Campus Charge Authorization System

(CAF)

Table of Contents

Introduction

Obtaining & Controlling Charge Authorization Forms(CAF)

Completing a Charge Authorization Form

CAF Reports

  • State Department Reports
  • Auxiliary Reports
  • Service Center Reports

Correction Procedures

  • State Departments
  • Auxiliary

Contacts for CAF Support

Service Centers:

  • AcademicTechnologies (ATEC)
  • Copy_Center
  • Graphics
  • Photography
  • Presentation_Graphics
  • Shop_Maintenance
  • Web_Services
  • Central Operations Support(COPS)
  • Communication Account Services (CASV)
  • Enterprise Systems (ESYS)
  • Environmental Health and Safety (EHS)
  • Facilities Management and Services (FMS)

Facilities_Orders

Lost_Key/Access Card

Vehicle_Agreements

Work_Orders

  • Humanities & FineArts (HFA)
  • Library_Copy_Center
  • Network Operations (NOPS)
  • PrintingServices (PRNT)

Copy Center

Office Copier Program

Offset Printing

  • Risk Financing
  • Student Computing (STCP)
  • Telecommunication Services (TSRV)
  • University Police (UP)

Alarm Systems

Labor Cost

LiveScan

  • University Public Events (UPE)
  • User Services (USRV)
  • Vehicle Reservations
  • Wildcat Card Office (ID)

Cost Recovery Accounts

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INTRODUCTION

The CSU, Chico Campus hasService Centers with a primary function of providing services to other campus departments. These centers cover some or all of their operating expenses by charging departments for services on a per-use basis. The Charge Authorization Form(CAF)is used for the accounting and reporting of these transactions.

A Charge Authorization Form (CAF) is submitted by a department to aServiceCenter to request their services. StateUniversity, Associated Student or Foundation accounting information is required when the CAF is submitted to the ServiceCenter.

CAF transactions are reported through INSIGHT Repository reports. The CAF Department Report summarizes charges to department accounts. The ServiceCenter CAF Report summarizes income to each ServiceCenter.

The following is a summary of the procedures for the Charge Authorization System:

  1. A Charge Authorization Form (CAF) is requested from the department/office responsible for the account to be billed for the service. Using the instructions in this manual, the CAF is filled out for the service required, and sent to the ServiceCenter.
  2. Upon completion of the requested service, the ServiceCenterrecords the charges on the CAFand forwards it to Accounting Operations (AO)for processing.
  3. The AOOfficewill post the charges to a PeopleSoft chartfield or to an A/R Auxiliary billing account.
  4. The CAF transactions will be posted monthly in the INSIGHT Repository Reports for reconciliation and data entry verification.

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OBTAINING AND CONTROLLING CHARGE AUTHORIZATION FORMS

The half page CAFs are obtained by callingAccounting Operations, x5103. These formshave either a white or green cover page to differentiate between state and auxiliary funds.

The CAF with the white cover page is used to charge PeopleSoft chartfield strings. The components of a Chartfield string are: Fund/Account/DeptId/Program/Project/Class.

The CAF with the green cover page is used for Auxiliary Organizations (Associated Students and Foundation). The components of Auxiliary accounts are the Project and Object numbers. The Associated Student Project numbers are 4 digits and the Foundation Project numbers are 5 digits.

The full page CAF’s are obtained by calling Printing Services, x5992. Theyissue two, full page, 3 part,CAFs for requesting various Printing and OfficeCopier Services.

  • One form is used for all Printing Services (CAF Unit 21 and 22) and one form is used for all Office Copier Services (Unit 31).
  • Both forms can be used with a University PeopleSoft Chartfield string or an Auxiliary (Associated Students and Foundation) account.

Control of CAFforms is the responsibility of each office/department. Each CAF has a unique identifying number printed at the top right corner of the form. It is the responsibility of the office/department originally assigned to a CAF number to supply funding information for any charges incurred in the use of that specific CAF. For this reason, it is important to maintain control of all CAFs.

Some suggested methods for controlling the use of CAF forms include:

  1. Having a designatedindividual in each office/department complete all CAFs.
  2. Assigning each CAF to the requester on an as needed basis.
  3. Checkingout a batch of forms to frequent users within an office/department.

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COMPLETING THE CHARGE AUTHORIZATION FORM

Although there are differences in color and format of the CAFforms, some information requirements are common to all forms.

The following are “Guidelines forFilling in theCommon Elements on the CAF”:

  • PEOPLESOFT CHARTFIELD STRING–Fill in the Chartfield String to be billed for the service requested. Service Centers will not accept forms without the Chartfield information. Verify the Chartfield is correct before submitting a request.
  • AUXILIARY TYPE, PROJECT AND OBJECT NUMBER-Check the box provided to select the appropriate Auxiliary type (AS or FDN). Fill in the Project and Object number to be billed for the work requested. Service Centers will not accept forms without the Project and Object numbers.A CAF submitted with an invalid Project number will be returned to the Auxiliary organization. The Auxiliary organization is responsible for contacting the requesting department to determine the appropriate Project number.
  • DESCRIPTION/IDENTIFIER - Provide a short description that will identify the particular service requested. This description will appear on the INSIGHTCAF Department Report.
  • REQUESTDATE–Fill in the date the CAF form is submitted to the ServiceCenter.
  • NEEDED BY - (optional) –Fill in the date by which the job needs to be completed.
  • REQUESTEDBY–Fill in the name of the person initiating the request. This is the person who will be contacted by the ServiceCenter if there are any questions about the order. This name will appear on the INSIGHTCAF Department Report.
  • PHONE - Use the campus extension for the person initiating the request.
  • ZIP – Use the campus zip for the person initiating the request.
  • APPROVED MAXIMUM (optional) - A maximum amount for the service can be entered if a CAF request is being charged to an account with a fixed budget. When this information is filled in by the requestor, they may reject the completed job if the cost exceeds the maximum indicated. However, if the ServiceCenter feels that the charge will surpass the authorized amount, they may refuse to perform the service. Users are urged not to complete the approved maximum information unless it is absolutely necessary.
  • AUTHORIZING SIGNATURE (to pay charges) – The CAF must be signed by the person responsible or designee, for the department being billed. The CAF will not be accepted without this signature.
  • SERVICECENTERUSE ONLY - This area is filled in by the ServiceCenter.
  • WORKTOBEPERFORMED - Provide a detailed description of the service being requested. List all specifications and instructions necessary for the ServiceCenter to complete the request.

Printing Services CAF - Specific instructions for completing this form are available on the Printing Services website, inthe Miscellaneoussection. The page can be accessed using the following link: (CAF)

The CAF for all remaining Service Centers is completed by using the “Guidelines forFilling in theCommon Elements on the CAF”. Refer to the following sample CAF for specific instructions:

CAF REPORTS

STATE DEPARTMENT REPORTS

The CAF Department Report, containing all the department CAF transactions, is available in the INSIGHT Repository. This report is updatedonce a month (usually between the 5th and the 10th)after the CAF cycle is complete. The CAF chargeback year for State accounts is June 1 to May 31. The CAF transactions occurring in June will appear on the INSIGHT report of the next fiscal year.

All charges during a reporting period will be listed bythe DeptID. Using the CAF number, match the hard copies of the CAFto the entrieson the CAF Department Report to ensurethe charges listed are valid and all transactions have been included.

Note: Vehicle Reservation charges will not show up on this report. Please use the Insight Transaction Report for charges and the EasyTrip Request for details.

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AUXILIARY REPORTS

The chargeback year for Auxiliary account users is July 1 through June 30. A printed copy of the INSIGHT CAF Report, with the monthly invoices, is sent from the Accounting Operations Office to the Auxiliary Offices. The CAF report contains all transactions billed to the Auxiliary Projects. The Auxiliary Offices forward a copy of the monthly CAF Report to the Project Directors to review for accuracy.

All charges during a reporting period will be listed for the Auxiliary byproject and object numbers. Using the CAF number, match the hard copies of the CAF to the entries on the CAF Report to ensure the charges listed are valid and all transactions have been included.

The Associated Students Business Office will process the payments to CSUC-Cashiers Office and post the CAF charges to the Auxiliary Project. The Project Directors should access the IFAS.NETUniversity and Research Foundation reports to verify the accuracy of the CAF charges posted to the Project.

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SERVICE CENTER REPORTS

CAF transaction details for Service Centers are reported through the INSIGHTService Center CAF Reportsby CAF unit.

Each month the Service Center income can be reconciled with the accounting entries in the Transaction Reports.

The Income Accounts are determined by a combination of CAF Funding Source & the Service Center Income Fund:

Source Account

Payment & Income Same CSU Fund570R00

Payment & Income Different CSU Funds580094

Project Fund Payment & Income Diff CSU Funds580096

3.0 Associated Students580R22

4.0 Research Foundation580R23

5.0 University Foundation580R24

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CORRECTION PROCEDURES

For questions concerning the amount charged, contact the ServiceCenter providing the service. Toresolve issues with PeopleSoft Chartfields, contact Accounting Operations, ext. 5103. To resolve issues involving Auxiliary accounts, contact the ASBusiness Office, ext. 6815 or Foundation Administration, ext. 6811.

To request a correctionafter a CAF charge has been posted to the month end report,use one of the following procedures:

STATE DEPARTMENT CORRECTIONS

  1. Fill out a new CAF using the Chartfield String as shown on the original CAF. In the description field reference the original CAF number that is being corrected. In the bottom right corner of the form fill in the amount to be transferred and mark the credit box with an X.
  2. Fill out a second new CAF using the correctChartfield String. All other information should be the same as on the CAF in step 1. Show the cost but leave the credit box unchecked.
  3. Keep the Originator's copy of each new form and send the CAFs to the appropriate ServiceCenter with a note that this is a correction.
  4. For costing errors, the ServiceCenter will complete aCAF to issue a credit to the Chartfield String used on the original form.
  5. For data entry processing errors, The AO Office will complete CAF corrections.

AUXILIARY CORRECTIONS

  1. The Associated Students, Foundation Administration Office, and Sponsored Programs Office are responsible for all project/object number corrections and transfers. Service Centers willnot record transfers between Auxiliary accounts after the service has been billed.
  2. The ServiceCenter will complete a CAF to issue a credit to the Auxiliary account for services that have been over charged.
  3. AO Office will correct data in the CAF system for Project/Object data entry errors before uploading the CAF data to the monthlyINSIGHTCAF Reports.
  4. The Project Director is responsible for reporting CAF errors to the Auxiliary Offices.

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CONTACTS FOR CAF SUPPORT

The following list identifies potential problems and a contact for assistance. For any problem not covered on this list, contact the AO Office,ext. 5103, for assistance.

Problem or Question / Office Responsible for Correction
Unknown transaction appears on the INSIGHT CAFReport / AO Office
Transaction on INSIGHT CAF Report appears in correct account number but wrong service heading / AO Office
Any question regarding transactions appearing on the INSIGHT CAF Report / AOOffice
Explanation or correction for the cost of service / ServiceCenter
Transaction has not appeared on INSIGHT CAF report although service was completed / ServiceCenter
Charges exceed the approved maximum / ServiceCenter
Services were not completed for a submitted CAF / ServiceCenter
Questions concerning Associated Students accounts / AS Business Office
Questions concerning Foundation accounts / Foundation Administration Office or Sponsored Programs Office

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CAF SERVICECENTERS

Each CAF Service Center performs a unique function. The following section provides a brief description of the services provided and the Service Center number.

Academic Technologies (ATEC)(ext. 6112)

ATEC offers a full range of educational and informational media and production services which include:

ATEC Copy Center– Service Center #03:

  • Specialty duplication center
  • Ultra sharp b/w digital copying
  • Full-color copy and transparency
  • Binding, lamination of many sizes, and resume paper
  • Ink-based copy system, an alternative to offset printing

ATEC Graphics – Service Center #01:

  • Design of print and web graphics
  • Logos, newsletters, post cards, posters, brochures, stationery systems, exhibits, and web sites

ATEC Photography– Service Center #04:

  • High-quality digital imaging
  • Production of images for the University Catalog, brochures, posters, portraits, and publications, and in creating visual images for web-based projects
  • Houses and manages an in-house archive of campus photos
  • Provides both studio and on-location services

ATEC Presentation Graphics – Service Center #02:

  • Advanced technology for the creation of print and multimedia materials
  • Multimedia hardware and software i.e. CD-ROM and DVD burning
  • MIDI sound editing equipment
  • Film and flatbed scanning
  • Color slide production from digital files
  • Large volume letter and tabloid color prints
  • Large scale color printing onto paper, plastic, vinyl, and canvas
  • Digital vinyl cutting is also available for indoor and outdoor signage needs

ATEC Shop Maintenance– Service Center #06:

  • Replace classroom projector bulbs

ATEC Web Services– Service Center #12

  • Assist faculty, staff, departments, and programs in updating and creating University websites
  • “Do-it yourself” resources provide support and tutorials on how to implement the new University template, standards, and policies for campus websites
  • offers website maintenance, website design, and web application development.

Central Operations Support (COPS)– Service Center #82 (ext. 6798)

Operates, monitors, and controls the campus multi-system information processing/transmission equipment, and the campus' telecommunications equipment. Support systems and equipment for the campus telecommunications system and supported devices, e-mail, file, and print servers, and associated peripheral equipment.

Communications Account Services (CASV)– Service Center #76 (ext. 6868)

Creates and manages telecom billing accounts and administers the admin telecom billing Web site. This online tool provides campus departments the ability to review their monthly voice and network charges. CASV also manages the phone lines in the university-owned residence halls, providing local and long distance voice services.

Enterprise Systems (ESYS)- Service Center #69(ext. 3620)

Design and maintain the computing environment for campus wide systems. The computing environment includes servers that support campus resources such as the centralized directory service, faculty e-mail, My Web and faculty web services, the Wildcat Portal, Bay file services, Oak print services, campus voice mail, the campus Common Management System and Web CT. ESYS has standardized on Red Hat Linux and Microsoft Windows for the server environment.

In addition to support for the enterprise computing environment, ESYS can also provide co-host services for non-Enterprise systems. Non-Enterprise systems include file and application servers maintained by departments, student organizations and campus affiliated foundations. The co-host services are offered in conjunction with the co-location services provided by Central Operations.

Environmental Health & Safety(EH&S)– Service Center #61 (ext.5126)

  • Inspections for for AS Food and Vending operations.
  • Electronic equipment recycling revenue.

Facilities Management and Services (FMS) (ext.6222)

FMS is responsible for the maintenance, operation and protection of the University's facilities and environs. Any modifications, alterations or additions to the physical structure of any University facility or to its environs must be performed by FMS, under its supervision or with its approval. A copy of the FMS Service Guide can be viewed at

FMS Facilities Orders – Service Center #50: Non-maintenance service may be obtained by submitting a Project Request Form.

FMS Lost Keys/Access Card– Service Center #55 replaces lost keys/access cards.

FMS Vehicle Agreements – Service Center #54: state vehicle fuel and maintenance.

FMS Work Orders – Service Center #51: Maintenance and moving services may be obtained by submitting a Service Request Form via TMA iServiceDesk - California State University-Chico. FMS does not provide maintenance services to the Residence Halls, Housing, or Farm buildings.

Humanities & Fine Arts (HFA)– Service Center #80 (ext. 5351)

Provide equipment and technical support for use of property owned by HFA.

Library Copy Service-Service Center #72 (ext. 6479, ext. 6342)

Interlibrary Loan services and Special Collections services including darkroom services (such as reprints), digital scanning and printing, map scanning, and photography from fragile materials.