Coronavirus Information from Administration & Finance

Administration & Finance COVID-19 Information

Throughout this COVID-19 outbreak many Cal Poly community members remain working, whether that be on campus or remotely, to ensure that essential operations of the university continue to function and to make sure that all students, faculty and staff are safe and healthy. This page will be frequently updated with information important to the staff, on and off campus, who continue to be affected by this change.

Also know that the Employee Assistance Program is available for all A&F employees. These programs offer confidential support for a variety of concerns, including emotional, relationship, health, legal and workplace issues. Information, resources and tools are available by calling 1-800-367-7474 and visiting the EAP website.

A&F Operations

Service hours

During this time of transition departments within Administration & Finance are maintaining a variety of schedules to support campus operations and students. Most departments within Administration & Finance are operating virtually. Staff continue to work remotely and are available via email, telephone and Zoom, as appropriate. Due to the reduced on-campus population and out of an abundance of caution, departments have limited in person service hours to the minimum required to maintain campus operations. These are listed below:

Student Accounts:

Campus deposits can be dropped off at the Cashier’s Office Drop Box or Student Accounts window Monday through Friday 9 a.m. to noon.

Cal Poly Police Department:

Safety and security services to the campus will maintain 24/7 with support from dispatch communications. The Lobby remains open 24/7 for police assistance by utilizing the lobby phone for direct contact with a police dispatcher.

Facilities Management and Development Customer Business Services:

Limited staff will be available Monday through Friday from 7:30 a.m. to 4 p.m. to assist with phone calls, walk-ins and work orders.

Distribution Services:

Delivery of mail and package services will continue daily starting at 9:30 a.m. unless a hold request has been granted. A staff member will be present from 8 a.m. to 5 p.m. at the warehouse to receive deliveries and answer phones. For more information visit the Distribution Services website.

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Human Resources

Hiring and Recruitment

Due to the impact of the COVID 19 crisis on campus operations, and per California State University System direction, all hiring and recruitment will be suspended until further notice. This does not apply to positions that have been offered and accepted and awaiting candidate acceptance letters. Staff and MPP positions currently posted will be inactivated. Exceptions will be considered for positions that are considered essential for ongoing campus operations or are necessary for campus safety. Department heads will need to carefully evaluate ongoing departmental needs. Any hiring actions submitted for consideration must be approved by the appropriate Division Vice President/Provost with final approval by President Armstrong.

Information related to faculty hiring will be issued by the Provost’s Office.

Student Assistants

Following guidance from the California State University System Office, any student assistant who was scheduled to work the weeks of March 16, 23 and/or 30, and are unable to perform essentials job duties remotely, will be paid for their scheduled hours through April 5.

Telework

In order to conform to the shelter-at-home orders from San Luis Obispo County and the Governor, telecommuting and working from home remain strongly encouraged when practical until further notice. However, the university remains open and essential employees are required to be on campus to ensure continuity of campus operations. Employees with a telework arrangement must be engaged in tasks related to their daily Cal Poly responsibilities. Department heads and managers should be in regular contact with these employees, providing appropriate guidance and engagement. Those unable to telecommute have been placed on administrative leave with pay.

If you are a manager, please review the telecommuting guidelines and COVID-19 telecommuting agreement at: https://afd.calpoly.edu/hr/forms.

COVID-19 Related Expenses

The California State University Chancellor’s office has issued guidelines for expenses incurred specifically related to the COVID-19 response. All expenses should have the class code COV19 added to the normal chartfield (Fund/Account/Dept) for that cost. If you have specific examples to discuss, please contact Dave Marshall, director, University Accounting and Reporting.

Paycheck Distribution

Paycheck Release Procedures for Tuesday, June 30, 2020

Out of an abundance of caution, the following modifications are being made to the paycheck distribution process for the June 30 payday.

The paycheck release timeframe is scheduled from 12:00 p.m. to 4:30 p.m. on Tuesday, June 30. In order to limit the number of employees present at any one time and increase the level of social distancing, paychecks will be released at different times based on the first letter of your last name from the University Cashiers office in the Administration Building as follows:

Last Names Tiime Slot Location
A-B 12:00 p.m. University Cashiers Office
C-D 12:30 p.m. University Cashiers Office
E-G 1:00 p.m. University Cashiers Office
H-J 1:30 p.m. University Cashiers Office
K-L 2:00 p.m. University Cashiers Office
M-Q 2:30 p.m. University Cashiers Office
R 3:00 p.m. University Cashiers Office
S 3:30 p.m. University Cashiers Office
T-Z 4:00 p.m. University Cashiers Office

If you are unable to pick up your paycheck by July 1, your paycheck will be mailed to the address listed on the Cal Poly portal. Please ensure your mailing address is updated by May 29. Be advised, it could take up to 10 business days to receive your check in the mail. In addition, if you have an off-cycle paycheck waiting for you, it will also be mailed if not picked up by July 1.

As a reminder, only paychecks that must be taken to the bank for deposit will be released. Direct deposit advices are available on Cal Employee Connect. Click on the Cal Employee Connect link to register. For additional information about Cal Employee Connect visit Payroll or click to access the Step-by-Step Guide.

Temporary Paid Administrative Leave Provisions during the Coronavirus Pandemic (COVID-19)

The Chancellor has granted use of paid administrative leave up to 128 hours effective March 23 through December 31, 2020 for employees unable to work for COVID-19 related reasons.

View the provision here.

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Strategic Business Services

To assist in this new remote working and learning environment, SBS would like to offer a few tips and Frequently Asked Questions about Payments, Procurement, Travel, and Distribution to help alleviate burdens and streamline your department’s operations in these areas.

Tips

Tip 1 - Contact Us

For questions or assistance please contact your dedicated Procurement and Payment representatives. They are available Monday through Friday during normal business hours.

Find your specialist.

Tip 2 - Procurement Methods

ProCards (up to $2,500) and Purchase Orders (over $2,500) are the most efficient and timely methods to procure and pay for goods and services.

Tip 3 - Procurements > $10,000

Procurements over $10,000 have an additional approval processes in place at this time. Please work with your dedicated Procurement Specialist to ensure streamlined processing for these procurements.

Tip 4 - Shipping In

Shipping items to a home address is an option on orders less than $1,000. Purchase using a ProCard, if possible, to reduce out of pocket expenses and additional reimbursement paperwork.

Tip 5 - Shipping Out

Shipping out packages on Cal Poly business does not require you to physically come to campus. Find information on UPS CampusShip accounts at: https://afd.calpoly.edu/distribution/sbs-ds-covid.

Tip 6 - Approval

AdobeSign is a quick, efficient and fully compliant way to route documents for approval

Find your P2P team:

Procurement Specialist and/or Payment Technician

FAQs - Payments

FAQs - Procurement

  • What is an “Essential Procurement”?

    Essential Procurements are those necessary to facilitate virtual learning, health, safety, continuing operations, or active construction projects.

  • Are there any additional approvals or delays in Procurement?

    Procurements over $10,000 have an additional approval process in place at this time. Please work with your dedicated Procurement Specialist to ensure streamlined processing for these requests.

  • Can technology be purchased on a ProCard?

    ProCards cannot be used for technology acquisitions with the exception of peripherals (keyboards, mice, and cables). Please direct your staff to their dedicated Procurement Specialist for software and hardware purchases.

FAQs - Travel

  • When can I travel?

    Cal Poly is extending the travel restriction through July 31, 2020. Only essential travel will be allowed. Any travel (domestic or international) requested after April 29, 2020 must be approved by the President. A memo from the President will be required for the travel to be considered approved. The President will consider the following when reviewing travel requests:

    • Necessity of the proposed travel, including consequences of postponing travel
    • Needs and preferences of the individual
    • Availability of safe and secure shelter at the destination
    • Availability of appropriate medical care at the destination
    • Assessment of risks associated with traveling versus risks of remaining in place

    Please see the Poly Travel site for more information on the process.

  • How do I request travel?

    Poly Travel can be used for all individual faculty or staff travel. If you need assistance or have questions related to Poly Travel, please contact Stephanie Albright at albright@calpoly.edu and she can provide training and support. All international travel shall be directed through the Cal Poly International Center.

  • Where can I get more information on travel?

    For more information regarding travel suspension and guidelines for essential travel go to: https://afd.calpoly.edu/travel/covid-19-travel-info. For more information regarding Poly Travel please go to: https://afd.calpoly.edu/travel/concur/. Keep checking these websites for updates.

FAQs - Distribution

Essential Expenditures

In an effort to preserve financial resources for strategic needs, leadership has directed managers to limit expenditures to those deemed essential and mission critical. Essential expenditures include those necessary to facilitate virtual learning, health, safety, continuing operations, or active construction projects.

ProCard

As of today, most ProCards have been suspended until further notice. A small number of cards remain open for use by designated staff for essential expenditures valued less than $2,500 (monthly limits are also set at $2,500 by default, but higher limits will be considered upon written request). ProCard cannot be used for technology acquisitions. Please direct your staff to their dedicated Procurement Specialist for software and hardware requirements. You are encouraged to establish internal controls and approvals to ensure ProCard spend is carefully managed. Please note that ProCard purchases cannot be shipped to an employee’s home address.

Procurement

Essential requirements over $2,500 should be submitted via requisition (PeopleSoft).

Travel

All international travel has been suspended. Domestic travel is strongly discouraged. However, if travel is essential, defined as mission critical, it requires approval from the appropriate Vice President or Provost. More information on this subject can be found at: https://afd.calpoly.edu/travel/.

Payments

To ensure our suppliers, faculty, and staff are paid in a timely manner, SBS offers the following recommendations:

  1. Go paperless: Submit all forms and supporting materials electronically as a single pdf file. As typical, be sure to include the chartfield string and authorized signature.
  2. Invoice review: Given short staffing in most departments, please revisit your procedures for receipt and review of invoices. Delay in approving invoices will result in delayed reimbursement and vendor payment.
  3. Direct deposit: Encourage all employees to sign up for direct deposit reimbursement (see https://afd.calpoly.edu/cprm/payment-services/docs/eft%20bpg.pdf).

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Facilities Management and Development

Facilities Operations including trades, landscape, custodial/moving and warehouse are in operation with limited staffing and will focus on the below operational priorities:

  • Campus Health and Safety support
  • Student Housing support
  • Critical Administrative Building and Facility support
  • Maintaining critical campus utilities (power, water, sewer, gas)
  • Support continuing capital (major and minor) projects

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Campus Events

In response to Governor Newsom’s directive, San Luis Obispo County Public Health Department, Center for Disease Control and Prevention (CDC), and CSU recommendations, all events with attendance or participation of 11 or more are canceled or postponed until May 10, 2020. All club sports and intramural sports have been canceled to ensure student-athlete safety. For more information please visit the Campus Events FAQ.

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Public Safety

Cal Poly Police Department (CPPD)

Due to the significantly reduced campus population, CPPD requests vigilance in ensuring buildings are secured and building entrance doors not propped open. Incidences of thefts and vandalism increase when the campus is sparsely populated.

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COVID-19 Updates From: