly enforce rideshares to and from DIA. It is the departments responsibility to ensure they are being fiscally responsible with our student’s money.

  1. Copier Services – presented by Jeb Stuart
    1. Source Office Products – changed order system, if you have any PO’s issued within the last 30 days that you have not received yet, contact Jeb or Procurement Help Desk.
    2. Vendor fairs and demonstrations – due to the type of event, if you plan to host a vendor fair/demo, please reach out to Procurement to work out planning and logistics. CSU Contract may be needed, which will avoid any last minute issues.
    3. MarComm has previously run RamCopy – it has been decided that MarComm will no longer run this process, RamCopy is being disabled.
    • Departments will now be responsible for managing their copier contracts.
    • Current internal billing process will soon be discontinued.
    • Jeb is currently working on a step-by-step procedure for how to move forward. Any immediate questions should be directed to him.
  1. Special Course Fees Annual Review – presented by Kris King
    1. Resources provided are attached. Among the helpful things mentioned, below are some highlights to make note of:
      • Use Kuali Available Balance Lookup to check balances. Kuali is the system of record. Make sure to use actuals, not encumbrances.
      • Use second set of eyes to verify paperwork before submission.
      • Slides provide list of what to submit with the annual review forms. This list was sent to all colleges and fiscal officers by Kris previously.
      • Slides provide where to find the updated annual review forms, please review.
      • Multiple slides with information on completing the annual review form, with an example “EXAMPLE – 2561200 SCF FY23”
    2. Special Course Fees training can be found under the Campus Services page. Slide Decks and Recorded Session are available. SCF training can also be found on the Provost website.
    3. SCF changes coming for AY24-25 – Met with the F.O.’s and Business Officers of most colleges. Recommendations from those meetings listed.

Upcoming meetings (2-3 pm via Teams)

  • 10/25/23 2 – 3 pm
  • 12/6/23 2 – 3 pm
  • 1/24/24 2 – 3 pm
  • 2/28/24 2 – 3 pm
  • 3/27/24 2 – 3 pm
  • 4/24/24 2 – 3 pm
  • 5/22/24 2 – 3 pm