This site includes training resources and job aids provided by the Office of Fiscal
Services. For questions and additional information, please submit a request.
The budget education sessions are an effort to provide access to important financial data that makes the budget and associated processes transparent and accessible. Topics covered include the University System of Georgia Budget Cycle and a review of the KSU FY24 budget. This session also highlights the current Governor’s proposed budget’s impact on the USG and KSU’s budget priorities.
The budget education sessions are an effort to provide key elements on how the budget
is funded and developed. The budget 201 session dives into some additional depth of
university budgeting and position management.
KSU has a responsibility to ensure legislatively allowed carry forward funds are administered
and maintained at an appropriate level. The Chief Financial Officer (CFO) is responsible
for defining and maintaining the appropriate level of carry forward for each fund,
and for holding the respective units accountable for managing to those approved levels.
Those levels have been defined, approved by the President, and shared with the Chancellor
and his staff. Effective for FY24, the attached represents the guidelines for the
strategic management and use of carry forward funds.
KSU adheres to all policies set by the University System of Georgia and Board of Regents. In a select few cases, KSU has determined the need to expand on the language set in the state policy and has documented such instances at KSU’s internal policy page. University System of Georgia policy and business procedures can be located at the below.
Cashiers Cannot Accept a Deposit without a Completed Deposit Transmittal
All money received should be deposited to the Bursar’s Office daily (located in Kennesaw Hall). Do not forward any deposit through campus mail. Note our busy time of the day is from Noon to 3:30 pm, and there may be a longer wait for service.
Hours of Operation: Monday-Friday, 8:00 am-5:00 pm.
Deposit Transmittal (available on-line)
Complete top part of deposit transmittal accordingly.
Indicate detail codes and total amount to be deposited into this account.
Note – It is not necessary to itemize each item if they are for the same detail code
Add all amounts and indicate this total on the total line in middle of form.
Complete bottom half of transmittal by indicating total of each money type.
Add all amounts of money type(s) and indicate this total on the Total Deposit line.
Note – Both totals must equal.
If not, any over/ short must be indicated on bottom of transmittal.
Note – Any overages/shortages in excess of $5.00 must be acknowledged with an explanation from the department head
Money
All money turned in with deposit must be sorted by money type.
Checks must be payable in United States currency and drawn from a financial institution
located in the United States of America (the University reserves the right to determine
the acceptability of all checks).
Checks must be endorsed with department stamp or manually written. (For deposit only – Dept name)
Checks are bundled together with two calculator tapes.
Credit Card Charges are bundled separately with one calculator tape.
Cash is also bundled separately with one calculator tape (Coins must be rolled, if
enough)
Petty Cash Fund Procedures
Per Section 2 of the Board of Regents Business Procedures Manual, Petty Cash is definite funds established for small purchases, controlled and accounted
for as imprest funds, the total composition of which must always equal the amount
of the fund. The composition of a Petty Cash Fund usually includes cash, petty cash
vouchers representing disbursements from the funds, and checks. Included also in this
account would be the various change funds on campus, e.g., Bookstore, Dining Hall,
Vending Machines, Change Machines, etc.
BPM Section 21 states that institutions using petty cash will need to have the following in place:
Petty cash application and approval process
Procedures for opening a petty cash bank account
Reconciliation guidelines
Closeout guidelines
Management, record-keeping, and reimbursement procedures
Pursuant to BPM, these procedures establish the steps to be followed in the management
of Kennesaw State University petty cash and project advance funds. The procedures
cover the following topics:
Fund Establishment
Type of Petty Cash Funds
Expenditures
Replenishment/Reconciliation
Change of Custodian
Cash Audits
Criminal and Consumer Credit checks
Security Guidelines
Closing of Fund
The department requesting establishment of a Departmental Petty Cash Fund must designate
someone within the department as the custodian of the fund. The designated employee
must be classified as a full-time, permanent employee. Part-time, temporary employees
or student assistants cannot be custodians. The Request for Petty Cash Fund form must be completed and submitted to the Bursar's Office for approval and establishment
of the account.
All Petty Cash custodians are required to have a criminal and consumer credit check.
After approval of the Bursar, the Cashier Supervisor will forward the Petty Cash Request
Form to Human Resources (HR) and request a criminal and credit background check. HR
will confirm the completion of the credit and criminal background check or if a current
(less than two years) background check is on file and is sufficient.
A Fund Custodian is required to sign a Fund Agreement, taking personal responsibility
for the Fund including:
Use of funds for approved purposes only
Keeping accurate records that meet all requirements
Keeping the funds and records in the approved location listed on the Fund Agreement
Form
Accounting for all sums/documentation at all times
Ensuring that there are adequate funds in the budget to cover expenses.
Upon approval, the Custodian submits an OwlPay Payment Request to Accounts Payable and a check will be issued to the Bursar’s office. The Bursar’s office reaches out to the custodian, cashes the check and issues the funds to the custodian. A KSU ID is required before funds are issued. Upon acceptance of the funds, the custodian will sign the agreement box on the Request for Petty Cash Fund form. The custodian of the fund is responsible for ensuring that expenditures made from the fund within their custody comply with all State, BOR and KSU policies and procedures. The custodian of the fund is also responsible for ensuring that funds are adequately safeguarded (refer to Security Guidelines below).
If changes to the established fund amount or custodian become necessary, a new Request for Petty Cash Fund form must be submitted to the Bursar’s Office noting the existence of the current petty cash fund and the request for an increase or decrease of funds and/or change of custodian.
Petty Cash Funds are classified into one of three groups:
Departmental Petty Cash Fund – Limited to $250.00
Departments may request approval to establish departmental petty cash funds to reimburse
allowable petty cash expenditures, which are further defined below. Departmental petty
cash should only be used for small dollar purchases for which the goods or services
are received at the time of purchase. If allowable, a purchasing card is the preferred
method for making small purchases.
Change Fund – Fund Limit is established by the Bursar in consultation with Users – Auxiliary Services, Box Offices, Teachers Resource and Activity Corner, Sports & Recreation Center
Change Funds are used to give change to customers when they are paying for goods or
services. With few exceptions, these funds are typically held in Auxiliary departments.
No other activity should take place within change funds.
Bursar's Office Petty Cash Fund – Fund limits are approved by the Controller.
These funds can be used to fulfill change orders for departmental change funds; replenishment
of project advance/petty cash funds, expense reimbursement checks from KSU; cash faculty/staff
personal checks; or issue salary advances (Controller or designee approval required).
The person who will serve as Custodian must contact the Bursar’s Office and will be required to describe the nature and purpose of the fund activities. Once verbal approval is received from the Bursar’s Office, the Custodian may complete the Petty Cash Fund Request. The Custodian must obtain the signatures required on the Form. When all signatures are obtained, the Custodian or Department designee will submit an OwlPay Payment Request to Accounts Payable. Accounts Payable will issue a check, which the Custodian will cash at the Bursar’s Office. Allow up to three days for the funds transfer to appear in the bank account.
Fund disbursements should never exceed the “Requested Amount of Fund” listed in the Form.
Petty Cash purchases are subject to State Procurement, Travel and University system
regulations. It is the responsibility of the department, fund custodian, and employees
making such purchases to be familiar with the regulations regarding such purchases.
The same purchasing restrictions apply to the use of petty cash as to the use of purchase
orders and the University purchasing card with regards to prohibited commodities.
Petty Cash funds should not be used to cover employee expenses, local or otherwise.
Items that should not be purchased using petty cash include:
Catering (food and beverages may be purchased if in compliance with food policy; see
BPM section 19.8; food approval form required)
Payment for Personal Services of any kind
Rent
Sales Tax (tax exemption certificate must be provided to vendor at time of purchase).
Repetitive purchases in the same day from the same vendor totaling more than $250
will be considered a violation of University procedures. Violations of petty cash
procedures may result in non-reimbursement or fund closure.
Payment to the supplier may be made in cash from personal funds of authorized personnel
for reimbursement from the Petty Cash Fund or from funds withdrawn from a departmental
petty cash fund.
Stringent controls on disbursement of cash by the Fund Custodian are required. All
cash disbursements must be made in the presence of a KSU employee who shall serve
as a witness to the disbursement. All persons to whom money are disbursed must sign
a receipt/receipt log at the time of the disbursement acknowledging receipt of the
actual disbursed amount. The KSU employee who witnessed the disbursement must sign
the receipt/receipt log as witness to both the disbursement and signing of the receipt/receipt
log. The Custodian processing the disbursement may not serve as the witness. The disbursement
and signing of the receipt/receipt log must take place as one transaction and having
the disbursement or signing of the receipt at different times is not permitted.
Petty Cash purchases may be reimbursed to an authorized employee or departmental agent
with the submission of an approved petty cash reimbursement request, with the receipts
attached.
In both cases, personal funds reimbursement from Petty Cash and withdrawals from the
Petty Cash fund, must have the appropriate documentation. With one exception, (described
below) all receipts submitted for reimbursement to the employee and by departmental
petty cash fund custodians for reimbursement to the fund) should have the following
characteristics:
The receipt should be an original, machine generated receipt; it should not be a carbon copy or a photocopy.
The receipt should contain the vendor’s name machine printed thereon.
The receipt should show the date of the purchase, as well as the quantity, description,
unit price and extension of each item purchased.
Receipts should be affixed to a piece of paper for scanning purposes. It is highly
recommended that one receipt per page is attached and each page is numbered. The page
number should correspond to the summary sheet. The summary sheet should include the
following:
Date of receipt
Amount
Account
Chartstring/Speedchart to charge the expense.
University personnel must provide a tax exemption certificate at the time of the purchase to eliminate sales tax from being charged.
Exception: In those instances where the receipt is not machine generated or the vendor’s name is not machine printed on the receipt, the receipt should be marked “Paid” and carry the signature of the vendor’s representative and the name of the vendor. It should be a formal receipt – not merely a slip of blank paper on which the information has been written.
If the receipt is missing, a Missing Receipt Form, located on the Fiscal Services website, must be completed.
Replenishment of departmental petty cash funds must be initiated via OwlPay, with detailed receipts (see Payment to Suppliers above) attached as backup. Receipts must be submitted for replenishment monthly, at a minimum. The check is sent to the Bursar’s office and the Bursar will notify the custodian once the funds are available for pickup.
Departmental Change Fund denominations may be replenished through the Bursar's Office.
For larger change funds, change orders from the bank can be coordinated through the
Bursar's Office. The request must be submitted 48 hours in advance of need.
To change Custodian, the Petty Cash should be closed and a new fund (with the new
Custodian) opened using the Petty Cash Request Form.
Unannounced petty cash counts on all petty cash funds are performed monthly by the Bursar’s Office for Departmental Petty Cash and Change Funds. The Custodian or a delegate must be present when the count is performed by Bursar’s Office personnel. Copies of unreimbursed receipts or pending reimbursements must be available to ensure receipts are submitted in a timely matter and all funds are accounted for. Both parties will sign and date the cash count sheet when completed. While the custodian or delegate may request a copy of the count sheet, the original is retained on file at the Bursar’s Office.
Custodianship of a petty cash fund is a fiduciary responsibility; therefore, custodians
must commit to securing and managing the funds in addition to being available for
the unannounced cash audits.
Unavailable for Audit
Custodians who are unable to commit or are not available to meet the Bursar’s Office personnel on two (2) successive cash count attempts in a month will be required to surrender their petty cash or Three postponements of the random monthly cash count in a year will be required to
surrender their petty cash.
Prohibited Purchases (see Section IV - Expenditures from Petty Cash Funds) identifies prohibited purchases from petty cash funds. Failure to comply with these requirements will result in suspension of the Custodian rights to hold the funds. Funds will be surrendered to the Bursar’s Office until another Custodian is selected and passes the criminal background check and the consumer credit check.
Theft of Funds - Inform the Public Safety Department of the theft.
Once a report has been issued, forward a copy of the police report to the Bursar’s Office.
If the theft occurred due to the Custodian’s failure to follow security guidelines stated Section XII – Security Guidelines of these procedures, the balance of the funds will be surrendered to the Bursar’s Office and a new Custodian must be selected by the Department. The Department’s Petty Cash Fund will be reestablished once the selected employee fulfills the requirements for custodianship.
Funds that are not returned or accounted for in following with University, State or
Board of Regents policies will be considered an employee receivable. If this amount
is not paid to the University within 15 days of notification, the amount due will
be collected through payroll deduction, as noted in Section 10.1.2 of the Board of Regents Business Procedures Manual.
Failure to comply with any or all petty cash policies and procedures will result in disciplinary action up to an including suspension of the fund for a stated time or closure of the petty cash fund and the return of the full authorized amount to the Bursar’s Office.
Petty Cash Custodians are required to have criminal and consumer credit checks in
order to receive and handle cash funds. Employees with a current (less than two years)
criminal background check on file will only need a credit check. The Cashier Supervisor
will notify Human Resources of the new custodian to request a background check. HR
will confirm once completed or if a current background check on file is sufficient.
The department is responsible for the cost of the criminal and/or consumer credit
check.
HR will notify the Bursars’ office if the employee passed or failed the criminal background and consumer credit checks. If the employee did not pass the criminal or consumer credit check, the department will need to substitute another employee for HR to conduct the criminal background and consumer credit check as the replacement custodian. The Request for Petty Cash Fund form will need to be resubmitted to the Bursar's Office for the new custodian.
Petty Cash custodians must adhere to the guidelines for safeguarding the petty cash
fund:
Petty cash must be held in a locked cash drawer or locked cash box. For security reasons, a smooth metal finish box is recommended. A primary key to the drawer or box must be held by the custodian while a secondary key should be held by the department head or delegate for emergency purposes and monthly audits by the Bursar’s Office.
In the event the authorized custodian has a scheduled or unscheduled absence, a temporary
custodian can be assigned by the department head. Funds must be counted in the presence
of the custodian or department head (or his/her designee) before the funds are used
by the temporary custodian and upon return of the authorized custodian.
The total amount of the petty cash fund should always equal the cash on hand plus
any unreimbursed receipts. All overages and shortages must be reported to the Office
of Fiscal Services (OFS) on the petty cash count sheet. If the Department Head or
OFS feel it is warranted based on circumstances surrounding a shortage, Internal Audit
may be contacted to investigate. If Internal Audit determines the custodian was negligent
in their duty to safeguard the petty cash, the custodian may be held liable for replacement
of uninsured losses.
Department petty cash "change funds" should be counted daily by the custodian or delegate.
Petty cash funds should always be kept separate from other cash receipts. To discourage
thefts, avoid dispensing money from the petty cash box in the presence of the person
requesting money.
Where possible, keep the locked box in a limited access locked drawer, safe, or file
cabinet. Funds must be secured each time the custodian leaves the office. The keys
to the box and file cabinet, safe, or drawer should be kept in the possession of the
custodian, not left in desks or in the office overnight. The custodian and department
head may be held jointly liable for uninsured losses that occur as a result of negligence.
In the event of a theft of petty cash funds, the custodian should immediately notify the Kennesaw State Public Safety Department and the Bursar’s Office. Incident reports from the Public Safety Department will be distributed within three days of the theft to the Department Head and the Office of Fiscal Services.
Custody of a petty cash or change fund cannot be transferred. Upon departure/termination of the custodian, keys to the secure petty cash area must be returned to the appropriate personnel and funds returned to Bursar’s Office.
A final count and submission for replenishment should occur prior to the custodian’s termination date.
The new custodian will obtain the fund at the Bursar's Office and sign the agreement
box of the Petty Cash Fund Request Form.
In the event that a fund is to be closed voluntarily, the following steps must be
followed by the custodian:
Notify the Bursar's Office of the intent to terminate the account.
Prepare final replenishment request.
Submit all cash on hand and final cash count to the Bursar¹s Office.
The Bursar's Office will review the final cash count and close the fund. Termination
of the funds will be noted on the original establishment form and a copy will be forwarded
to the custodian by mail.
Cash payments and Gift Cards - Reportable to the IRS. The majority of these transactions are de minimus (generally less than $25 per transaction). Current IRS regulations require reporting of earnings of $600 or more received from a single source within a calendar year. The vast majority of these transactions distributed to a single individual, from KSU, will never reach that threshold. However, if the total per person/human subject exceeds the $600 threshold, within the calendar year, Office of Fiscal Services – Accounts Payable will need to be notified so that a 1099 is created.
Petty Cash – Petty cash is a small amount of cash on hand that is used for paying small amounts owed for allowable expenses (see restrictions in Section V – Expenditures from Petty Cash). Petty cash is used for small dollar purchases for which the goods or services are received at the time of purchase. It is also referred to as a petty cash fund. The person responsible for the petty cash is known as the Custodian.
Backup
Attach any backup necessary to reference the deposit.
Yellow copy of receipt (Receipt book must accompany deposit for verification) Check stubs Explanation of deposit Cash register tape(s)
The Financial Reporting Team is responsible for the accurate & appropriate reporting
of the financial statements, daily transactions, monthly reconciliations and recordkeeping.
FLEx Accounting 101 – Provides an overview of accounting fundamentals related to fund groups, understand chartfield segments, as well as understand different accounts.
Excel: Pivot Tables, Pivot Charts and Data Analysis Tools – Microsoft Excel provides numerous tools that are useful in analyzing large amounts of data. Learners can expect a foundation in creating pivot tables, pivot charts, sparklines and slicers.
Simple Journal - Job Aids
Please access the Simple Journal Tile for Intercompany Transactions via GeorgiaFirst Financials.
The OneUSG Connect Self-Service Portal can help with all of your service needs. Using this self-service portal, you can:
Search the new OneUSG Connect Knowledge Base for answers to questions you have. The Knowledge Base can be found by clicking on
this link: OneUSG Connect Knowledge Base
Locate job aids that were on OneUSG Connect and the KSU MSS websites
Locate some useful Fluid Time and Absence Job Aids
The red Help tile on your Employee Self Service landing page will also take you to the self-service portal where you can search the ‘Knowledge Base’ for more job aids, resources, and videos that will assist in answering additional questions you may have. The Employee Self Service page can be found by visiting this link: OneUSG Connect Portal
Procurement and Payment Services
Accounts Payable
Schedule and Registration
The current accounts payable training sessions and registration information is available
through the KSU OwlTrain system.
How-To Guides
Please access the Payment Request system (for submitting Payment Requests to the Accounts
Payable Team) via GeorgiaFirst Financials.
Note: Only users with AP Inquiry access in PeopleSoft, which typically includes Business Managers, Business Ops Professionals, and some others, can check payment status in PeopleSoft.
Budget/Project Manager Setup Changes - Contact budget@kennesaw.edu for changes to budget owners and project managers.
Business Manager Setup Changes - Contact service@kennesaw.edu for changes to business managers.
Can't Log In - If you are an approver and can no longer log in, you likely did not resubmit for
PeopleSoft Access. This is done annually, please fill out the access form to gain access again.
Requisition/PO Status - If you'd like to know the status of your requisition or purchase order, here's
how you can search for it in PeopleSoft.
Signature Delegation Authority Form (Alternate Approver) - If you will be out of office for an extended period of time, please fill out a delegation
form to set another approver in your place (they must already have an approver role
in PeopleSoft Financials).
Financial speed keys are available via a SAS report at the following link:
Select the "View Report" button (bottom right of screen) to see the Speed Keys Report.
Definition:
speed key: a short-cut alpha-character notation for entering a full chart string number consisting
of department ID, fund, program, class, and/or project ID, which is used as part of
an accounting entry. In PeopleSoft, it's called speedchart or speedtype, or an account
code in ADP.
Receiving Assets - If the item you are receiving is categorized as an asset, use this job aid. Receiving via Purchasing (as the original Requester) - This is the normal way a requester who submitted an order will receive the item(s)/service(s). Receiving as a Non-Requester - If you need to receive an item that you did not submit the request (requisition)
for, use this job aid. Undo Received Status - If you need to undo the receiving status of a requisition, or to update an existing
receipt to the correct quantity or price, follow these steps.
Accounting Date Error - Please contact your Buyer Partner or email kennesaw.service-now.com/ofs to have the accounting date updated so you can make edits to your requisition.
Adding Lines to a Requisition - If you've submitted a requisition and realize you need to add additional lines,
use these steps to do so.
Budget/Project Manager Setup Changes - Contact budget@kennesaw.edu for changes to budget owners and project managers.
Budget Reference Error - If you receive a budget error message, it means you have submitted the incorrect
fiscal year.
Business Manager Setup Changes - Contact service@kennesaw.edu for changes to business managers.
Cancelling a Requisition - If you need to cancel a requisition due to no longer needing it or accidentally
creating a duplicate, these steps show you how.
Can't Log In - If you are an approver and can no longer log in, you likely did not resubmit for
PeopleSoft Access. This is done annually, please fill out the access form to gain access again.
Changing Ship To Location: If you need to change the Ship To location on a requisition, follow these steps.
GeorgiaFIRST Marketplace Error - If you are trying to issue a requisition through the GFM and receive an error, follow these instructions to make sure you followed the correct path.
Access to a State of Georgia Purchasing Card (P-Card) is managed by the Office of
Procurement, P-Card Program Team. The following job aid provides instructions on how
to request a KSU Purchasing Card and/or P-Card Works access, as well as information
on how to change access for existing P-Card holders:
How to Submit a Contract via the CMS: To access documentation that will walk you through how to submit a contract request
in the Contract Management System, please visit the UITS Documentation Center. In the left pane menu, select KSU Applications, then choose Contract Management System.
GeorgiaFIRST Financials (ePro or PeopleSoft) Trainings and Documentation
Enterprise Reporting and Training (ERT) offers monthly ePro training for new and existing approvers and requesters.
The PeopleSoft Financials Access Form is needed in order to access KSU's financial
systems. In order to access this form, you will need to have access to KSU Connect
and have a Buckley Form on file. Additional information can be located here. If you
have any questions or concerns, please reach out to peoplesoftaccess@kennesaw.edu.
USG's PeopleSoft Financials ePro and GeorgiaFIRST Marketplace Online Training
University System of Georgia (USG) offers an online training series for PeopleSoft Financials ePro and GeorgiaFIRST MarketPlace. The following videos will explain how to create and approve GeorgiaFIRST Marketplace and Special Request requisitions.
This is a hands-on training session for users who are new to SAS Financial Reports.
Topics include report navigation, sorting, filtering, saving, and understanding the
data. You must have a SAS user account and approval to view financial information
before taking this class. Access the Financial Report request form.
Upcoming Dates
This SAS training is designed for users with SAS experience. Students will learn how
to create their own reports including report design utilizing tables and graphs, formatting,
totals and group breaks. You must have a SAS user account and approval to view financial
information before taking this class. Access the Financial Report request form.
Year-End Deadline: Requisitions $25,000 to $99,999.99
All Day
Deadline to have all requisitions $25,000 to $99,999.99 requiring a formal solicitation, i.e., RFQ, Sole Source, Consortia, including One-Time Funded projects.
Year-End Deadline: One-Time Funding Requisitions - $25,000 or More
All Day
Last day for one-time funding requests - $25,000 or more.
+1
AI Fair, Apr. 1–3
10:00am
Kennesaw State University is excited to host the 2025 KSU AI Fair, a dynamic three-day event dedicated to exploring artificial intelligence (AI) and its transformative impact on teaching, research, and operations.
The AI Fair will feature:
Expert Talks: Gain insights from leading AI researchers and industry pioneers.
Hands-on Workshops: Develop practical AI skills through immersive sessions.
Networking & Collaboration: Connect with colleagues as well as AI experts.
All KSU faculty and staff are welcome—no prior AI experience needed.
Take advantage of this exciting opportunity to be part of KSU's AI journey!
2
Wednesday
AI Fair, Apr. 1–3
8:00am
Kennesaw State University is excited to host the 2025 KSU AI Fair, a dynamic three-day event dedicated to exploring artificial intelligence (AI) and its transformative impact on teaching, research, and operations.
The AI Fair will feature:
Expert Talks: Gain insights from leading AI researchers and industry pioneers.
Hands-on Workshops: Develop practical AI skills through immersive sessions.
Networking & Collaboration: Connect with colleagues as well as AI experts.
All KSU faculty and staff are welcome—no prior AI experience needed.
Take advantage of this exciting opportunity to be part of KSU's AI journey!
3
Thursday
AI Fair, Apr. 1–3
8:00am
Kennesaw State University is excited to host the 2025 KSU AI Fair, a dynamic three-day event dedicated to exploring artificial intelligence (AI) and its transformative impact on teaching, research, and operations.
The AI Fair will feature:
Expert Talks: Gain insights from leading AI researchers and industry pioneers.
Hands-on Workshops: Develop practical AI skills through immersive sessions.
Networking & Collaboration: Connect with colleagues as well as AI experts.
All KSU faculty and staff are welcome—no prior AI experience needed.
Take advantage of this exciting opportunity to be part of KSU's AI journey!
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Friday
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Saturday
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Sunday
7
Monday
8
Tuesday
Budget Education Sessions 201
10:00am
at KSU Center, 300
Budget Education Sessions 201
The budget education sessions are an effort to provide key elements on how the budget is funded and developed. The budget 201 session dives into some additional depth of university budgeting and position management.
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Wednesday
10
Thursday
March P-Card Sign-off approvals and statements due
All Day
Sign-off approvals due in WORKS for March cycle. Statements due by 4:00 PM
ePro New User Training for Requesters: April 16, 2025
2:00pm
Read below before registering for the class.
A Financial Systems Access Form is required prior to gaining access to PeopleSoft and its related applications. Be sure to register for an account before signing up for this class, this will make it much easier to follow along and ask any additional questions that you may have.
Be sure to click the above Percipio link above to register for this hands-on training session for ePro Requesters.
You can visit this link for any additional information, including instructions on how to gain access to ePro.
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Sunday
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Tuesday
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Thursday
SAS Training for Intermediate Financial Users: April 24, 2025
2:00pm
This SAS training is designed for users with SAS experience. Students will learn how to create their own reports including report design utilizing tables and graphs, formatting, totals and group breaks. You must have a SAS user account and approval to view financial information before taking this class. The Financial Report request form may be found here: https://fiscalservices.kennesaw.edu/docs/FinancialReportingDataWarehouseUserAccountRequestForm.pdf.
25
Friday
April P-Card Cycle Ends
All Day
April P-Card Cycle Ends (3/28/2025 to 4/25/2025)
26
Saturday
May P-Card Cycle Begins
All Day
May P-Card Cycle Begins (4/26/2025 to 5/27/2025)
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Sunday
28
Monday
29
Tuesday
Accounts Payable: Invoices Dated 4/25/25 and Prior Due
All Day
Payment Requests & Invoices** (fully approved) dated through 4/25/25.
Year-End Deadline: Travel Requests (End date through 6/13/25)
All Day
Deadline to have all fully approved Travel Requests submitted for trip end date through 6/13/25 or prior.
30
Wednesday
Re-Allocations in WORKS for April Cycle (3/28/2025 to 4/25/2025) due
All Day
Re-Allocations due in WORKS for transactions dated 3/28/2025 to 4/25/2025
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Thursday
2
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3
Saturday
May 2025
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
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Thursday
Year-End Deadline: Requisitions $24,999.99 or less
All Day
Deadline to submit special requisitions for $24,999.99 or less.
GeorgiaFirst Marketplace will remain available through the ePro cutoff date announced by the University System of Georgia.
Special Requisitions after this date will be for One-Time funded projects only, not college or department operating budgets.
FY 25 SHARE supplier requests due to KSU Vendor Registration. This allows the supplier requests processed by the University System of Georgia to meet the fiscal year-end deadline for any requisitions issued to new suppliers.
Please note that we will still accept requests submitted after this date, but the request is not guaranteed to be fully processed in time to meet the year-end deadlines.
SAS Training for New Financial Users: May 1, 2025
9:00am
Click the above link to register for this hands-on training session for users who are new to SAS Financial Reports.
ePro New User Training for Requesters: May 20, 2025
2:00pm
Read below before registering for the class.
A Financial Systems Access Form is required prior to gaining access to PeopleSoft and its related applications. Be sure to register for an account before signing up for this class, this will make it much easier to follow along and ask any additional questions that you may have.
Be sure to click the above Percipio link above to register for this hands-on training session for ePro Requesters.
You can visit this link for any additional information, including instructions on how to gain access to ePro.
21
Wednesday
22
Thursday
SAS Training for Intermediate Financial Users: May 22, 2025
2:00pm
This SAS training is designed for users with SAS experience. Students will learn how to create their own reports including report design utilizing tables and graphs, formatting, totals and group breaks. You must have a SAS user account and approval to view financial information before taking this class. The Financial Report request form may be found here: https://fiscalservices.kennesaw.edu/docs/FinancialReportingDataWarehouseUserAccountRequestForm.pdf.
23
Friday
24
Saturday
25
Sunday
26
Monday
27
Tuesday
May P-Card Cycle Ends
All Day
May P-Card Cycle Ends (4/26/2025 to 5/27/2025)
28
Wednesday
June P-Card Cycle Begins
All Day
June P-Card Cycle Begins (5/28/2025 to 6/27/2025)
29
Thursday
30
Friday
31
Saturday
Re-Allocations in WORKS for May Cycle (4/26/2025 to 5/27/2025) due
All Day
Re-Allocations due in WORKS for transactions dated 4/26/2025 to 5/27/2025
June 2025
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
1
Sunday
2
Monday
P-Card: May 2025 Transactions
All Day
All P-Card transactions that post for the May 2025 cycle (4/28/25 – 5/27/25) will be swept from the Works System.
3
Tuesday
Year-End Deadline: Final Day for Marketplace Orders
All Day
This is the projected final day for submitting Marketplace orders. Marketplace will close at 7:00 AM by USG. (USG will confirm this date in April 2025.)
To ensure adequate time for approvals, it is recommended that all Marketplace orders be submitted no later than the close of business on 05/29/25.
Year-End Deadline: Travel Expense Reports (5/31/25 or Prior)
4:00pm
Travel Expense Reports (fully approved) for trip end dates through 5/31/25 or prior.
+1
Accounts Payable: Payment Requests and Invoices dated through 5/31/25 Due
4:00pm
Payment Requests and Invoices dated through 5/31/25 due.
4
Wednesday
5
Thursday
SAS Training for New Financial Users: June 5, 2025
2:00pm
Click the above link to register for this hands-on training session for users who are new to SAS Financial Reports.
P-Card –The recommended, but not required date to cease usage is 6/6/2025 to ensure sufficient time is allotted for transactions in a “bank authorized charge” status to post to Works by 6/30/25 for FY25.
Transactions made after 6/6/25 may not have sufficient time to post as an authorized charge by 6/30/25.
Transactions that post in Works after 6/30/25 will be applied to FY26 funds.
7
Saturday
8
Sunday
9
Monday
10
Tuesday
May P-Card Sign-off approvals and statements due
All Day
Sign-off approvals due in WORKS for May cycle. Statements due by 4:00 PM
Year-End Deadline: May 2025 P-Card Statements Due
4:00pm
P-Card statements for the May 2025 cycle are due in the Office of Procurement.
11
Wednesday
12
Thursday
13
Friday
Copy of Year-End Deadline: One-Time Funding Requisitions
All Day
Last day for requisitions to be submitted for One-Time Funding
Travel Expense Reports (fully approved) for trip end date 6/02/25 through 06/13/25. Every attempt will be made to expense travel reports for trip end dates after Tuesday, 06/13/25 in FY25. However, based on the date the travel expense is fully approved, this cannot be guaranteed
+4
Accounts Payable: Voucher Corrections/Adjustment Forms Due
2:00pm
Voucher Corrections/Adjustment forms due.
Accounts Payable: Payment Requests and Invoices dated through 6/13/25 Due
2:00pm
Payment Requests and Invoices dated through 6/13/25 due.
Year-End Deadline: One-Time Funding Requisitions
5:00pm
Last day for requisitions to be submitted for One-Time Funding
FY 2025 Last day to submit 4th Quarter Budget Amendments
5:00pm
Deadline to submit FY 2025 Fourth Quarter Budget Amendments
14
Saturday
15
Sunday
16
Monday
Budget: End of Year Clean Up Reallocation E&G
5:00pm
End of Year Clean Up Reallocation E&G.
17
Tuesday
18
Wednesday
19
Thursday
SAS Training for Intermediate Financial Users: June 19, 2025
9:00am
This SAS training is designed for users with SAS experience. Students will learn how to create their own reports including report design utilizing tables and graphs, formatting, totals and group breaks. You must have a SAS user account and approval to view financial information before taking this class. The Financial Report request form may be found here: https://fiscalservices.kennesaw.edu/docs/FinancialReportingDataWarehouseUserAccountRequestForm.pdf.
20
Friday
Year-End Deadline: Blanket POs will be closed
5:00pm
Blanket POs will be closed.
21
Saturday
22
Sunday
23
Monday
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
8:00am
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
Vendor Registration: FY 25 4300B Forms Due
5:00pm
FY 25 4300B supplier packets due to KSU Vendor Registration. This allows the supplier packets to be processed by KSU Vendor Registration to meet the fiscal year-end deadline for payments to new suppliers.
Please note that we will still accept packets submitted after this date, but the packets are not guaranteed to be fully processed in time to meet the year-end deadlines
24
Tuesday
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
All Day
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
25
Wednesday
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
All Day
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
26
Thursday
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
All Day
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
Bursar: Banner Shut Down
5:00pm
Cash Receipts. Banner will be shut down after this time to allow for close-off and accounting for all fiscal year revenue.
27
Friday
June P-Card Cycle Ends
All Day
June P-Card Cycle Ends (5/28/2025 to 6/27/2025)
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
All Day
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
+3
P-Card: June 2025 Transactions
11:00am
All P-Card transactions that post for the June 2025 cycle (5/26/25 – 6/27/25) must be allocated and signed off in Works or the charges will post to the default chart string.
Transactions made after 6/06/25 may not have sufficient time to post as an authorized charge by 6/30/25.
All P-Card transactions dated 6/25/25 – 6/30/25 must be allocated or the charges will post to the default chart string.
Travel Expense Reports (fully approved) for trip end date 6/14/25 through 6/25/25 may be paid in FY26 and charged to your department’s FY26 budget. The final day for processing of Concur reports will be 6/27/25. Any Travel Expense Reports not processed in FY25 will be expensed in FY26.
Accounts Payable: Payment Requests and Invoices dated through 6/27/25 Due
4:00pm
Payment Requests and Invoices dated through 6/27/25 due. The final day for processing Payment Requests will be 6/27/25.
28
Saturday
July P-Card Cycle Begins
All Day
July P-Card Cycle Begins (6/28/2025 to 7/25/2025)
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
All Day
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
29
Sunday
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
All Day
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
30
Monday
Accounts Payable and Travel: Hotlines will be Closed 6/23/25 – 6/30/25
All Day
The Accounts Payable and Travel Hotlines will be closed 6/23/25 – 6/30/25 to allow adequate processing time for invoices and travel expense reports.
1
Tuesday
2
Wednesday
3
Thursday
4
Friday
5
Saturday
July 2025
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
29
Sunday
30
Monday
1
Tuesday
Re-Allocations in WORKS for July Cycle (6/28/2025 to 6/30/2025) due
All Day
Re-Allocations due in WORKS for transactions dated 6/28/2025 to 6/30/2025
P-Card: Transactions Sweep
All Day
All P-Card transactions dated 6/28/25-6/30/25 will be swept from the Works system at this time.
2
Wednesday
3
Thursday
4
Friday
5
Saturday
6
Sunday
7
Monday
ePro Entry Re-established
All Day
Anticipated date to re-establish ePro entry access for FY26 purchasing. The actual date may vary.
Year-End Deadline: Closing Journal Entries
4:00pm
Year End Closing Journal Entries due.
8
Tuesday
9
Wednesday
10
Thursday
Year-End Deadline: June 2025 P-Card Statements Due
4:00pm
P-Card Statements for the June 2025 cycle are due to the Office of Procurement.
Transactions that post in Works after 6/30/25 will be applied to FY26 funds.
University Contracts that have already been bid and awarded by the Office of Procurement for services that are routinely needed for the University’s operation can also be utilized by any department. Departments may also utilize contracts that have been bid and awarded by DOAS (Statewide Contracts) for specific services. Orders placed using University Contracts and Statewide Contracts are not subject to dollar limits. The Office of Procurement can assist departments with determining whether University Contracts or Statewide Contracts are available resources for securing the service(s) needed. Please note that if a Contract is required by the Supplier in order to perform the service, then the Contracts Office must review and approve the proposed contract. If the desired service is being procured from a University Contract, a Board of Regents, or Statewide Contract, then additional review from the Contracts Office is not needed, unless customizations and/or modifications to the contracted service is required to successfully accomplish what is required for the University. A Contract Submission Form must be completed online prior to signing any contract.
NOTE: A Purchase Order is a contract, and a Terms and Conditions document is provided with each purchase order that is sent to a supplier. When suppliers accept a purchase order, they are in effect accepting the University’s offer to purchase services and goods under the terms and conditions outlined therein, unless a separate contract is negotiated and executed by both parties and incorporated as part of the purchase order contract.
It is important to involve the Office of Procurement early in the purchasing process
to ensure that all requirements are addressed prior to the performance of services,
as well as ensuring that the requesting department does not experience delay in delivery
of the services needed.
Per the State Accounting Office (SAO) Statewide Purchase Order Policy, all purchases
$2,500 or more require the use of a Purchase Order (PO). All purchases involving services
totaling $2,500 or more requires a completed and notarized E-Verify Affidavit.
Generally, purchases up to $9,999.99 can be done by a college or department using the GeorgiaFIRST Marketplace or by submitting an ePro Special Request to obtain a purchase order for the item(s) needed.
Purchases for $10,000 up to $24,999.99 must be procured by securing competitive quotes from at least three (3) suppliers. Once you have the three quotes, submit an ePro Special Request so that the Office of Procurement can create a Purchase Order prior to ordering the good(s) from the selected supplier.
Purchases over $25,000 must be competitively bid if the purchases are non-exempt and do not already fall under an existing University (Agency) or Statewide Contract.
Goods or services may also be ordered utilizing University contracts that may have already been bid and awarded by the Office of Procurement for that particular category of items needed.
You may also use contracts that have been bid and awarded by Department of Administrative
Services (DOAS) Statewide Contracts, many of which are listed on the GeorgiaFIRST
Marketplace. A complete list of State contracts can be found on the Team Georgia Marketplace.
Please note that the User Name and Password are both “tgmguest" (all lowercase and without quotes).
Orders placed using University and Statewide contracts are not subject to any of the dollar limits mentioned above. Please contact kennesaw.service-now.com/ofs or call 470-578-6214 if you would like further guidance on using University or State
contracts.
Office supplies can be purchased from Staples through the GeorgiaFIRST Marketplace located in PeopleSoft. Department ePro Requesters can access the catalog via the eProcurement menu option in PeopleSoft.
To purchase ink cartridges from Staples, or other items that are listed as "Restricted"
on the GA First Marketplace, please reach out to our Staples representative listed
below either through the email address or phone number provided:
The Staples representative will supply a quote for the items that you may either order
via P-Card (if allowable) or through a Special Request Requisition.
Food:
A Food Documentation Form must be completed, signed and submitted with all food purchases by the business manager or another authorized individual in your department. The authorized approver in your department/college is required to sign the KSU Guidelines for Food Purchases on an annual basis.
Additional approval is requested for all employee group meals via ServiceNow prior to the date of the event to obtain authorization from the President.
All purchases paid with an agency fund or grant must have a written approval from
the respective office prior to the food purchase.
Furniture:
Furniture purchases can only be made from Statewide Convenience Contracts managed by the Department of Administrative Services (DOAS). For guidance in using the services of a manufacturer’s representative, please contact the Division of Facilities Services via email (facilities@kennesaw.edu) or by phone (470-578-6224).
Lab Supplies:
Follow the procedures for purchasing “Goods.” There are with suppliers such as Fisher Scientific, VWR, and Carolina, which can be accessed through the GeorgiaFIRST Marketplace in the form of punch-out catalogs.
Please note that purchases involving toxic or radioactive materials must start with notification and approval from the KSU’s Environmental Health and Safety Department.
Certain laboratory supplies are exempt from procurement regulations. The Department of Administrative Services (DOAS) provides a list of exempt items. However, departments should contact the Office of Procurement to ensure that the desired purchase meets the intent of the exemption.
Printing Services vs. Promotional Services Overview:
The Printing Services vs. Promotional Services Overview Guide provides an overview
of the differences between promotional services and printing services. This guide
also includes situations in which you may go off-contract to purchase printing or
promotional items and what types of approvals are required for the type of purchase
needed.
Advertising:
Most forms of advertising are exempt from DOAS purchasing requirements for competitive bidding, and departments may follow “How do I Buy Services” guidelines. In addition, printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program. To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to designapproval@kennesaw.edu prior to placing an order and/or making a purchase.
Advertising is a service; therefore, E-verify compliance is required. Additional E-Verify FAQs are located on Procurement’s E-Verify FAQs webpage.
Business Cards/Letterheads/Stationary:
Stationary may be purchased through our University contract with More Business Solutions. This is the only type of purchase that uses the University’s name or logo that does not require Design Approval.
There are two ways to order business cards and stationery for your department. The
first, and easiest way, is to use a Purchasing Card (P-Card). The second way, if your
department does not have a P-Card, is to use a Purchase Order.
The More Business Solutions ordering portal, along with the Stationery Quick Start
Guide and current pricing documentation, can be found under the "Documents and Links
Referenced in This Section" towards the top of this page.
Ordering Stationary Using a P-Card
To place an order using a P-Card, navigate to the More Business Solutions ordering
portal. If you need to create an account, you can find the guide below. You will then
create your order using the templates found on the portal, using the information for
each person or department that you are ordering for. At the checkout screen, you will
choose Credit Card and enter your P-Card information to complete the order.
Ordering Stationary Using a Purchase Order (PO)
You will need to create a Special Request requisition in order to be processed to a Purchase Order, which will then be used during the checkout portion in Step 2. When entering the Supplier ID, please use the following: 0000018027. Once a Purchase Order has been created from the requisition, continue to Step 2 to place your order.
Please note: the Office of Procurement does not order the stationery for your Department, but rather provides you with a Purchase Order number for you to place your order via the ordering portal.
After receiving the Purchase Order number, please proceed to the More Business Solutions
ordering portal. At checkout, you will use the Purchase Order number in lieu of credit
card number.
Printing Services:
Generally, guidelines and procedures for other services apply to securing Printing
Services. Please review the distinctions below.
Statewide Convenience Contracts
There are also resources made available by DOAS for obtaining printing Services through Statewide Convenience Contracts with:
When using these resources, purchasing limits do not apply and competitive bidding is not required.
To have the design/artwork pre-approved through the Office of Strategic Communications
and Marketing, email requests to designapproval@kennesaw.edu prior to placing an order and/or making a purchasing.
Sales contact information for More Business Solutions is:
Eleanor Roath, Associate Vice President 5875 Peachtree Industrial Blvd., Suite 260, Peachtree Corners, GA 30092 T: 770.565.7772 E: eleanorroath@morebizz.net
Talon Express is a mail center, print shop and retail outlet that offers a variety of services to students, faculty and staff including mail pick-up, full-service printing, copying, and shipping via USPS or UPS. It is located on the second level of the Carmichael Student Center, directly across from the Bursar’s Office.
To have the design/artwork pre-approved through the Office of Strategic Communications
and Marketing, email requests to designapproval@kennesaw.edu prior to placing an order and/or making a purchasing.
KSU departments may also continue to use the UGA Print Shop to provide expanded printing/copying services. The UGA Print Shop handles bulk mailing and is a resource for banners and some signs.
Departments may contact the UGA Print Shop directly to discuss needs and obtain a
quote.
To have the design/artwork pre-approved through the Office of Strategic Communications
and Marketing, email requests to designapproval@kennesaw.eduprior to placing an order and/or making a purchasing.
General Information, Quotes and Questions please contact Laura Cropp, Printing Estimator, at: T: 706.542.3861 F: 706.542.7200 E: printing@uga.edu
More complex questions and/or guidance may require contacting: Jeff Allen, UGA Print Shop Assistant Manager T: 706.542-7195 E: hjallen@uga.edu
For quotes and additional support in utilizing the UGA Print Shop, you may contact: Debi Huckaby, Sales and Marketing Representative T: 706.542.3198 E: debihuck@uga.edu
Promotional Item Types:
The University has several contracts for Promotional Items. These contractors were selected by an evaluation team from different university offices/colleges. A list of these items, the contracted suppliers, and their contact information is available below.
Merchandise or printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program. To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to designapproval@kennesaw.edu prior to placing an order and/or making a purchasing.
Please note that suppliers listed on the Licensed Vendor page of KSU's Visual Identity
Program are licensed ONLY to use the logo and do not constitute an existing University
Contract.
The suppliers listed below are the preferred source(s) for promotional products as they have been awarded through a State-mandated competitive procurement process. In compliance with KSU's Visual Identity Program, the suppliers listed are licensed through Learfield Licensing Partners. If these suppliers do not meet your promotional items needs, you may select another supplier, registered with Learfield Licensing Partners, once justification documentation is submitted indicating the following: If the requester prefers to use an alternate source, the College University Procurement
Officer (CUPO) or Director of Contract Management may waive the use of the University
Contract based on one of the following conditions below:
The Buyer Partner demonstrates that the University Contractor will not lower their
price to match or be within 10 percent of the pricing of the non-contracted vendor.
The cost savings from the non-contracted supplier is 10 percent or more.
The product or service is needed quickly and cannot be delivered by the University
contractor at the time needed.
Promotional Items
The KSU Office of Strategic Communications and Marketing has developed guidelines for various KSU designs, logos and typefaces on the KSU Visual Identity Program website.
Merchandise or printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program. You should also request a review from the Office of Strategic Communications and Marketing to alter existing approved brands or styles.
To obtain this approval, email your design ideas, concept and/or artwork to designapproval@kennesaw.edu prior to placing an order and/or making a purchase. After review, the Office of Strategic Communications and Marketing will reply to the requesting department, indicating that:
Campus catering is managed in-house by Dining Services in the Office of Auxiliary Services and Programs. Any exceptions to using campus catering must be approved by Dining Services.
To begin planning your event, please complete the Catering Request form, email ksucatering@kennesaw.edu, or call 470-578-7715.
Hiring a Consultant/Independent Contractor:
Hiring Consultants/Independent Contractors follow similar requirements as outlined in “How do I Buy Services.” In addition, Human Resources approval is required to determine whether the individual is a current or past employee of the University System of Georgia, and if that’s the case, whether you can proceed with the hiring.
The Office of Legal Affairs should be contacted for assistance with contract development
for the consultant/independent contractor that you need to hire only if modifications
need to be made to the Independent Contractor Agreement template.
Employee vs. Independent Contractor
Federal and state tax and labor laws require Kennesaw State University (KSU) to ensure that individuals who provide services are properly classified as an employee or an independent contractor. Proper classification of an individual will determine Kennesaw State University’s tax withholding and reporting obligations.
To assist in proper classification, please use the Independent Contractor vs. Employee
Checklist.
Individuals who perform services for KSU are presumed to be employees unless the relationship, supported by documentation, satisfies the Internal Revenue Service (IRS) and state law standards for an independent contractor status. Individuals who receive a Form W-2 from KSU should be paid as an employee for all services provided and typically should not also receive a Form 1099 from KSU.
KSU’s Office of Procurement works collaboratively with the Office of Compliance, Division of Legal Affairs, and Department of Human Resources to determine the classification categories of payments to individuals.
Please see the University's Consulting Services Policy for more information.
Classification of an Employee
An employee is a person hired through Kennesaw State University’s Department of Human Resources and paid via Payroll. KSU controls and directs this person's activities, both in terms of what must be done and how it must be done. An employee may be classified as a permanent full-time employee, part-time employee or as a temporary employee. Generally, employees will always be paid through the payroll system even if the duties they perform are unrelated to their primary role.
Some Examples of Characteristics of an Employee
Performs duties dictated or controlled by others
Is given training for work to be done
Teaches a course from which students may receive academic credit
Please note that when KSU engages a temporary agency to provide trade type services,
the agency, and not the individual, will be considered an independent contractor.
Classification of an Independent Contractor
An independent contractor (also referred to as contractor, consultant, freelancer, etc.) may be an individual or sole proprietor that renders services to the general public. An independent contractor is responsible for the means and methods for completing a task based on specifications in a contract with KSU. An independent contractor generally has multiple clients, maintains a separate workplace, is not supervised or controlled by a KSU employee, and does not receive KSU benefits.
Examples of characteristics of an independent contractor:
Operates under a business name
May have his/her own employees
Maintains a separate business bank account
Advertises his/her business services
Invoices for work completed
Has own tools and sets own hours
Keeps business records
Classification of Non-US Tax Resident Individuals -
Individuals who are not U.S. citizens or permanent legal residents (green card holders)
may be subject to a variety of restrictions on employment or independent contractor
services. All non-employee service providers who perform a service on U.S. soil must
initiate a GLACIER tax compliance record, including a review of immigration documentation,
prior to initiation of a requisition, an invitation, a service agreement, or verbal
commitment to make payment. Please contact hr@kennesaw.edu or submit a ServiceNow request for additional guidance.
Misclassification of an individual as an independent contractor may have a number of costly legal and financial consequences for the University. Consequently, it is essential that proper characterization of an individual be determined before any agreements, contracts (oral or written) or payments are made. The fundamental difference between an employee and independent contractor from a tax point of view is that an employer withholds employment taxes, and pays FICA taxes on its employees.
If an independent contractor is discovered to meet the legal definition of an employee,
the University may be liable for:
Wages that should have been paid to them under the Fair Labor Standards Act, including
overtime and minimum wage
Back taxes and penalties for federal and state income taxes, Social Security, Medicare
and unemployment
Any misclassified injured employee's workers' compensation benefits
Employee benefits, including holiday pay, health insurance, retirement, etc.
Hiring a Doctor, Lawyer or Other Professional:
Licensed professions are exempt from the State’s competitive bidding requirements. Licensed professions include architects; counselors/social workers; surveyors; nurses; real estate appraisers; engineers; accountants (CPA’s); attorneys.
E-verify Affidavits are not required for service contracts entered into with licensed professional contractors/sub-contractors. However, contract requirements as outlined in “How do I Buy Services” do apply. Contact the Office of Procurement for additional guidance for procuring services in this area.
Hiring a Lecturer:
Speakers and lecturers are exempt from State purchasing guidelines for competitive bidding (Exempt NIGP Code 91838). HR approval is required and E-verify compliance (Affidavit or Driver’s License) applies if service provided is equal to or greater than $2,500.00.
The Lecturer Agreement form and additional travel expense rider, if needed, can be
found on the Contract Management System by clicking on "View My Templates" on the
bottom left side of the homepage.
A list of FAQs regarding travel for Lecturers and Performers can be found on Travel's
website.
Hiring a Skilled Practitioner:
Licensed professions are exempt from the State’s competitive bidding requirements. Licensed professions include, but are not limited to:
Accountants & CPA’s (Exempt Code 946);
Architects (Exempt Codes 906 & 907);
Attorneys (Exempt Code 918);
Counselors (Exempt Code 952);
Engineers (Exempt Code 925);
Nurses (Exempt Code 948);
Real estate appraisers (Exempt Code 946);
Surveyors (Exempt Code 925)
E-verify Affidavits are not required for service contracts entered into with licensed professional contractors/sub-contractors. However, contract requirements as outlined in “How do I Buy Services” do apply.
Hiring a Temp:
Departments should contact Human Resources before attempting to hire a temporary employee.
HR approval is required to determine whether the individual is a current or past employee
of the University System of Georgia; and if that is the case, whether you can proceed
with the hiring. After consultation with HR, you may post a requisition for a temporary
position through OneUSG or use one of the statewide contracts for non-licensed professions
or support staff.
If you would like to hire a temporary person directly, meaning they will be on payroll,
please contact Human Resources.
What if my purchase order is not enough to cover the original request? Submit an ePro Special Request to add additional funds to the existing purchase order.
Can a temporary employee supervise permanent full-time staff? Please contact Human Resources.
If KSU is closed for a paid holiday, do I still pay my temporary employee? No, temporary personnel only get paid for the hours they actually work. You will
need to verify and approve the temporary employee's time.
What if the temporary employee is not working out for our department and we no longer
want that person? Call the temporary agency and let them know the situation. You can either have that
temporary employee replaced with another temporary employee from that agency or try
one of the other temporary agencies from the mandatory statewide contract.
What if we really like the temporary employee and want to hire them as permanent staff? Each temporary agency has schedules and sliding scale payment ranges for placement
fees. First, ensure your department has the budget for the position. Second, check
with Human Resources to see if the Critical Hire status is still in effect and what
needs to be done for the next steps. Third, contact the temporary agency for any potential
buyout requirements, and if required, obtain a quote, in order to permanently hire
the temporary employee.
GSA Schedule 70 - General Purpose Commercial Information Technology Equipment, Software,
and Services:
These contracts may be used by the University under the Cooperative Purchasing guidelines authorized by the Department of Administrative Services – State Purchasing Division. One of the requirements for use of these contracts is the posting of a public notice on the Georgia Procurement Registry for five to fifteen days depending on the dollar amount - see Georgia Procurement Manual (GPM) Section 1.3.4.4. Consortia or Cooperative Purchasing. Contracts with the COOP PURC icon indicate that authorized state and local government entities may procure from that contract. View a list of the contract types.
Purchasing a Computer:
Please visit the Technology Purchases website, click on the "Computers, Servers and Peripherals" link, complete the form and choose "Submit" to obtain UITS approval for the purchase.
Once you receive UITS’s approval, create an ePro Special Request with the quote attached. Once the request is fully approved through the ePro workflow, a Buyer in Procurement will issue a purchase order and notify you when the purchase order is sent to the supplier.
Purchasing a Cell Phone Service:
KSU cellular phones and services can be requested through UITS. The completed form requires signatures from the employee, the department head, and the Chair/AVP prior to submission to the office of the CIO for final approval. Currently there are accounts and service with AT&T, Verizon and other suppliers. A complete list of cell phone suppliers is available from the Georgia Technology Authority (GTA) website.
Purchasing a Printer:
To purchase desktop printers and desktop multifunction devices, please visit the Technology Purchases website, click on the “Computers, Servers and Peripherals” link, complete the form and choose “Submit” to obtain UITS approval for the purchase.
Once the department receives UITS’s approval, and sometimes a quote for the requested equipment is provided by UITS if needed, an ePro Special Request is submitted by the Requester for the Buyer in the Office of Procurement to create a purchase order. You will then be notified that the purchase order was sent to the supplier/seller.
Purchasing a Projector:
To purchase cameras, projectors, microphones, camcorders rental equipment for events or specialized recordings, and out-sourcing of production for videos and interactive media, go to the Technology Purchases website and click on the “Audio/Visual Rentals, Purchases, and Related Services” link. Fill out the form and choose “Submit” to obtain UITS approval for the purchase.
Once you receive UITS’s approval and a quote provided by UITS (if needed), create an ePro Special Request. After the requisition goes through the approval workflow, a Buyer in Procurement will issue a purchase order and notify you that the order is complete.
Purchasing Software, Web Hosting or Web Applications:
Please visit the Technology Purchases website, click on the “Software and Related Services Purchases” link, complete the form and choose “Submit” to obtain UITS approval for the purchase. Procurement processing time will depend on the dollar value. If the item or service is less than $25,000 but more than $10,000, three quotes should be attached to the ePro Special Request.
If the cost is greater than $25,000 but less than $250,000, an eQuote or Request for Proposal may be required and could take up to sixteen weeks. Technology purchases over $250,000 require special additional approval and require more time for approval. Please allow for at least 4 weeks for the additional approval.
Please note that if a contract is required by the supplier (seller) in order to purchase the software, web hosting, or web application, then the Contracts Office must review and approve the proposed contract. In order for the Contracts Office to review the contract, please complete the Contract Submission Form.
If the desired product/service is being procured from a University, Board of Regents,
or Statewide contract, then additional review from the Contracts Office is not needed,
unless customizations and/or modifications to the product/service is required for
successful use by the University.
If use of the software or application requires the Seller to provides service such
as maintenance, product development, offsite hosting, etc.), and the cost is $2,500
or more, then E-verify compliance is required.
Booking a Flight:
KSU Travel policy requires employees to use the Concur online tools for travel requests, travel cash advance requests, travel bookings (airline, hotels, and car rentals), and travel expense reports. To begin using Concur, please complete the Concur User Profile Action Form, which is located on the Travel website. The form should be completed and emailed to the KSU Travel Administrator.
Buying a Vehicle:
In order to purchase a motor vehicle, you must first consult with the KSU Fleet Manager in the KSU Office of Facilities Planning and Design, then draft a justification letter for the signature of the Chief Business Office for prior written approval of DOAS’s Fleet Management Division is required. Approval is required even if an existing statewide contract is being utilized to acquire the vehicle. Contact Fleet Management Division online or email FMS@doas.ga.gov.
Renting a Vehicle:
Enterprise Leasing Company of GA LLC and The Hertz Corporation are the suppliers for in-state car rentals under MANDATORY Statewide Contract number’s 99999-SPD-ES40199376IS-02 and 99999-SPD-ES40199376IS-01, respectively.
The Hertz Corporation is the MANDATORY supplier for all airport rentals at Georgia, national and international airports under Statewide Contract number 99999-SPD-ES40199376CR-01.
Kennesaw State University and the State implemented online booking (TTE), also known as Concur, for booking airfare, hotel and rental car reservations. To obtain initial access to Concur, please contact the Travel Team or contact the Travel Hotline at (470) 578-4394.
Approved car rental sizes are Compact, Intermediate or Full Size. Other vehicle sizes
require a business-related justification. Vans may be rented when there are more than
four (4) travelers.
Chartering a Bus:
AutoMax Rent-A-Car is under contract with the State for charter bus service (SWC #99999-SPD-ES40199376BS-01). Reservations for 15 Passenger Buses and other bus types can be made on-line by:
You will need your driver’s license and state employee identification card to rent a vehicle.
Reservations can be made by calling Bus Max at one of the three locations: Cartersville – (770) 607-7000; Norcross – (770) Bus-Rent; Rome – (706) 291-0600
KSU Departments and Student Organizations may also charter bus service (up to 35 passengers
within a 50-mile radius) through the Department of Parking and Transportation with
the Big Owl Bus (B.O.B.) for special events, field trips, conferences, etc.
Please visit the KSU Charter Services Policy website for more information.
Convenience Statewide Contracts:
State entities may, but are not required to, use a convenience statewide contract.
They offer several benefits in terms of saving time and ensuring compliance with procurement
rules, as pricing and contract terms have already been finalized, and are not limited
by dollar amount.
Mandatory Statewide Contracts:
State entities are required to use mandatory statewide contracts, unless a written
waiver is granted by the State Purchasing Division (SPD). Similar to Convenience Statewide
Contracts, Mandatory Statewide Contracts are not limited by dollar amount.
Exempt Purchases:
Exempt Purchases are either exempt from the State Purchasing Act or represent goods
for which SPD has waived the competitive bidding requirements. The fact that a purchase
may be exempt is not a representation that the purchase may not need to be competitively
bid.
Marketplace Catalog:
This is a list of items that have been competitively bid by the State and are contractually
sourced. These items appear on the GeorgiaFIRST Marketplace in ePro and are not limited
by dollar amount.
Punch-Out Supplier:
These are Suppliers on the GeorgiaFIRST Marketplace that allow the Requester to search and select products from that supplier’s web catalog (i.e., Dell’s Government Catalog) by navigating directly to the Punch-Out Supplier's website. The Requester then returns the items to the GeorgiaFIRST Marketplace shopping cart. Punch-Out catalogs still maintain items and pricing specific to the University System of Georgia.
E-Verify Contractor Requirements:
Georgia law, O.C.G.A. § 13-10-91, requires all businesses that contract with a public employer for labor or services by bid or by contract in which the labor or services exceed $2,499.99 to sign an affidavit attesting that they are registered for and use E-Verify unless
the contractor has no employees (in which case they must present an approved state issued identification card/drivers’ license from an approved state as provided on the Attorney General’s website) or,
the contract is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing
and that individual is performing that service.
Anyone your business subcontracts with for labor and services, as well as the subcontractors
of your subcontractors, in furtherance of that contract is also subject to this requirement.
E-Verify Private Employer Requirements:
Georgia law, O.C.G.A. § 36-60-6, requires all businesses, with more than 10 employees that are seeking an occupation tax certificate/business license or other document
required to operate a business with a county or city to sign an affidavit attesting
that they are registered for and use E-Verify. Businesses with 10or fewer employees are required to sign an affidavit attesting that they are exempt from this requirement.
Once a business has provided this affidavit to the county, all subsequent renewals
can be provided with the submission of the E-Verify number, as long as it is the same
number as provided on the affidavit, or assertion that your business is exempt. The
county will provide the format in which renewal information is collected.
What is E-Verify?
E-Verify is a federal Web-based system that electronically verifies the employment
eligibility of newly hired employees. It works by allowing participating employers
to electronically compare employee information taken from the I-9 Form (the paper-based
employee eligibility verification form used for all new hires) against records in
the Social Security Administration's database and the records in the Department of
Homeland Security immigration databases.
Where Do I Find My E-Verify Number?
The Human Resources Department for your business should have that information, if
you have registered. The E-Verify number, which consists of four to six numerical
characters, is located directly below the E-Verify logo on the first page of the memorandum
of understanding (MOU) entered into between your business and the Department of Homeland
Security (DHS) to use E-Verify.
What if I cannot locate or do not have access to my MOU?
If the HR director/program administrator for E-Verify from your business has taken
the E-Verify tutorial, you may obtain your company ID number by:
Logging in to E-Verify with your assigned user ID and password;
From 'My Company,' select 'Edit Company Profile;'
The Company Information page will display the company ID number.
If your HR director/ program administrator has not completed the tutorial, you must
contact E-Verify Customer Support at 888-464-4218 or at E-Verify@dhs.gov for assistance.
Is the Federal Tax Identification Number/Employer Identification Number (EIN) the
same as the E-Verify Number?
No. While you will be required to provide the Federal Tax Identification Number/EIN
for your business to DHS in order to register for E-Verify, a separate number, which
consists of four to six numerical characters, will be provided as the E- Verify number
for your business by DHS, which will be located on the MOU.
How Do I Register for E-Verify?
To register for E-Verify, please visit the DHS website. If you need assistance in
completing the registration process or need additional information relating to E-Verify,
call their customer service number at 1-888-464-4218, email them at E-Verify@dhs.gov or visit their website.
What is the definition of a service?
Clarification from DOAS’s State Purchasing Division (SPD) and the AG’s Office has been sought. However, in general, the advice provided by DOAS SPD is to “err on the side of caution and obtain the affidavit.” For the purposes of determining whether or not something is a good or a service, use this rule as a simple distinction: a good is tangible and a service is intangible. If you have additional questions, please do not hesitate to contact the Office of Fiscal Services or call (470)578-6214.
Do I need to get the eVerify affidavit, or will Procurement and Contracting obtain
it?
The Office of Procurement and Contracting will obtain all required affidavits from
vendors that are issued PO's in PeopleSoft. However, to expedite the processing of
a requisition, end-users may obtain the affidavits on their own and attach it to their
requisition.
Do I need to get an eVerify affidavit for P-Card purchases?
Yes, eVerify rules apply to ALL purchases that meet the criteria listed in question
number one above.
If my purchase requirement for services is an exempt commodity (meaning that it is
exempt from bidding requirements), is my purchase exempt from eVerify requirements?
No. eVerify requirements are different from bidding requirements. eVerify affidavits
are required for ALL purchases that meet the criteria listed above, even if they are
considered an exempt commodity.
Where can I find the eVerify instructions and affidavit form?
The Security and Immigration Compliance Affidavit form and related instructions can
be found towards the top of this page under "Documents and Links Referenced in This
Section".
How do I know if KSU has a contract for a certain Supplier or a certain type of goods?
You may reach out to Procurement either by ServiceNow, or by phone, 470.578.6214
How long does a contract take to be awarded?
The length of time for a contract to be awarded to a supplier varies depending on
the complexity of the solicitation. We would ask that you allow at least eight weeks
for RFQs and sixteen weeks for RFPs. Again, the more complex the RFQ or RFP is, the
longer it can take.
I have an emergency on campus and the cost is expected to be over $25,000 ($50,000
for Public Works). Is there a way to expedite the process?
Per DOAS rules, emergencies do not require the use of a competitive solicitation,
but they do require notification to Procurement within 24 hours so that we may coordinate
with DOAS to allow work to begin immediately. Please reach out to Procurement as soon
as possible to avoid any violations of State rules.
List of Statewide Convenience and Mandatory Contracts:
A complete list of State contracts can be found on the Team Georgia Marketplace. Please note that the User Name and Password are both “tgmguest" (all lowercase and without quotes), as shown below:
What is an E-Verify Affidavit and why is it needed?
Effective July 1, 2013, an E-Verify affidavit is required:
When a public employer makes a purchase that includes services or labor, and the total
amount of a purchase exceeds $2,499.99.
What is the threshold for purchases made during the fiscal year that would require
competitive bidding?
A competitive solicitation is required for any purchases $25,000 or more that are
non-exempt and are not already on Statewide Contract. This does not include Public
Works Contracts, which is anything $50,000 or more.
Please view our job aid page for more instructions on creating, approving, and maintaining
requisitions (errors, issues, and more).
Accounting Date Error - Please contact your Buyer Partner or submit a ServiceNow request to update the accounting date of the requisition you are trying to edit.
Budget/Project Manager Setup Changes - Contact budget@kennesaw.edu for changes to budget owners and project managers.
Business Manager Setup Changes - Contact pssecurity@kennesaw.edu for changes to business managers.
Can't Log In - If you are an approver and can no longer log in, you likely did not resubmit for
PeopleSoft Access. This is done annually, please fill out the access form to gain
access again.
Clearing Browser Cache - Browser errors can often be cleared by clearing out the cache.
Do I Need E-Verify? - Per the State Accounting Office (SAO) Statewide Purchase Orders Policy, all purchases
$2,500 or more must be procured using a Purchase Order (PO). For purchases involving
services $2,500 or more, an E-Verify Affidavit is required. For more information regarding
E-Verify, please see the E-Verify FAQ page.
Requisition Status - Instructions on how to look up the status of your requisition/purchase
order.
Update Default Ship To Location - Please submit a ServiceNow request to ESS PeopleSoft requesting to update your Ship To Location.
For all invoices associated with a Purchase Order (PO), please submit the invoice
via ServiceNow and indicate the PO number that the invoice is being paid against. You do not need to submit a Payment Request to pay for an invoice that has a PO associated with it, as you will be encumbering funds twice.
For any invoices that do not have a PO associated with them, please submit a Payment Request if the purchase is
not allowable on P-Card. A PO cannot be issued after the purchase has been made as
this is an after-the-fact purchase.
For Payment Request inquiries and questions, please visit the Accounts Payable section
of the Fiscal Services site.
Contracts
What is a contract?
A contract is any legally enforceable agreement whether or not it is titled “contract”. Contracts include, but are not limited to, letters of agreement, lecture or performance agreements, licenses, memoranda of understanding, and terms and conditions related to all types of transactions. All KSU contracts must be in writing.
Are KSU contracts binding?
Any agreement may be a binding contract even though one party provides something of
value to the other party at no charge. Therefore, the University may have an interest
even though there is no financial transaction.
How should KSU's name be listed on a contract?
The correct legal name of KSU, which should appear on all of KSU’s contracts, is “Board of Regents of the University System of Georgia by and on behalf of Kennesaw State University”. The only exception to this rule is if you are a cooperative organization – such as the KSU Athletic Association, KSU Foundation, KSU Research and Service Foundation, etc.
How do I know who has signing authority for my contract?
Do all contracts have to be submitted through the Contract Compliance Office?
All proposed contracts must be submitted to the University’s Contract Compliance Office before they are signed. This applies to all contracts in which the University or a cooperative organization is the party, regardless of the funding source that will be used.
What contract type should I choose on the submission form?
Goods - A contract between two or more parties agreeing on the sale of goods.
Services - A contract between two or more parties agreeing to the performance of an
express task or service.
Acceptance of Donations - A contract whereby a person, called the donor, irrevocably
and gratuitously transfers immovable property to another person, called the donee,
who accepts it.
Educational Affiliation - A contract between the university and a facility where university
departments want to send university students for course-related and graduate required
off-campus fieldwork experience.
Sponsorship - A legal document in which a person or entity agrees to support another
party's events or activities. This sponsorship can refer to direct financial support
or the provision of goods or services. Ideally, sponsorships are beneficial for all
parties involved.
Real Estate - A contract between parties for the purchase and sale, exchange, or other
conveyance of real estate.
Construction - The document that sets a date and specifies which parties are going
to participate in the construction process. Usually, the contract agreement is executed
between the Owner of the project and the contractor or supplier that is providing
the requested services and contains several sections of clauses defining the scope,
terms, and conditions of such agreement.
Technology - A contract between two or more parties agreeing on sales and/or service
of information technology such as hardware, software, telecommunications, wireless
systems, and electronics.
Event - A fixed, short-term agreement with an individual or entity for entertainment
proposes or for lectures that contribute to, or form a part of, the educational content
of KSU courses and programs.
Equipment - A contract between parties for the purchase and sale, exchange, or other
conveyance of equipment such as vehicles, office equipment, factory machines, electric
equipment, HVAC equipment.
Facility Use Agreement - An agreement executed between an institution and an entity granting access to institution’s facilities.
Conference - A contract in which an entity agrees to attend or host a conference that
may include registration, lodging, travel, meals, etc.
Hotel - A contract with any vendor that provides public lodging.
Athletic - A contract that involves KSU’s Athletic Department, Club Sports, Sports Teams, Athletic Association and any outside vendor.
Membership - An agreement between two or more entities agreeing to provide access
to something of value, a benefit, or an experience for a nominal fee (monthly, quarterly,
or annually).
Do I need to submit a routine purchase order for contract review?
You do not need to submit a routine purchase order for contract review unless any
of the terms and conditions are being modified.
Does the Contract Compliance Office need a copy of the fully executed contract?
Yes, the Contract Compliance Office needs a copy of the fully executed contract for inclusion in the university’s repository.
Will I need to send my contract to any other department for review?
No, if your contract needs to be reviewed by any other department, the Contract Compliance
Office will forward it to the appropriate department(s).
Can I sign the contract before I have final approval from the Contract Compliance
Office?
No, you must wait until you have received the final approval of your contract from
the Contract Compliance Office. Contracts signed without final approval may, if the
University chooses not to honor the contract, result in personal liability for the
person signing the contract.
How do I know if KSU has a contract for a certain Supplier or a certain type of goods
You may contact the Office of Procurement either by email, by phone, 470.578.6214,
or via the website.
How long does a contract take to be awarded?
The length of time for a contract to be awarded to a supplier varies depending on
the complexity of the solicitation. We would ask that you allow at least eight weeks
for RFQs and sixteen weeks for RFPs. Again, the more complex the RFx is, the longer
it can take.
I have an emergency on campus and the cost is expected to be over $25,000 ($50,000
for Public Works). Is there a way to expedite the process?
Per DOAS rules, emergencies do not require the use of a competitive solicitation,
but they do require notification to the Office of Procurement within 24 hours so that
we may coordinate with DOAS to allow work to begin immediately. Please reach out to
The Office of Procurement as soon as possible to avoid any violations of State rules.
What is an E-Verify Affidavit and why is it needed?
An E-Verify affidavit is required:
When a public employer makes a purchase that includes services or labor, and the total
amount of a purchase exceeds $2,499.99.
Managers (Approving Officials) should request the P-Card for their staff member. Once notified, the P-Card Administrator will advise the staff person of the steps needed to obtain a card, which are listed below.
The employee completes the P-Card Request and Change Form located in KSU Connect with
the assistance of Job Aid PC1.
The P-Card Administrator will ask Human Resources to run a credit check and background
check. Note: HR will only advise the P-Card Administrator of Pass/Fail.
The employee completes the P-Card training located OwlTrain and notifies the P-Card
Administrator.
Please allow 7-10 business days. You will be notified by email the card arrives.
What do I do after I receive my card?
Sign the back of the card, and call the number located on the card to activate it. When activating the card, please use the verification number and verification phone number listed on the sticker below the card. Always keep the card in a secure place. Although the card is issued in your name, it is the property of Kennesaw State University and must only be used for University purchases.
Who do I call if I have questions?
You may contact the P-Card Specialist or P-Card Administrator with any questions that
you may have regarding the P-Card Program.
My card is declined. What do I need to do?
Email or call the P-Card Administrator. Provide supplier, charge amount, reason for charge, and date the charge was attempted.
Are packing slips required?
Sometimes suppliers do not provide packing slips, or the items are shipped to a separate KSU location, so the cardholder does not have the packing slip. The cardholder can either sign the receipt and indicate that the items have been received, or they can provide a picture of the shipping label.
I am missing a receipt. What do I need to do?
The Cardholder is responsible for contacting the supplier for a copy of any missing
invoices/receipts. If one cannot be obtained by contacting the supplier, the Missing Receipt Form may be prepared with the necessary information and signed by both the cardholder
and supervisor/approving official.
As a matter of internal control, the Missing Receipt Form should only be used for
a maximum of three (3) times a Fiscal Year.
I lost my wallet. What do I need to do to cancel my card?
Notify Bank of America at (800) 822-5985 to report lost or stolen cards.
There are purchases on my statement that are not mine. What can I do?
It is the Cardholder’s responsibility to initiate action to resolve such issues. Any errors and/or issues should be handled directly with the supplier, not Bank of America; unless in cases of fraudulent activity/charges. If you are unable to resolve disputes with the supplier, you may contact Bank of America at (866) 500-8262 to dispute the transaction(s).
If the transactions are fraudulent, please notify Bank of America immediately at (866)
500-8262.
Can I use my P-Card to make a purchase with Foundation funds?
Yes, transactions made with institutional funds for institutional purposes can be
reimbursed by grant/gift funds from the Foundation without violating O.C.G.A §50-5-83 or the State P-Card Policy.
If I move to a different department on campus, can I take my card with me?
Yes, if your new position is to backfill a vacant card, the card may transfer with
you. The P-Card Administrator must be notified of this change and all changes affecting
the cardholder.
Can I let someone else use my card?
No, sharing card number or card information for use is not allowable. Transactions
should be processed by the Cardholder only, as cards are not issued to a department
or College.
Can I put fuel on my card?
No, fuel is not considered an acceptable purchase. Fuel cards are issued by the Facilities
department for this purpose.
I need to increase my credit limit. What do I need to do?
For credit limit increases, you must complete the DOAS Special Approval Request Form and provide supporting documentation for all current and future purchases for the present cycle.
On the form, please provide the business purpose in the justification field.
I need to increase my single transaction limit. What do I need to do?
For single transaction limit increases, you must complete the DOAS Special Approval Request Form and a shopping cart, quote, or invoice for the items that will be purchased.
The documentation provided must contain the name of the supplier. On the form, please provide the business purpose in the justification field.
My card has been closed due to fraud. What happens next?
If Bank of America has closed your account due to fraud, a new card will be issued and mailed to the P-Card Administrator. You will be notified once the card is ready for pickup.
My card is due to expire soon. What do I do?
Bank of America sends your renewal card in the mail, typically 1 month prior to expiration to the P-Card Administrator. At the receipt of the card, the P-Card Administrator will notify you that a new credit check is needed, along with a renewal form.
Both the renewal form, clearance from HR on the credit check, and a new P-Card agreement are needed to proceed with the renewal. You will then be notified that the new card is ready for pickup.
How do I print my statement?
Job Aid PC3, Processing the Monthly Statement Detail Report in Works, has been created to assist
with printing the statement report.
I am not able to pick up my card. Can I send someone else?
Due to security reasons, only the cardholder is allowed to pick up cards.
Can I make a purchase using PayPal?
Yes, cardholders should create an account that reflects their departments “billing and ship to” information. Also, upload a copy of the University's tax exemption form.
Can I put (______) on the card?
The following is a list of items that can NOT be purchased on the card. If you have any questions whether an item can be purchased on the P-card, please
call our office before you charge the card.
Alcoholic Beverages / Drugs / Tobacco - Including prescriptions, OTCs (over-the-counter
medicines), and First Aid Kits that contain over-the-counter medicines.
Animals - Exception allows for these type purchases within the College of Science
and Math specifically intended for use in classroom, lab and/or instructional/research settings.
Assets - Any tangible item that is valued at $3,000 or above per item. The total amount of the purchase includes shipping/freight fees and installation fees and is not limited to equipment, IT/AV hardware, fixtures/signs, and furniture.
Awards/Recognition (Employees) - Seek alternative funding source (i.e.: employee donations
or collections, Foundation, etc.)
Awards/Recognition (Student/Non-employee) - Allowable up to $75.00 with prior approval
from kennesaw.service-now.com/ofs.
Car/Van Rentals - Car/van rentals must be secured using the Mandatory Statewide Contract
and direct billed to the University, regardless of the use of the rental including
use for student activities. This includes all expenses related to car/van rentals.
Cash Advances - Including those received through teller machines, banks, or as “cash back” at the time of transaction.
Conference Meals and Events - Employees - Unless all-inclusive (not a separate selection)
with the registration fees.
Data Plans, Software or Applications (apps) for Non-State Entity issued devices -
Including personal smart phones, laptops, computers, and tablets, even if utilized
for University business.
Decorations - Including holiday and special event decorations for offices or employee
work areas
Employee Travel - Including airfare, lodging, car rentals, airport shuttles, taxis,
meals, special events, entertainment, parking, and other travel-related incidentals.
Visit Concur TMS.
Entertainment Expenses - Exception for officially sanctioned Student Activities/Events
Flowers/Plants - Exception for artificial flowers/plants for common and/or reception
areas
Food Services/Orders – Employees - No exceptions
Fuel - Including fuel for University/State-owned vehicles and Rental vehicles
Gift Cards - Including for students and/or non-employees
Greeting Cards - Including cards expressing holiday wishes, sympathy, birthday, wedding,
retirement, congratulations, best wishes, get well, etc.
KSU Interdepartmental Payments - Including The Commons, KSU Bookstore, KSU Mall, KSU
Catering, KSU Printing, and KSU hosted/sponsored events.
Leases - Including operating or capital leases for equipment, rentals, and property.
Notary & Other Licenses - Unless for the use of university-related business or required
for employment (notary stamps, training, and/or licenses)
Personnel or Professional Services - Including consulting services, honorariums, speaker
fees, temporary staffing, temporary labor, doctors, lawyers, and any type of labor
for routine repairs/maintenance/installation.
Repairs and Maintenance of State-Owned or Rental Vehicles - Refer to DOAS Office of Fleet Management. Exception for washing/detailing services on University owned vehicles
Retreat Expenditures - Must process using ePro due to contract requirements including
deposits, final payments, insurance, E-Verify, and terms & conditions
Technology, including multimedia products and services -
Computers, laptop computers, monitors, printers (including combo printer/scanner/copier/fax),
scanners, servers. Including data plans, projectors, screens, software, or applications
(apps) for non-State Entity issued devices including but not limited to smart phones,
laptop computers, and tablets.
These type purchases are required to be secured using ePro as they are tagged/inventoried items.
Transportation - Bus/Charter Rentals - Must process using ePro due to contract requirements including deposits, final payments, insurance, E-Verify,
CDL requirements, and terms & conditions
Utilities - Including electric, gas, water, etc.
Vehicles - Including autos, golf carts, mowers, etc.
Warehouse Memberships - Including Sam’s, Costco, BJ’s Warehouse, Amazon Prime, etc.
Would a purchase for technology-based lab supplies require UITS approval?
Yes, UITS has indicated that all technology-based items would require review and approval.
Are eBooks an allowable purchase? If so, what are the requirements?
Yes, written confirmation must be added to the statement packet that indicates that
the eBook was downloaded to a KSU owned device.
I haven’t used my card since COVID, what will happened to my P-Card status?
We conduct a spend analysis on cards annually. After reviewing the spend analysis, we work with the department to determine if the card is needed and if the spend limits are sufficient based on prior year spend.
If a purchase is made from a statewide or agency contract, is contract approval needed
if the quote is accompanied by terms and conditions?
If the item being purchase is not part of the contracted services or goods, contract review is needed. The contract would need to be submitted through the Contract Management System.
Is it necessary to check with the KSU Bookstore before ordering books form a different source?
No, if the book is not intended for resale, it can be purchased outside of KSU Bookstore.
Do all terms & conditions need to be reviewed by Contract Compliance?
If a quote/invoice contains Terms & Conditions, a section to acknowledge stipulations,
and/or agree to their policies, and there is a place for your initials or full signature,
then the document does need to be reviewed by Contract Compliance and could potentially
be adjusted to meet KSU standards.
Note that this does not include registrations where a signature is required.
If there is checkbox to click online with wording like “I have read and understand the terms and conditions…” or “By clicking this checkbox I acknowledge…”, and there is no initial or signature required, then Contract Compliance is not required as those Terms & Conditions cannot be changed.
Who do I contact regarding issues with using the Payment Request system?
For immediate questions contact the AP helpdesk at 470-578-2990 or send an email to vendor@kennesaw.edu.
Why are we changing from Owl Pay to Payment Request?
The Payment Request module within Georgia First allows user to access ePro and Payment
Request with one system. Documents can be stored in the financial system for audit
purposes and workflow is automated. OwlPay will remain available for a limited time
to process intercompany payments only. Effective July 1st, OwlPay will be available
for the submission of intercompany payments only. All other invoices and payments
will be processed through Payment Request.
How long does it take to get a Payment Request paid after it has been created and approved, and all required paperwork has been attached?
For regular Payment Requests (payments to vendors for services, contracted services, and visitors' reimbursements), where all required documentation is attached, the standard turnaround time is 3-5 days.
How many invoices can I pay on one Payment Request?
Only one invoice can be paid on a Payment Request. If you have multiple invoices from the same vendor, you must create a separate Payment Request for each one.
What documentation do I need to submit on a Payment Request?
When submitting a Payment Request, attach a vendor invoice. For requests that do not have an invoice, Accounts Payable requires some type of documentation (such as a subscription renewal or registration form) that includes the purpose of the payment, the payment amount, vendor name and vendor remit address. The invoice number should be a combination of the month and year related to the invoice.
What happens if I forget to attach the necessary documentation to my Payment Request?
The Payment Request will be sent back to the submitter with a request to attach the documentation and to resubmit the Payment Request.
Can a denied Payment request be resubmitted?
Yes. Denied payment requests are still active until the end users cancels the payment request. Denied requests are often sent back for additional documentation or to correct data submitted. Information on denied requests will be found in the approval workflow.
What is Business Unit 4300B and when would I use it?
Business Unit4300B is for payments to employees and students of the University. 4300B suppliers is maintained by the University where as 43000 is a SHARED vendor database which is maintained by Shared Services. 4300B is also used to complete intercompany payments.
Can I add additional approvers to the workflow which don’t route automatically?
Yes. As long as the users has an approver role they can be added to the workflow. See job aid called “How To Add an Approver to the Workflow.”
What do I need to do if I need to make changes to a Payment Request that was already submitted?
Contact Accounts Payable to have the Payment Request sent back. Please provide the Payment Request number.
Can Accounts Payable make changes to a Payment Request (e.g. change account number,
speed chart, invoice #, attach additional documentation)?
Yes, please note that these changes will cause the Payment Request to re-route through the approval flow.
Can I submit a credit memo (negative amount payment) through Payment Request?
No, credit memos should be sent to vendor@kennesaw.edu. The chart string where the credit needs to be posted should be included in the email.
Can I enter more than one line (different accounts, speed charts) for the same invoice?
Yes, invoices can be split funded. A line will need to be added for each different account or speed chart.
What is the best way to submit multiple student stipend payment requests?
A Payment Request should be submitted for the total amount of the stipends using Supplier
ID #0000012004 under the 43000 business unit. An excel spread sheet with the student
name, supplier ID#, address and amount should be emailed to vendor@kennesaw.edu with the Payment Request number referenced.
Budget
How do I make a change to a department and/or project in PeopleSoft?
To change the name, division prefix, or manager of a department or project, please
complete the Budget Department Request Form, which is located on our Forms page.
How do I create a new department in PeopleSoft?
To create a new department, please complete the Budget Department Request Form, which
is located on our Forms page.
How do I create a new project in PeopleSoft?
To request a new project, please complete the Project Request Form, which is located
on our Forms page.
When do I need to complete a Budget Amendment?
A Budget Amendment is needed anytime you wish to make a permanent or temporary change to your budget. Budget amendments are required when creating a new position, when an employee receives a reclassification or other salary increase, or when positions are transferred from one department to another. Additionally, budget amendments are necessary for any other permanent or temporary transfer involving student/graduate assistants or temporary staff, travel, operating, or equipment budgets within or across departments.
Business Managers have the capability of processing Budget Transfers in PeopleSoft. These are temporary transfers between non-personal services accounts ONLY. Transfers may not cross fund groups and may not include personal services.
What is the difference between a permanent and temporary amendment?
Permanent amendments carry over from year to year. For example, a permanent $10,000 transfer between Travel and Operating will be reflected in subsequent years’ budgets.
Temporary amendments are only reflected in the current fiscal year, and subsequent years’ budgets will not reflect the change.
When are budget amendments due?
Please review our Budget Deadlines page for up-to-date information.
When will the carryforward for my department be posted?
Carryforward cannot be calculated until the prior fiscal year is closed and will not be reflected in the budget until that point. Typically the budgets are posted in late August or early September.
Can I redirect salary savings from a vacant position?
Effective December 17, 2023
Faculty Vacancy Lag
The savings from vacant faculty positions remain within the department's budget and
can be redirected through the submission of a budget amendment signed by the department
manager.
Staff Vacancy Lag
Due to state budget constraints and the need to use vacancy lag to fund institutional
needs, the following procedure was implemented:
Vacancy Lag on staff positions will be redirected monthly from the department to an institutional contingency account. Department managers may request to have funds returned to the department by submitting a “Vacancy Lag Request” (link included below). Once approved, the Office of Budget and Planning (OBP) will transfer the amount of requested funding to the provided chartstring. In general, Vacancy Lag funding can be requested for supplemental pay, temporary hires, or student assistants to backfill for a vacancy.
When does the university cover a vacation payout, and when is it the responsibility
of the department?
The university covers vacation payout for staff employees paid by state funds (funds 10000 and 10500). The VPO is expensed to the department, and funding will be amended into the position’s budget by OBP based on information received from Human Resources. This occurs on a monthly basis, or as needed.
Vacation payouts for regular faculty and administrative faculty (i.e. deans or department chairs), as well as positions paid by revenue-generating units, are not covered by the university.
A general rule is that the university only covers vacation payouts on positions which
are subject to vacancy lag.
Why does OBP need to approve HireTouch requests, PeopleAdmin postings, and EPAFs?
The OBP reviews HireTouch requests for new positions, reclassifications and refills
of vacant positions, as well as PeopleAdmin postings for faculty positions. In doing
so, we are verifying that funding is available, the funding source is correct, the
position number is correct or the department has identified funding and a new position
needs to be created. OBP reviews PAFs to determine that funding exists for the action.
OBP only reviews PAFs that involve a funding/salary change.
Where can I find the budget and expenditure reports for my department?
Budget and other financial reporting is available in SAS. Please view our SAS page
for more information.
Tracking Research Expenditures using Department Funds:
Are there any helpful resources or guides for SAS?
After logging in to SAS, the “Getting Started” page on the SAS Portal contains helpful guides and information. Please contact the KSU Service Desk for technical issues with SAS.
When is SAS training offered?
Please check KSU OwlTrain for available SAS training sessions.
