CWUNewsNews Travel System Changes Starting July 19th, 18 Jul 2018 08:46:55<p>Starting July 19, our CWU MyCWU Travel system will have some new features.</p><p><br>1. The requirement to indicate if your travel is international or domestic.</p><p>2. The ability to submit non-travel reimbursements expense reports (such as personal petty cash requests).&nbsp; This new feature will replace the majority of MyCWU Petty Cash e-form requests currently being used. Our goal is to exclusively use the non-travel reimbursement expense report requests by the end of Fall Quarter 2018.</p><p><br><u><strong>More information on the non-travel reimbursement expense reports.</strong></u></p><p>No longer will you or your designee need to go to the Cashiers Office to pick up your petty cash funds.&nbsp; The funds will be transferred to the individual’s bank account just like regular travel requests.</p><p><em><strong>Note: </strong></em>The same rules apply for non-travel reimbursements entered through the MyCWU Travel system as petty cash requests. See below.</p><ul><li>You may request reimbursement only for those goods and/or services that were paid using PERSONAL funds. If a CWU purchasing tool (such as requisition/purchase order, procard) was used to make the purchase, you may NOT request reimbursement.</li><li>You are responsible for abiding by all state and University procurement regulations.</li></ul><p>To be reimbursed for anything OTHER THAN TRAVEL expenses, you must follow the below guidelines.</p><br><p>Non-Foundation funded Non-Travel Reimbursement Expense Reports that are considered petty cash payments through the MyCWU Travel system are authorized for the following:</p><p><br>(A) Most minor purchases of supplies and materials for CWU business.<br>(B) Meals and light refreshments at authorized CWU-sponsored events when prior approval is obtained and attached to Expense Report (ER).&nbsp; A memorandum of approval must be signed by an Appointing Authority in advance of the event and must include the speedkey, amount to be spent, the purpose of the event, and the estimated number of people attending the event. (See CWUP 2-40-200 State Funds for Entertainments, Public Relations, University Promotion and Recruitment).&nbsp; This expenditure may or may not be allowed with externally-sponsored grants or contracts (fund 145 or 146).<br>(C) Postage due on state mail.<br>(D) Parking fees if the purchaser was not in travel status. (i.e. meeting across town)<br>(E) Fuel purchases if the purchaser was not in travel status. (i.e. lawn mower or chain saw)<br>(F) Rail, air, and bus express charges when carriers demand payment at time of delivery<br>(G) Salary and wages when a signed Payroll Petty Cash Payment form is presented. (Payroll Office only) (In this circumstance only, the $200 limit may be exceeded).&nbsp; This expenditure is not allowed with externally-sponsored grants or contracts (fund 145 or 146).<br>(H) Computer Accessories up to $200 that meet the requirements for: (Computer Items approved for purchase using the purchasing card). Reference the Purchasing Card Handbook on the Purchasing Website.<br>(I) Subscriptions (i.e. magazines, newspapers, periodicals)<br>(J) Dues and memberships</p><p><br><em><strong>Note:</strong></em></p><ul><li>Non-Travel Reimbursement Expense Report may be used for CWU Foundation accounts following Foundation policies. Please contact CWU Foundation at ext. 2760 if you have any questions.</li><li>A <a href="/contracts/sites/">user guide</a> will be posted to the Travel and Accounts Payable website.&nbsp; If you have any questions, contact</li></ul></br></br></br></br></br></br></br></br></br></br></br></br></br></br>Fiscal Year 2019 Closing Dates are Now Posted, 17 Apr 2018 13:46:14<p>The Fiscal Year <a href="/contracts/sites/">2019 Closing Dates</a> are now posted for your review.&nbsp; Each area has provided contact information for questions you may have.</p>Revisions to the Purchasing Card Handbook, 17 Apr 2018 13:41:48<p>Attention Pcard Card Holders,</p><p>The Purchasing Card Handbook has been revised as of April 13, 2018.&nbsp; Please review the <a href="">revised copy</a>.&nbsp;</p><p>Some of the changes to the handbook include more information regarding Grant purchases, updates to who to contact for questions, and changes to items within special requests.</p><p>Please update any paper copies you may have in your office with the new handbook.&nbsp;</p><p>Our office would be happy to answer any of your questions regarding changes or other procurement questions.</p>Do You Need To Fill Out A Department Fiscal Manager Change Form, 03 Oct 2017 12:50:30<p>The Department Fiscal Manager Change Form simplifies making updates for fiscal approval workflow for departments.</p> <p>The Department Fiscal Manager is responsible approving transactions in the Financial System, such as travel, pro-card, and requisitions. MyCWU assigns the Department Fiscal Manager based upon position number. If a new person will be hired into an existing position no action is required.&nbsp; However, if a change to the person/position is needed for a department this will be the form to use (example new department chair).</p> <p>To request a change, use the new Department Fiscal Manager Change form in MyCWU at the following navigation:</p> <p>Main Menu &gt; Financial Management &gt; Employee Self-Service &gt; <strong>Dept Fiscal Manager Change</strong></p> <p>Select the Add a New Value tab and complete the fields marked with an *.&nbsp; Click Save and then Submit. After you submit the form, it will go through an approval process. Once the form is approved, the update is made in the HR system and fed to the FMS system overnight.<br /> Any Change Manager requests already submitted via the Fiscal Auth Delegation form will continue through that process.</p> <p>For additional information please call the FMS Team at x 2972 or submit a team dynamix ticket using the below link.</p> <p>To report an issue or request service in FMS:<br /> <a href="" target="_blank"></a></p> Announcing The New Online Personal Petty Cash Reimbursement Form, 29 Aug 2017 09:24:36<p>The Contracts/Procurement Department is pleased to announce the capability for you to be able to submit a personal Petty Cash reimbursement form through MyCWU.&nbsp;&nbsp;&nbsp;&nbsp;</p><p>After you submit your online form request, it will go through the approval process. Once the form is approved, you will then receive an email notifying you of the approval status.&nbsp; You can then take the approval email or sequence number of the form with your ID to the Cashiers Office to pick up the cash.</p><p><em><strong>The Cashier’s Office will no longer accept the paper petty cash reimbursement forms after September 15, 2017. </strong></em></p><p>Please find additional information regarding the <a href="/contracts/sites/">announcement</a> and a <a href="/contracts/sites/">helpful user guide</a>.</p><p>If you have questions about using this new online tool, contact Accounts Payable Office at x1985 OR x1986 OR x2334 or email</p>Fiscal Year 2017 Closing Dates Are Now Posted, 02 May 2017 08:45:23<p>The Fiscal Year 2017 Closing Dates are now posted for your review.&nbsp; Each area has provided contact information for questions you may have.</p>Travel/Requisitions/PCard Entry (Operating Unit Will Default to “0”), 28 Jun 2016 13:14:29<p><span style="line-height: 1.4;">For efficiency and streamlining of data processing, the University will only be using the single value of “0” beginning fiscal year 2017 (July 1, 2016).&nbsp; The new chart of accounts functionality provides information that the operating unit was used for in the past.&nbsp;</span></p><p>All Pcard transactions that post on 7/01/2016 or later should be reviewed with operating unit “0”.&nbsp; If you have any questions, contact Purchasing at (509-963-1505).<br>For entering Travel and Requisitions accounting detail information, you will only need to enter the Speed Key.&nbsp; The Operating Unit field will default in as “O” after you enter your Speed Key.</p><p><br>User guides for Requisitions and Travel will be updated to indicate the new information.<br>For requisition questions, please contact Purchasing Office (509-963-1002) or email</p><p><br>For travel questions, please contact the Travel Desk (509-963-1986) or email <a href=""></a>.</p><p><br>There will be a transition period and reports may show the old operating units and the new value of 0.&nbsp; If you have questions, please feel free to contact Chris Huss at x1997.</p></span style="line-height: 1.4;"></br></br></br></br></a href=""></br>CWU Purchasing Card (PCard) Handbook has been Updated, 28 Mar 2016 12:01:23<p>The CWU Purchasing Office has updated the Purchasing Card (PCard) handbook.&nbsp; You can find the current copy at the below link.&nbsp; There are many updates to the document that you should find helpful on getting the most use out of your Purchasing Card. <a href="" target="_blank"></a></p><p><br>Some of the updates include:</p><ul><li><span style="line-height: 1.4;">Information about how to request pre-approval for “special request items” through the </span>MyCWU<span style="line-height: 1.4;"> online form.&nbsp; Review the list of items that you can request pre-approval to purchase on your Purchasing Card.</span></li><li><span style="line-height: 1.4;">Updates to allowable purchases</span></li><li><span style="line-height: 1.4;">Updates to restricted purchases</span></li><li>Information about the preparation of monthly supporting materials for approval by your AO</li><li>Information about the FMS nVision reports</li><li>Instructions for using the online MyCWU form to request additional Speedkeys to be added to your existing PCard.</li></ul><p>&nbsp;</p><p>If you have any questions, please contact the Purchasing Office at 963-1002.</p></br></span style="line-height: 1.4;"></span style="line-height: 1.4;"></span style="line-height: 1.4;"></span style="line-height: 1.4;">New Online PCard Forms, 28 Mar 2016 11:59:26<p>The CWU Purchasing Office has streamlined the process for requesting a PCard.&nbsp; Requests can be made through <strong>MyCWU &gt; Employee Tab &gt; Purchasing &gt; Purchasing Card Application.</strong></p><p>&nbsp;</p><p>The PCard program is available to all University departments, with the card actually issued to an employee.&nbsp; All applicants will be required to complete the MyCWU online application, and complete procurement training.</p><p><br>For current PCard holders, we have simplified the process to modify your PCard Information such as requesting new SpeedKeys to be added to your existing PCard, requesting different spending limits, etc.&nbsp; You can request these changes through <strong>MyCWU &gt; Employee Tab &gt; Purchasing &gt; Modify PCard Information.</strong></p><p><br>If you have any questions on these new forms, please contact Charity Thornton in the Purchasing Office ( at 963-1002.</p></br></br>New Improved Purchasing Standard Agreement Form, 18 Dec 2015 09:19:10<h3><span style="font-size: 12px; font-weight: normal; line-height: 16.8px;">The CWU Contracts/Purchasing department has updated the current Standard Agreement Form.&nbsp; If you use this form, please update your template to use the new improved form.&nbsp; The new form can be found by going to the Purchasing website, clicking on Contracts, and click Standard Agreement Form.</span></h3><p><br><span style="font-size: 12px; font-weight: normal; line-height: 16.8px;">Starting December 1, 2015, the Contracts/Purchasing department will be requesting departments to use the new form.</span></p><p><span style="font-size: 12px; font-weight: normal; line-height: 16.8px;">If you have any questions or would like the CWU Contracts staff to review the new form with you, contact Shellie Snyder at <a href=""></a> or 963-2324.</span></p></span style="font-size: 12px; font-weight: normal; line-height: 16.8px;"></br></span style="font-size: 12px; font-weight: normal; line-height: 16.8px;"></span style="font-size: 12px; font-weight: normal; line-height: 16.8px;"></a href="">