FINANCIAL

CAL POLY POMONA FOUNDATION, INC.FINANCIAL SERVICES

FACTS May 2015

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• FoundationFinancialandEmploymentServicesFocusGroupMeeting

• YearEndClosingforFiscalYear2014-2015

• PurchaseOrderRequests

• PurchasingCards

• MealReimbursementCostsRelatingtoGrant/ContractProjects

• UsingTerminalServicestoConnecttoOneSolutionfromWindows7Workstation

In This Month’s Issue ...

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Wednesday, June 9. 20159:00 a.m. — 11:00 a.m.KW Auditorium

Foundation Financial and Employment Services Focus Group Meeting

This meeting is for individuals responsible for maintaining, reviewing, and/or approving transactions in Foundation programs, grants and contracts, enterprise, non-credit continuing education programs, and agriculture aid to instruction. The emphasis will be on improving communications and account holders’ understanding of policies and procedures as well as providing a forum to exchange ideas. Following will be an open forum for any questions, comments, and suggestions. We hope you have the opportunity to participate as we plan to discuss numerous ideas.

Light refreshments will be provided.

Please RSVP to Debra Poe at drpoe@cpp.edu.

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Year End Closing for Fiscal Year 2014-2015As we approach our fiscal year end on June 30, we would like to remind you to forward all expenditure documents, including vendor invoices with disbursement vouchers and travel forms, to Foundation Financial Services for all items received and services performed on or before June 30, 2015 and travel related costs that also occurred on or before June 30 as soon as possible. It is very important that all expenses are booked in the year to which they apply.

Disbursement vouchers, travel forms, IDTs, cash receipts, request for invoices, journal entries, spreadsheets and adjustments are due to Foundation on Monday, July 6 by 5:00 p.m.

Purchase Order RequestsAll Purchase Order Requests should be submitted to Foundation Accounts Payable, no later than noon, Thursday, June 25, 2015.

Purchasing CardsPurchasing card transactions for the June billing cycle (May 10, 2015 to June 9, 2015), which ends on June 9, 2015, will be processed for Fiscal Year 2014/2015. Purchases not posted on your purchasing card by June 9, 2015 will be processed for 2015-2016 Fiscal Year. As a reminder, the June p-card logs are due no later than June 23, 2015.

This timeframe allows for processing and Foundation approvals.

Should you have any questions, please contact Pauline Anongdeth at ext. 2907.

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Meal Reimbursement Costs Relating to Grant/Contract Projects

Per the new compliance regulations 2 CFR 200 which went into effect on December 26, 2014, meal expenditures are normally not allowable for grants and contracts unless the proposal narrative addresses these activities as an integral part of the program or approval is obtained by the funding entity via the approved budget.

However, in certain instances, food purchases may be allowed as part of the approved project expenditure for a grant project. An example of allowable meal expenditures would be a professional meeting or conference that runs over several hours, whose primary purpose is the dissemination of technical information, and is necessary and reasonable for successful performance of the project. In this case, a meal may be offered to the participants in order to maintain continuity of the meeting.

An example of an unallowable meal expenditure includes the costs of entertainment, amusement, diversion and social activities, and any costs directly associated with such activities. In addition, no funds may be requested for meals or coffee breaks for regular department meetings that are not specific to the grant project.

As a result of these regulations, documentation relating to meal costs is critical. Each meal reimbursement request must have sufficient background and documentation in order for an auditor reviewing a specific expenditure understands the relevance of the event or activity to the grant project.

The following documentation is required when submitting requests for all meal reimbursement including information that must be submitted with IDT forms and credit card transactions:

• A full description of the purpose of the activity that addresses how the activity is an integral part of the grant and describes the benefit of the project. (One line explanations cannot be accepted.)

• Date, time, and location of the activity and a detailed meeting agenda.• Original itemized receipts or invoices regardless of the form of payment.• Identification of all participants in attendance including a sign-in sheet for a workshop that lists the names of

every individual who participated in the meal.

All business meal reimbursements that do not have the proper documentation attached cannot be processed for a Foundation grant account.

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Using Terminal Services to connect to OneSolution

From a Windows 7 Workstation

The Foundation has provided a Terminal Server to allow University employees to log in and access the OneSolution client. This document is designed to walk a User through logging into the Terminal Server and launching the OneSolution client for the first time. If you run into any issues, the Foundation IT department can be reached at extension 5488.

A Terminal Server provides a user with a Windows Desktop environment that is hosted on a remote server and is accessed via Remote Desktop Connection client. To launch the Remote Desktop Connection:

1. Click on Start , All Programs, Accessories, and click on Remote Desktop Connection. 2. In the Computer Field, type cppfvmtrm.win.csupomona.edu, and click the Show Options button

at the bottom of the window.

3. Then Click on Save As and choose your Desktop as the location to save the file and name the connection OneSolution. You will now have the following icon on your desktop:

Using Terminal Services to Connect to OneSolutionfrom Windows 7 Workstation

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4. After Saving the connection, click on Connect. You will be presented with the following screen:

Check the check box that reads “Don’t ask me again for connections to this computer” and click Yes.

5. Next, the Windows Security “Enter your credentials” window will prompt for your credentials. Be sure the Username is in the form of win\username. These are the same credentials you use to log into your workstation. If you are unsure of your credentials, you can contact the University Helpdesk at 6776. If you are sure that you are typing in the correct credentials but are still unable to log in, you can contact the Foundation IT depatment at 5488.

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6. Once you are logged in, you should see 2 icons on the desktop. Double click on the ONESolution Login icon.

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This will launch the installer package and you will be presented with a ONESolution login screen. Enter the credentials you have received from the Foundation. Be sure to check the “Remember Me” check box. You may be prompted to change your password upon your first login attempt. If you run into any problems in resetting your password you can contact the Foundation IT department at 5488 for assistance.

7. After you successfully log into the OneSolution client, you will see a few windows like the one shown below. This is the installer package completing the installation. No action is required by the user to complete the installation.

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8. After the installation is complete, you will be presented with ONESolution Desktop client shown in the picture below:

If the tabs in the upper right hand corner look different than what is show, you can click on the Blue Puzzle piece on the bottom right, and choose Campus Users. This will give you a simpler view of the resources you need to access.

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9. To close out of OneSolution, click on the red X at the top right hand side of your screen. You will see the screen below while OneSolution shuts down. The client should close on its own. If the client does not close on its own, you can click Shutdown Now.

Once the client is closed, you will see a second ONESolution icon has been created. You can delete one of the icons if you wish, or you can leave them both on your desktop. You can use either icon to launch the OneSolution client.

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10. To close out of the terminal server, click on Start, and choose Log off. This will end your Terminal Server session.

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We also have a video tutorial online, accessible through our Foundation website, under OneSolution Training.

http://www.foundation.csupomona.edu/financial/onesolution.aspx

http://www.foundation.cpp.edu/financial/onesolution.aspx