SPA April 2023 Newsletter

New Forms Now Available for Use

Changes have been made to the Check Request, Travel Request and Claim, Travel Claim, and Purchase Order Request forms. Each form now requires authorization from our Business Services Department (BSD), so an approval line has been added for that purchase. The Purchase Order Request has been updated with current tax rates as of April 1, 2023. These forms are submitted to spa-admin@csus.edu, and will then be routed to the appropriate SPA representative, who will approve the expenses based on award/account regulations and budgetary protocols. Once their review is complete, the expense will be reviewed by Lily in BSD for UEI and CSU regulations and requirements. Please download and use SPA forms from the website to ensure you have the most current version.

Liability Waiver Required for Events and Group Transportation

Individuals participating in on or off-campus events, including but not limited to events for which transportation is being provided to participants, and groups invited to campus to participate in events provided for through UEI accounts are required by CSU Executive Order 1051 to complete the CSU EO1051 waiver form. It is a legally binding document which notifies those participating in activities of the unique risks involved in the particular activity that they are taking part in. The waiver is used when any activity involves a reasonable amount of risk to the participant. This may include physical activities, contact with potentially dangerous circumstances, or anything where transportation is being provided. If the participant is a minor, the form must be signed by a parent or legal guardian of the minor who is participating in an activity.

UEI General Counsel will prepare a form for distribution for the specific event. Please provide SPA with details about the event such as specifics about the types of activities participants will be involved in, the participants involved, and the date and location. It is imperative that this information be included on the waiver form when presented for signature. The more details used when describing the activity, the better.

Centralizing All Payment Submissions

Effective immediately, all payment (check requests, travel claims, invoices, etc.) and purchase order requests are to be submitted to spa-admin@csus.edu. Please do not copy individual SPA staff in the email to prevent any confusion in the handling process we are implementing. Check requests for paying Visa credit cards should continue to be sent to Lily in Business Services (fnu.lily@csus.edu). Once received, expenditure requests will be tracked and distributed to the appropriate person. Questions about requests that have been submitted may be directed to Lily (fnu.lily@csus.edu). If you have any questions about the new submission process, please call (916) 278-7565 or contact our general communications email at sp@csus.edu.

Welcome New SPA Staff

Please join us in welcoming new UEI staff member, Marco Martinez. Marco joined the SPA team as a Compliance and Grants Analyst in late February. We welcome him to SPA and to the Sacramento State research community.

Additionally, two more Compliance and Grants Analyst positions have been recently filled in the SPA office. The newly created Contract Counsel position has also been filled. We look forward to bringing our new staff members aboard and will announce their arrival in the next SPA Updates.

As a result of these personnel additions, changes will be made to teams and their account portfolios. An announcement regarding these changes is forthcoming.

Upgraded Financial System Coming Fall 2023

UEI is upgrading financial management software in Fall 2023 to Finance Enterpriseā„¢ by CentralSquare. It will take the place of OneSolutionā„¢, the system currently in use and supported by CentralSquare. Testing will occur throughout the summer.