2024-2025 Meeting Notes and Recordings

May Meeting 5/28/2025

Interested in getting more involved in CAPAC? Consider serving as our new co-chair for FY26. Please reach out to Britt or Sarah for additional information.

Thank you to all that were able to join our call and to our presenters. The recording is available here: ​mp4 iconCAPAC Monthly Meeting – May-20250528_135825-Meeting Recording.mp4

Reporting Foreign Revenue on GENOP 22 Accounts

  • Due to an internal audit finding, it was discovered foreign revenue was not properly reported under GENOP 22 sub-funds
  • To comply with Section 117 Foreign Gift and Contract Reporting requirements, Campus Services is implementing a new sub-object code: “FRN” (Foreign Revenue)
  • Action Required by Fiscal Officers:
    • Effective immediately, all foreign revenue must be recorded using the FRN sub-object code
    • Set up the FRN sub-object code to all GENOP 22 accounts that may receive revenue from a foreign source
    • Before Fiscal Year-End (06/30/25), move any previously recorded foreign revenue for FY25 to the new FRN sub-object code
  • If your unit receives foreign revenue under sub-funds other than GENOP 22, notify Campus Services
  • Sub-funds such as SPONPR 53* and GIFT 64* already have reporting methods in place
  • For sub-funds like AUX 26*, EG 13*, etc., Campus Services may request that you use the FRN sub-object code for consistent tracking and reporting
  • Semi-Annual report will be compiled by BFS
    • January–June 2025 report will be prepared in July
    • Will use the sub-object code FRN and general ledger activity to identify fiscal officers who may need to provide additional information e
    • June–December 2024
      • See attached email that was sent earlier this month that includes the information that will be requested by FOs
      • Review the attachments and instructions to ensure you are prepared when contacted

Changes to Disapproved Kuali Documents

  • Effective immediately, Campus Services will no longer send separate emails when disapproving documents in Kuali
  • The Kuali system already issues notifications to initiators, fiscal officers, and approvers
  • The reason for disapproval will be included in a note on the document
  • Monitor your Kuali Action List and notifications regularly
  • When applicable, submit a correcting document or a new document with the necessary changes

Year-End Resources

  • The following FY25 year-end resources are now available:
    • FY25 Year-End Open Forum slide deck and recorded session
    • Revised Year-End Calendar (as of 5/15/25) for CSU and PB
    • Guidance on Post Cutoff Processes, Accounts Payable, Travel Deadlines, and Year-End Tips
  • All materials are located:

Accrual Accounting Training & Tips – Coming Soon

  • FY25 Accrual Accounting Training and Year-End Tips materials will be available soon in the Campus Services Accounting Training folder:
    • Slide deck and recorded session
    • Guidance on accrual entries and year-end financial preparation

Upcoming Meetings

  • There will be no CAPAC meeting in June due to year-end close activities
  • The next meeting will be scheduled after Fiscal Year-End
  • New calendar invites will be sent out

Click here for the Foreign Revenue Slides and Campus Services Updates

Click here for Email Regarding Foreign Revenue Reporting Requirements

Click here for Section 117 and Chip and Science Act Form

April Meeting 4/23/2025

Thank you to all that were able to join our call and to our presenters. The recording is available here:

CAPAC Monthly Meeting – April-20250423_135814-Meeting Recording.mp4

Topics Discussed:

Campus Services Memo, Important Dates and Year-End Tips (Kris King)

  • Year End Close – Please see attachments for important year end tips and updates
    • After the campus cutoff for FY25, campus services will no longer process late entries that:
      • Are not material to the University’s financial statements
      • Do not impact financial reporting
      • Do not affect statutory compliance for the system
      • Are soley for budgetary purposes
      • Involve object code correction or intra-departmental allocations
    • Make sure you’re reviewing your action list and accounts early and frequently
    • Deadlines may change if government gives an additional day off for July 4
    • Year End Open Forum and FY25 Accrual and Year End Tips training sessions will be scheduled soon
    • Year End Deadlines will be sent out soon

Important Travel and AP Cut-Off Dates (Ashley Meyer)

  • Year End Close – Please see attachment for important Travel and AP year end updates
    • Deadline to submit DVs and invoices to AP is 10am on July 7
    • Travel documents with end dates of June 30 and prior need to be approved by noon on June 30
    • No longer required to split travel expenses that span across June 30
    • No longer require an AV doc # in notes of TR prior to approving

Interested in getting more involved in CAPAC? Consider serving as our new co-chair for FY26. Please reach out to Britt or Sarah for additional information.

Click here for FY25 Year-End Tips and Reminders

Click here for Campus Year End Cutoff Memo FY25

Click here for FY25 AP and Travel Year End Reminders

 

March Meeting 3/26/2025

Thank you to all that were able to join our call and to our presenters. The recording is available here:

 CAPAC Monthly Meeting – March-20250326_140421-Meeting Recording.mp4

Topics Discussed:

Jacque Clark – Space Survey

  • Notification emails will be sent to the selected departments tomorrow
  • 27 departments have been selected to participate
  • Training sessions will take place the week of April 28th
  • Submission deadline: Friday, May 23rd
  • Participation is mandatory, not voluntary

Interested in getting more involved in CAPAC? Consider serving as our new co-chair for FY26. Please reach out to Britt or Sarah for additional information.

February Meeting 2/26/2025

Thank you to all that were able to join our call and to our presenters. The recording is available here:

CAPAC Monthly Meeting – February-20250226_135811-Meeting Recording.mp4

Topics Discussed:

PERA retirees working after retirement (Ashley Meyer): Reminders related to independent contractors who are PERA retirees

  • CSU is audited yearly for compliance with PERA regulations
    • Statement received from PERA auditor: “Per Colorado State Law, any PERA retiree who owns or is affiliated with a business and performs services as an independent contractor for a PERA covered employer is subject to working after retirement contributions. Contributions are still due to PERA by the retiree regardless if they are also paying into Social Security. If a retiree doesn’t disclose their status as a PERA retiree to a PERA employer (CSU), they may be subject to the employer portion of contributions as well as their retiree contributions.”
  • CSU must pay PERA employer contributions (~22%) on compensation for independent contractors who are PERA retirees.
    • Status can change—confirm with vendors regularly
  • The independent contractor is also required to pay PERA contributions even if the individual is using an EIN
  • If you are working with a PERA retiree, make sure to provide them with PERA’s Working After Retirement Fact Sheet and the Disclosure of Compensation form (forms are attached)
    • Retiree must complete the PERA Disclosure of Compensation Form (attached) each month that they receive compensation for services from CSU
    • Form must be submitted to PERA and AP for reporting purposes
    • The form tells CSU what we need to report to PERA
    • Fact Sheet can be found on the PERA website and Disclosure form can be found on the AP website
    • If they have questions, have them contact PERA directly
  • Per Colorado State statues, there must be a 6-month separation when hiring a former CSU employee as an independent contractor
    • For all independent contractors, not just PERA retirees
    • Does not matter if it crosses calendar or fiscal years

Workplace Resources/Miller Knoll updates & changes (Lindsay Johnson-Athey)

  • See recording for Workplace Resources/Miller Knoll catalog updates demo provided by Lindsay
    • Workplace Resources furniture catalog in shop catalogs now has additional items and features
      • Miller Knoll, which used to be Herman Miller Furniture Company
        • Main catalog for CSU but other options available (ancillary providers)
      • Improved Search functionality
      • CSU Product Lookbook
        • Includes Miller Knoll as well as other manufacturers
        • When you add to cart, it is separate from a Kuali cart
          • Creates a quote
          • They will send you the quote and upload it into Kuali
      • Design services and renderings still available
    • Workplace Resources contacts

New approach to accruing multi-year prepaid expenses, other Campus Services reminders, Fiscal Officer review of 1xxx and 2xxx Object Codes (Kris King)

  • See attached slides for details and recording for training examples
    • Email any questions about this updated process to Kris King
    • Kris will be sending out email about these changes
  • FY24 Accrual Training slides are updated and posted on Campus Services website
    • Upcoming Trainings (TBD)
      • FY26 Accrual Accounting Training and Year End Tips
      • FY26 Year End Forum
  • New Procedure to classify current and noncurrent prepaids properly
    • Previously, multi-year prepaids over two fiscal years were incorrectly reported
    • Object Code 1740, 1710 and 1720 are considered current assets on the Statement of Net Position (balance sheet for higher education)
    • Anything beyond the next fiscal year needs to be recorded as noncurrent
    • New object code now required for non-current prepaids is 1790
  • Review all object codes on accounts, including Assets and Liabilities
    • Regularly review assets and liabilities in Kuali to avoid last-minute year-end issues
      • Symphony does not pull in asset and liability object codes so review in Kuali
      • Use Available Balance Lookup or General Ledger Lookup for accurate data
      • Balance By Consolidation will not give this information

Click here for PERA Disclosure Document

Click here for Working After Retirement for a PERA Employer Document

Click here for Accrual Accounting Training with Multi-Year Prepaid Slides

January Meeting 1/22/2025

Meeting Cancelled – No agenda items

November/December Meeting 12/4/2024

Thank you to all that were able to join our call and to our presenters. The recording is available here:

​mp4 icon CAPAC Monthly Meeting – Nov_Dec-20241204_140340-Meeting Recording.mp4

Topics Discussed:

Updates to FPI 2-5 “Payments to Students” (Liz Tetrault)

  • REU stipends are currently paid through Accounts Payable via DV
  • Now these stipends will be processed through the student account
  • This change will be effective for new calendar year
  • Revised FPI and revised stipend form will be sent via email
  • This will not change the DPSA process
  • Do not have to be enrolled in classes during the summer to get a stipend during that time

Recent Colorado law changes surrounding accessibility (Mario Arango)

  • Law passed in 2021 and went into effect 2024: HB 21-1110 – Colorado’s New Accessibility Law
  • This law will have big implications for units across campus
  • Meant to ensure state services are inclusive and accessible to all Coloradans and strengthen the state discrimination laws related to digital content
  • Establishes accessibility standards for information technology systems to ensure individuals with disabilities have equal access to information stored electronically
  • This law is extremely broad, will cause some level of disruption because of this
  • Applies to all Information Communication Technology (ICT) that is procured, developed, maintained, or used by a public agency, internal or public facing, in active use or procured on or after July 1, 2024.
    • “Active use” means regularly used by member of the public or employees to participate
    • ICT means any and all technology used for the creation, manipulation, storage, display, receipt, or transmission of electronic data and information
      • Examples: computers, information kiosks, transaction machines, telecom equipment, office machines (copiers/scanners), software and applications (Adobe, Word, Kuali, Workday), websites, videos, electronic documents
  • In contrast to the ADA, this law requires proactive action to remove accessibility barriers
  • The law allows any individual harmed by non-compliance to bring a private right of action against the institution for monetary damages
  • Two main areas for compliance: procurement of new ICT and existing ICT
  • Technology Accessibility Statement posted
  • Ongoing remediation plan – drafted for CSU Fort Collins and internally maintained by VPIT and Dean of Libraries
  • Procurement updated RFI/RFP language to include new accessibility standards
  • Updated templates to include new contractual provisions
  • Updated website has been updated with new accessibility requirements
  • Existing ICT – Two prong approach
    • Inventory and proactively address the low hanging fruits
    • Remediate as accessibility requests are received
  • This will cause some level of disruption because of how broad these requirements are and because of how often we are using this type as
  • May lead to frustration
  • This law was not passed for the sake of convenience, it’s to encourage change, and any time you are enforcing or encourage a change, there are going to be growing pains so we need to be expect that
  • Any time we are acquiring a piece of technology that qualifies as an ICT, it is required to go through evaluation process to either meet the minimum requirements or show a good faith effort on behalf of the university to remove the accessibility barriers
  • Working with several teams to get processes in place as best as possible and want everyone to be aware that this is coming
  • Everyone will be affected because we all use technology that will be considered ICT
  • Some vendors will push back, we just have to ensure we have to find the best system that complies with the requirements and if it doesn’t exist, why we chose the system that doesn’t comply and how we are planning to address any compliance issues that do come up
  • Law is unique because it allows individuals to sue the university directly without having to go through any administrative processes
  • Ongoing conversation about how this will be funded
  • Includes excel, word, outlook, financial system, student system, etc.
  • They have already been working to comply with this law for software in place, this is an ongoing conversation
  • Things will go slower due to this but this is not procurements fault, this will be an administrative burden but multiple teams are trying to assist with these changes
  • Start involving procurement as early as possible
  • Procurement can help with specific communication language to vendors or others regarding this law
  • Communication aspect is very important, avoid disruptions by educating faculty and others about what this will mean and how we need to be proactive about it
  • Suggestion for a list of vendors that are in compliance with this law, will discuss with Farrah about this possibility
  • For research administration, if you know your proposal is going to include a very specific piece of technology, please do include procurement at proposal stage
    • Procurement can provide a document that outlines our accessibility requirements
    • If your current research project uses specific technology or software, it will be a case-by-case basis and we need to make sure to document
    • Contractual obligations that require specific technology may be an acceptable justification, but cannot make blanket promise
  • This will apply to all software because there is very few software that does not communicate information to individuals
  • If a software doesn’t comply, it’s not that we can’t use it, but we have to address it and there has to be some level of work to consider alternatives
    • We could decide that none of the alternatives meet our business needs (cost prohibitive, features missing, etc) or we could find an alternative that does meet the business needs as well as being compliant with the law
  • Still working on where documentation will reside
  • A lot of aspects are still being determined and processes are coming, wanted to give as much notice as possible, full compliance required by July 2025
  • Want to be aware of this law, especially as we approach fiscal year end
  • Objective standards for “effort” are currently being developed
  • No other states in the country have this requirement
  • Start communicating now, accessibility team and procurement will help as much as possible

October Meeting 10/23/2024

 Thank you to all that were able to join our call and to our presenters. The recording is available here:

mp4 icon CAPAC Monthly Meeting – October-20241023_135748-Meeting Recording.mp4

Topics Discussed:

Jacque Clark – F&A (ICR) Base Year Basic Overview

F&A base year – federal government will base next ICR rate on this fiscal year

  • Last base year was FY18
  • College departments that have a lot of research dollars in this FY will be pulled in next spring for the space survey
  • Indirect Cost Recovery (ICR), also known as Facilities and Administrative costs, are charged to sponsored projects.
  • The documentation prepared by an institution in accordance with the Federal Cost Principles in OMB 2 CFR 200 to substantiate its claim for the reimbursement of F&A costs

What does this mean for me?

  • CSU costing is:
  • Allowable
  • Allocable
  • Reasonable
  • Treated consistently
  • Necessary to perform the program
  • Permissible under the law

CSU Space Survey

  • Department space survey contacts
    • Attend training session and review training documents
    • Gather and provide needed information
    • Complete space survey online within prescribed timeline
  • Information provided by facilities
    • Campus
    • Building name
    • Room number
    • Room type
    • Assignable square feet
    • Department
  • Information provided by Space Survey Contacts
    • Rooms must have at least one Occupant and one Account
      • Primary Occupants
      • Accounts/Funds that support the room
    • Functional usage percentages
    • Comments – when necessary

What is the Base Year and Timetable?

  • The year (FY25) used to develop F&A rate proposal
  • Proposal due to be submitted December 2025
  • Review performed by Cost Allocation Services, a division of Health and Human Services
  • Site visit by CAS (unknown)
  • Negotiation of rates (unknown)
  • Rates will b effective July 1, after the negotiation

Other Base Year Issues

  • Considerable staff turnover throughout university
  • Several new systems now or in process
  • Scrubbing accounts and answering questions about transactions in the accounts
  • Contact [email protected] with questions or concerns

Questions

  • Will remote work affect our IDC rate?
    • That is a possibility
    • 2 portions to rate, Facilities and Administrative
      • Facilities portion is not capped
      • Admin portion is the concern, capped at 26%
    • We have options but a lot is up in the air right now

Click here for F&A Powerpoint presentation.

September Meeting 9/25/2024

Thank you to all that were able to join our call and to our presenters. The recording is available here:

mp4 icon CAPAC Monthly Meeting – September-20240925_135517-Meeting Recording.mp4

Topics Discussed

  1. Amazon Gift Card Incentives – Ashley Meyer and Farrah Bustamante
    1. Issues when purchasing research participant incentive gift cards through Amazon and Amazon having problems applying payments correctly
    2. Kuali combines payments into one so all of the funds have put on to one gift card and has become an administrative burden so searched for solutions
    3. Did test run of purchasing Amazon incentives for research on a pcard and it went smoothly
    4. Want to roll out new process to assign a pcard to specific people identified by each college/department to make the purchases
    5. Don’t expect to give out more than 10 pcards for these instances, there were only 83 of these DVs  done last fiscal year
    6. New pcards would be assigned specific to incentives
    7. Incentive Payment Form should still be approved prior to purchase and included in attachments
    8. Want to wait a few weeks before rolling out for questions, comments, or concerns, but will then begin to identify the individuals that would need this authorization
    9. This is only research participant incentives purchased through Amazon at this time

                                i.      May expand to Spot Awards if this process goes well but wanted to address biggest need first

    1. Normal pcard thresholds but understand there may be times when a large dollar amount is needed and will work with Kellie Rainwater to increase limits when that occurs
    2. Will clarify with Kellie regarding if refunds are available
    3. The pcard holder must be the one making the purchases so departments will need to decide what that looks like

                               i.      Will not do custodial pcards

                              ii.      Custodial cards are where there are a list of approved users for one pcard

    1. Should be possible to purchase gift cards for other retailers via Amazon but there may be an extra charge
    2. Still a violation to making these purchases at a store (i.e. King Soopers)
    3. Please reach out with questions, comments, or concerns
  2. Liz Tetrault – TID
    1. Fort Collins Tourism Improvement District Fee (TID)

                              i.      Charge implemented in 2021 in Fort Collins

                             ii.      Purpose to fund local tourism marketing

    1. CSU discovered to be exempt and negotiated $30,000 refund for last 3 years
    2. Reached out to affected areas and will be posting refunds
    3. If you see charge in the future, request that the fee be removed
    4. Only exempt when government funds are used, not if a personal card is used
    5. Just in Fort Collins, only in certain areas
    6. Can use tax exempt form as confirmation
    7. Coordinate with Liz if you discover there was a charge that was not included in the refund

 

Click here for TID information slide.

 

August Meeting 8/28/2024

Thank you to all that were able to join our call, and to our presenters. The recording is available here:   CAPAC Monthly Meeting – August

Topics Discussed

  1. New Procurement Rules – Farrah Bustamante
    1. Exclusions, Bid Thresholds, and Price Reasonableness definitions/explanations
    2. Updated Exclusions

                                i.      Livestock fees and bedding in the form of roughage feeds (hay, ensilage, etc.) and grain feeds

                                ii.      Laboratory animals

                               iii.      Production and research livestock

                               iv.      Chemicals, reagents, biochemicals, test kits, enzymes, etc.

                               v.      Testing equipment from suppliers whose products are specifically approved or certified by a governmental department, agency, or division tasked with regulating testing processes

    1. Updated Bid Thresholds

                                i.      From $50,000 to $100,000

    1. Updated Price Reasonableness

                                i.      Required for purchases between or equal to $50,000 and $100,000

                                ii.      Not required if:

        1. purchase is result of a CSU awarded bid
        2. purchase is made using cooperative contract approved by Procurement Services
        3. purchase is made using a Uniform Guidance Compliant vendor in Shop Catalogs
        4. purchase is for a sole source purchase
        5. purchase is an exclusion under section IV.B of University’s Procurement Rules
  2. Update on IC and Honorarium – Ashley Meyer
    1. Updates to Honoraria Checklist for Invited Guest Speakers form

                             i.      Form must be attached to vendor document only

                             ii.      Removed department number

                             iii.      Foreign national visa type

    1. Updates to Employee Versus Independent Contractor form

                               i.      Form must be attached to vendor document only

                               ii.      Some questions were moved around

                              iii.      Removed department number

                              iv.      Foreign national visa type

                               v.      Provide dollar amount and duration of services provided

                              vi.      Signature at bottom of form

                              vii.      Removed Classification Criteria Worksheet on page 3, added footnote to provide worksheet if applicable (will be linked in footnote)

    1. FPI will be updated
    2. Forms not currently active, continue to use old forms until rolled out
    3. Finalized forms will be rolled out on 10/01/24
    4. Question about hotel costs on pcard, conversations are still happening, nothing is finalized yet
  2. Announcement – possible in-person meetings coming up, be on the lookout for a poll/survey

Click here for Price Reasonableness form copy.

Click her for Price Reasonableness form FAQ.