ASC Accounts Payable Info Session
Presenters: Myleah Xiong, Michelle Dean, Daniela Laura
Presentation Date: March 25, 2025
Duration: 50 min, 56 sec
Summary: The ASC Accounts Payable info session covers key topics including PCards, travel, vendor vetting, and check requests. Presenters emphasize the need for clear documentation and proper authorizations, especially for IT, hospitality, and travel. The session also outlines vendor verification steps, the check request process, and addresses common questions like remote Amazon deliveries and IT approval for equipment.
Frequently Asked Questions & Answers
For assistance, please contact Daniel Gaytan
ASC Purchase Orders and Contracts
Presenters: Lea Medina, Myleah Xiong, Michelle Dean, Daniela Laura
Presentation Date: November 4, 2025
Duration: 16 min, 08 sec
Summary: The Auxiliary Services Financial Learning Series video details the procedures for Purchase Orders (POs) and various Contracts, outlining essential steps for procurement compliance. POs must be accurately completed with supporting documents like IT Authorizations or Hospitality Justification Forms, and all purchases over $5,000 require documentation for competitive bidding or a Sole Source justification. The video differentiates between Independent Contractor Agreements (ICAs) for sole proprietors and Service Agreements (SAs) for corporations, emphasizing that all contracts must be fully executed and approved by the Executive Director before services begin. The standardized workflow requires the request to be submitted with a checklist and supporting documents to the Grant Administrator for budget approval before going to Accounts Payable (AP) for processing, which typically takes ten business days but may be delayed by new vendor vetting or missing documentation.
For assistance, please contact Lea Medina.
Multiple Source Funded Travel
Presenter: Myleah Xiong
Presentation Date: March 2026
Duration: 3 min, 54 sec
For Employees:
- Submit a Travel Request in Concur, using account 660899 – AUX ORG Split Funding.
- Specify the amount from ASC and include the ASC account/project number.
- Forward the approved request to your OSP Administrator and ASC Accounts Payable Specialist.
- After travel, submit a Concur Travel Expense Report with receipts, agenda, and the ASC-approved Travel Request.
- CSUF reimburses the traveler; ASC reimburses CSUF for their portion.
For Students:
- Submit a Paper Travel Request (Student Employee or Student) via the CSUF Travel Operations website.
- CSUF Travel Operations will assign a TR number and notify ASC contacts.
- After travel, submit a Paper Travel Expense Claim with documentation.
- CSUF reimburses the traveler; ASC reimburses CSUF for their portion.
Tip:
- Follow CSUF travel policy and maintain proper documentation for smooth processing.
For assistance, contact CSUF Travel Operations or ASC Financial Services.
For assistance, please contact Lea Medina
Travel Reimbursement
Presenter: Michelle Dean
Presentation Date: February 27, 2026
Duration: 4 min, 55 sec
Summary: This training video provides a step-by-step overview of how to submit a travel reimbursement claim for California State University, Fullerton Auxiliary Services. The training is designed to help travelers correctly complete reimbursement documentation and ensure timely processing of claims.
In this video, you’ll learn how to:
- Complete the correct travel expense form
- Record daily expenses (lodging, meals, transportation, mileage, and business costs)
- Organize supporting documentation in chronological order
- Ensure receipts show a valid method of payment
- Submit your claim for review and processing
The video also includes tips for allowable expenses and instructions for submitting mileage-only reimbursement claims.
Before traveling, a travel request must be submitted and approved.
- Students, faculty, and staff submit the CSUF Business Travel and Prepayment Request.
- Auxiliary Services Corporation employees submit the Travel Authorization and Expense Form.
After approval, a TAA authorization number will be issued and must be referenced when submitting your travel expense claim.
For assistance, please contact Lea Medina
Fixed Asset Audit for Fiscal Year End
Presenter: Erwin Harianto
Presentation Date: March 2026
Duration: 2 min, 15 sec
Summary: This presentation outlines the procedures for auditing all fixed assets in each area and completing the Fixed Asset Physical Inventory Report.
For assistance, please contact Lea Medina
Fixed Asset Equipment Disposal
Presenter: Erwin Harianto
Presentation Date: March 2026
Duration: 4 min, 11 sec
Summary: This training video explains the procedure for completing the Fixed Asset Equipment Disposal form.
For assistance, please contact Lea Medina
Fixed Asset Equipment Acquisition
Presenter: Erwin Harianto
Presentation Date: March 2026
Duration: 4 min, 28 sec
Summary: This video explains the procedure for completing the Fixed Asset Equipment Acquisition form.
For assistance, please contact Lea Medina
Interdepartmental Property Transfer Form
Presenter: Erwin Harianto
Presentation Date: March 2026
Duration: 3 min, 32 sec
Summary: This presentation explains the procedure for completing the Interdepartmental Property Transfer Form.
For assistance, please contact Lea Medina