University Campus Programs FAQ

• Should I use campus mail or email to submit documents to University Campus Programs?

  Please scan and email all documents to ucp@calpoly.edu. Keep the paper documents in your department for as long as you feel is necessary. Please don’t send the documents via campus mail after you email them as it will result in duplicate transactions.

• When using a University Campus Program spending fund, what chart fields do I use?

  You will need to use a required chart field string consisting of a Fund number, DeptID, and Account number. Class, Program, and Project fields are voluntary but may be required internally by some departments and colleges. University Campus Program Fund numbers are five digits long beginning with a “6” or a “7”. Please see your department Administrative Support Coordinator, Administrative Analyst, or Accountant for the correct DeptID and Account number to use with your UCP Fund as well as any Class, Program, and Project codes that may be necessary.

• When using a University Campus Program spending fund, what type of approval do I need?

  All expenses, transfers, reimbursements, etc. using a UCP fund must include the approval of a UCP authorized signer or the Fund Director in order to be processed. Deans, Associate Deans, and VP’s are the only positions that may approve a UCP transaction in lieu of the Fund Director or listed signer.

• How do I gain access to Dashboards?

  Click on the Technical Service Request single click link in your Cal Poly portal. Choose the New CMS Account Request tab and follow the instructions.

• What is the available balance in my University Campus Program spending fund in Dashboards?

  Your available balance may be viewed in Dashboards by clicking the Finance link in the Dashboards drop down menu. Click on the My Trial Balance tab. Choose SLCMP for the Business Unit, enter the current fiscal year and current month, and enter the UCP number as the Fund. Click Apply. In the Show Column drop down box, choose Account Fdescr and click OK. Your available balance is the amount listed in account 103869-CPF-Due to (from) Other Funds, less any Accounts Payable. Please contact your department Administrative Support Coordinator, Administrative Analyst, Accountant, or the UCP Analyst with any questions about your available spending balance.

• When will I be able to see the current balance in my University Campus Program spending fund in Dashboards?

  The year-to-date spending transactions are available in Dashboards daily however, the net gift activity from the Foundation business unit feeds over to the UCP fund balance once a month. Incoming gifts, gift fees, and transfers of gift money are made in the Foundation business unit, which holds the UCP fund's cash. The Foundation Business Unit collects and tracks gifts throughout the month and at the end of each month the total gift revenue (netted with adjustments) is pushed out to the various UCP funds in account 503835-CPF-Gift Activity (Net). You will see the net gift revenue reflected in your Dashboards once each month is officially closed- usually by the second week of the following month. (e.g. If the month of January officially closes February 14th then the January gift activity from Foundation will be reflected in the UCP spending fund balance on February 15th).The net gift activity also rolls into account 103869-CPF-Due to (from) Other Funds, affecting your available spending balance

• Where can I find historical data for past fiscal years?

  You need to keep your access to IFAS/BOE active with CPC in order to find any historical data from past fiscal years prior to conversion in November 2014. Historical data from November 1, 2014 forward will be accessible in Dashboards.

• Is hosting/hospitality allowed through my University Campus Program spending fund?

  Possibly, as long as it is an allowable expenditure for the Fund, has a bona fide business purpose and complies with the CSU and University Hospitality policies. Please contact your department Administrative Support Coordinator, Administrative Analyst, Accountant, or the UCP Analyst to see if Hospitality is an allowable expenditure on your UCP fund.

• Where can I find information on University Travel?

  You can find information on University travel on the Travel Services page

• Where do I pick up Petty Cash?

  Please see the University Cashiers Office for all of your petty cash needs. University policies and procedures will be followed.

• How do I close a University Campus Program spending fund?
  If a UCP fund needs to be closed, please make sure the fund has a zero balance and send an email to ucp@calpoly.edu requesting fund closure. You will need to include the approval of the Fund Director to close his/her fund. If the Fund Director is no longer at Cal Poly then a Dean, Associate Dean, or VP will need to approve the fund closure.
• How do I clear a deficit in a University Campus Program spending fund

  If a UCP fund falls into deficit, the deficit may be cleared in one of the following ways:

  • Complete a Non-Payroll Expenditure Transfer Form to move specific expenses. Submit the expenditure transfer request form to to expendituretransfer@calpoly.edu in order to move an expense from a UCP fund to another State fund (e.g. another UCP spending fund or Miscellaneous Trust fund). The expense must be allowed in the fund you are transferring it to. Please include a third view of Dashboards showing the expense as support.
  • Transfer gift money to cover the deficit. Submit a Non-Payroll Expenditure Transfer Form to ucp@calpoly.edu in order to transfer gift money (lump sum transfer) from one UCP program to another UCP program. The donor purpose and allowed expenditures/restrictions of the UCP fund you are transferring money from must be honored in the fund you are transferring the money to. Please include a screenshot of the available balance of the UCP fund you are transferring money from. Contact the UCP analyst for a template to help complete this type of transfer since it will occur in the Foundation business unit.