2025-2026 Meeting Notes and Recordings

May Meeting – 05/27/26

Thank you to all that were able to join our call and to our presenters. The recording is available here: CAPAC Monthly Meeting – May-20260527_135916-Meeting Recording.mp4

Looking for Co-Chair for FY27

  • Reach out to Sarah Halsted or Susan Becker for additional information
  • Serve one year as Co-Chair, then one year as Chair

Richard Thibault – Transtream moving to PitneyShip

  • Team working on getting PitneyShip to fruition
  • Finalizing major components such as documentation, website, training plans, etc.
  • Hopeful to launch in the next month or so
  • Will send out communication to email subscribers as well as all current users of Transtream
  • One major piece that is coming out soon is ability to obtain Transtream address book
    • Hoping to have live on Transtream website this week or next
    • Online form
    • PitneyShip will allow you to upload those addresses as well as export future addresses at your leisure
  • Worked with vendor to automatically upload charges from anything done in PitneyShip to Kuali
    • Will continue to happen on the business day following the shipping day

Erin Mercurio – Power BI Reports

  • Beginning in June, 8 new Power BI reports will be available for campus
  • To access these reports, please reach out to your business officer
  • Business officers can also provide guidance on how to use the reports effectively
  • For any follow up questions, reach out directly to your Business Officer

No CAPAC Meeting in June due to year end close activities

The next meeting will be scheduled after FYE and new calendar invites will be sent out

April Meeting – 04/22/26

Recording: CAPAC Monthly Meeting – April-20260422_135853-Meeting Recording.mp4

Kris King – FY26 Year End Tips & Reminders (see attached document)

Campus Services FY26 Year-End Tips and RemindersDownload

March Meeting – 03/25/26

Recording: CAPAC Monthly Meeting – March-20260325_135826-Meeting Recording.mp4

    • Adam Fedrid & Stephanie Swanson
        • T-Mobile Updates
        • T-Mobile Cellular Service Plan Offerings
            • (L0): $24.85/Month – BYOD
            • (L1): $34.85/Month – New Basic Device (Ex. Plan cost Includes iPhone 14 128gb)
            • (L2): $45.05/Month – New Premium Device (Ex. Plan cost includes iPhone 15 128gb)
            • (L5): $34.85/Month – BYOD with Satellite Access 
            • (L6): $44.85/Month – New Basic Device (Ex. Plan cost Includes iPhone 14 128gb) Satellite Access 
            • (HS) Hotspot Device: $29.75/Month (Plan cost includes device)
            • (TB) Tablet: $19.98/Month
            • * Please note the monthly costs below are estimated and could change depending on associated fees.

February Meeting – 02/25/26

Thank you to all that were able to join our call and to our presenters. The recording is available here: CAPAC Monthly Meeting – February-20260225_140046-Meeting Recording.mp4

Software Acquisition Process Updates (please see attached for presentation slides)

Project Overview

    • Challenges with Current State
        • No documented or formal process in place for comprehensive review
        • Increased risk (data, security, resource, accessibility) and redundancies
    • Project Objectives
        • By implementing a formal process for software acquisitions, similar to peer institutions, the project will:
            • Increase awareness of software procurement needs
            • Reduce institutional risk by ensuring appropriate reviews occur prior to purchase
            • Enable cost savings via inventory of applications that align with University priorities
    • Teams represented
        • CLA, College of Ag, DSA, DoIT, Engineering, Procurement, University Advancement

New Process/Key Changes

    • Expanding on the current accessibility review process
        • Soft Launch: CLA, DSA, DoIT, Engineering March 31st
        • Full Launch: all university departments July 1st
    • If you are planning to purchase software that will cost >$10K and/or will involve University data (Levels 3 or 4), you should:
        • Step 1: Have a conversation with your local IT team
        • Step 2: Complete a request form that provides helpful information about your request
    • Potential documentation needed (to help streamlined review)
        • Accessibility (current process): VPAT/ACR
        • Security (informally required): SOC 2 Type 2/HECVAT
        • Data Governance (informally required): type of data used in the system
        • IT Governance (best effort basis): use and resources

CSU Workflow

    • Software Acquisition form completed
    • Weekly review of requests via triage group
    • Communication of required reviews
        • Accessibility
        • Security
        • Data Governance
        • IT Governance
    • Collection of documentation and internal review
    • Approval or risk mitigation requirements
    • Requisition submitted

2026 Schedule

Initial request management, sustaining support, overall process evaluation, continuous improvement

Build

Complete form and backend workflow

Testing of process through soft launch

Communicate

Internal committee communications (CAAG, CAPAC, CITAC, ITSC, ITEC)

Begin executing communication and change plan (campus notice, training, web resources)

Launch

Soft Launch process (CLA, DSA, DoIT, Engineering on March 31stof 2026)

Final adjustments

Full go-live (July 1st, 2026)

January Meeting – 01/28/26

Recording: CAPAC Monthly Meeting – January-20260128_135036-Meeting Recording.mp4

Ashely Meyer:

Policy/FPI/2026 updates and reminders

Updates:

    • Effective January 1, 2026, the IRS increased the reporting threshold for 1099-NEC and 1099-MISC from $600 to $2,000. This update will be reflected in FPI 2-10 and 2-18. There is no change to the $10 reporting threshold for royalties.
    • Policy update to include $100 reimbursement limit on earbuds (e.g., Apple AirPods)
    • Update to FPI 5.26 Non-Reimbursable Expenses – Self Service Car Sharing Companies (e.g. Turo, Zipcar). This does not include Uber/Lyft
        • Due to liability to CSU, these are privately owned vehicles, therefore, they do not have required state insurance to cover CSU employees
        • State contracted car rental companies must be used when renting a vehicle

FYI: Car share you rent the car, Ride share Uber/Lyft you rent the service of the driver to take you to where you need to go

    • Southwest’s switch to assigned seating started yesterday. You will be assigned a seat when you check in for your flight at no cost. I will share the job aide I received from our rep via travel arrangers listserv,  notes from this meeting, and post to the travel services website.

Reminders:

    • Incentive payments to 3rd party companies (e.g. Prolific, Greenspire) use object code 6710 on the PO/DV for the actual study money going out. Object code 6611 is used when a third-party company charges a fee for their services. Remember to attach the completed and signed incentive payment request form.
    • When paying a guest lecturer or independent contractor who is already a vendor in Kuali. Please ensure they have an updated employee vs independent contractor form or honoraria checklist attached to the vendor record. To update the record, attached the new form to the vendor record in the notes and attachments section and ad-hoc approve the document to Ashley Meyer or send me an email to review and add AP approval to the vendor record.

Link: EMPLOYEE VERSUS INDEPENDENT CONTRACTOR

    • When updating an address on a vendor record in Kuali, please overwrite the existing address rather than adding a new one. This is especially important for individuals subject to 1099 reporting, as it helps ensure vendors receive their 1099 at the correct address in a timely manner. Please attach supporting documentation (e.g., W-9, invoice, email) that reflects the updated address.
    • TEM address updates – submit a new AR Customer form with the address to [email protected]. Once the address is updated in AR, then you can update the address on the traveler’s TEM Profile in Kuali.

Mileage rates FY26:

Hello Travel Arrangers,

As of January 1, 2026, the IRS mileage reimbursement rates increased .02/mile. The new rates have been updated in Kuali with an effective date of January 6, 2026, and will automatically populate on new travel reimbursements. Please note that mileage incurred from January 1-5 will populate the old rate. To ensure travelers are reimbursed the correct amount for January 1-5, enter mileage as you normally would on the Travel Reimbursement and then enter the difference as an actual expense line using expense type code “other” and add a note stating the expense is for the “mileage rate difference for Jan X, X, etc.” See example screenshots below.Please let me know if you have any questions or need any assistance.

Note, if you have an existing Travel Authorization, please verify that the correct mileage rates are applied to the Travel Reimbursement. If the Travel Reimbursement has mileage applied to the actual expense lines (not per diem table), you will need to recalculate the Travel Reimbursement before assigning accounts to ensure accuracy.

The new rates are also posted on the OSC website.

If anyone has additional questions, you can reach out to Ashley via email and she will follow-up.

Next meeting:

February 25, 2025 2:00 p.m.

December Meeting – 12/03/25

Recording: CAPAC Monthly Meeting – NovDec-20251203_135641-Meeting Recording.mp4

Hi Everyone,

Thank you to those who were able to attend yesterday’s meeting. We went over the following areas.

    • Richard Thibault & Matthew Wixson
        • Migration of Transtream (the campus’s Multi-Carrier Shipping Software) to PitneyShip Enterprise that is coming in Q1 of 2026
        • Promo the PDI opportunity that will happen in January
    • Alta Herndon
        • Copier/printer service and leases

October Meeting – 10/22/25

Meeting Canceled – No agenda items

September Meeting – 09/24/25

Meeting Canceled – No agenda items

August Meeting – 08/27/25

Meeting Canceled – No agenda items