Finance & Accounting
The purpose of the Cal Poly Corporation Finance and Accounting division is to provide valuable and professional financial services and programs in support of the university community.
We are committed to enhancing the quality of education by:
- Providing excellent, professional customer service that meets the needs of those we serve.
- Building economic strength through skillful use of our financial, technological and human resources.
- Complying with all applicable laws and regulations and ensuring open and transparent fiscal reporting.
The Corporation Finance and Accounting includes the following departments:
Accounts Payable is responsible for providing timely and accurate disbursement of payments to Corporation, Associated Students and Student Club vendors as well as reimbursements to faculty, staff and students.
The department also provides the following services:
- Processing and mailing 1099s to vendors, faculty, staff & students
- Transmitting 1099 files to the IRS
- Independent Contractor reporting to the EDD
Accounts Payable is responsible for ensuring compliance with company policy and the Federal & State rules and regulations.
For general inquiries, please contact: (805) 756-1454
The Accounts Receivable department provides billing services to various campus enterprises within the Corporation and ASI. The department is responsible for:
- Creating and distributing invoices
- Ensuring timely receipt of payments
- Processing invoice and general ledger adjustments
- Reconciling department accounts
- Processing of Corporation and Foundation travel advances and reimbursements
- Ensuring all travel reimbursement claims are processed in accordance with applicable laws and policies
For general inquiries, please contact: (805) 756-1125
The Campus Programs department assists departments and colleges with the management of income and donations in support of university programs. The department is responsible for:
- Establishing new accounts to hold gift funds or fundraising income
- Ensuring funds are being spent according to account intentions and that disbursements are in line with Corporation policy
- Providing training and resources to the campus community regarding Corporation policies, procedures and account reporting
- Reconciling and managing accounts
Accounts managed by the Campus Programs department include the following:
- Professional Development/Research Support Accounts
- These accounts are funded primarily by indirect costs related to Contracts and Grants and provide university faculty/staff with additional opportunities to obtain skills and knowledge attained for career advancement as well as funding for future research projects.
- Departmental Discretionary Accounts
- Departmental discretionary accounts are generally funded by retained earnings from the Corporation Commercial Services operations and are used to provide support for various departments across Campus.
- Fundraising/Special Activity Accounts
- Fundraising/Special Activity accounts are held by departments for the purpose of raising funds to support the department and/or university. Activities in these accounts include a range of activities in support of the operation of the campus and to complement the university experience not only for students, but also for faculty, staff, alumni and surrounding communities. These activities may be supported by ticket sales, registration fees, etc.
Examples include but are not limited to:
- Banquets / Receptions
- Shared interest fieldtrips
- Academic ceremonies
- Ticket sales
- T-shirt sales
- Special events
These accounts may also accept gifts to the Corporation that benefit the department and/or university. These activities will be assessed for facility use according to the Facilities License Agreement between the Corporation and the university.
- Aid to Instruction
- Formal instruction is occasionally supplemented to ensure students receive a quality educational experience. Additional services, activities and laboratory experiences may be needed to supplement the instructional offerings. Examples include competitions, sale/licensing of student produced materials, student projects and other instruction-related events and products. Conducting those activities may create goods and services that may be sold to students, staff and the general public. Examples of incidental revenues include sales of scientific and literary publications, charges for technical services, and sales of products of agricultural divisions.
- Other activities and programs reviewed by the campus CFO may be assigned to the Corporation on a case-by-case basis. These activities will support the mission of the university as stated in the Campus Program Account Agreement and will reimburse the university for the use of facility or other state resources.
For general inquiries, please contact: (805) 756-2423
General Accounting & Financial Systems
The General Accounting and Financial Systems department provides current and accurate financial information and a diverse range of accounting services to our customers while complying with all applicable federal and state statues. This department is responsible for fiscal closing and producing timely and accurate financial reports on a monthly, quarterly and annual basis.
The department is responsible for:
- Maintaining the integrity of the financial software including functional security
- Preparing and distributing accurate financial reports
- Coordinating the budget process
- Maintaining all accounting for Corporation fixed asset and livestock inventories
- Providing accounting services to auxiliary and agency activities
- Entering requisitions and distributing purchase orders
- Distributing Accounts Payable disbursement checks
- Electronic filing of the monthly Sales & Use tax prepayment to the Board of Equalization
- Electronic filing of the quarterly Sales & Use tax report to the Board of Equalization
For general inquiries, please contact: (805) 756-1451
The Payroll Department processes payroll for all Cal Poly Corporation’s business enterprises, Sponsored Projects and Campus Programs, Associated Students, Inc. and the Federal Work Study Program.
The department is responsible for:
- Processing payroll checks
- Reporting CalPERS retirement
- Payroll tax reporting and remittances
- Reporting and remittance of all payroll deductions
- Self-funded insurance budgets and compliance
- Maintaining and training Kronos Workforce Central Time Keeping System
- Non-Resident Alien Tax Reporting
- Issuing W-2s
- Maintaining files and record retention
For general inquiries, please contact: (805) 756-6645