Budget Procedure Updates

What are Budget Procedure Updates?

Budget Procedure Updates is a centralized resource for the latest financial and budgetary changes across Cal Poly Pomona. This site is designed to keep budget owners, analysts, and leaders informed and aligned with current fiscal policies and procedures.

Updates


Cal Poly Pomona is implementing a campus-wide change to eliminate the manual Program Code entry within the chartfield string and rely on system-generated values. This change will improve data quality, report consistency, and align with CSU systemwide practices. While this change will be fully implemented beginning FY 2026-27, the transition begins effective immediately. 
As part of this transition, this fiscal year 2025-26 will include a mix of financial transactions both with and without the program code, due to processes that span fiscal years. Our goal is to ensure a smooth transition to a clean FY 2026-27. 
 
What’s Changing
Effective immediately, Program Code should no longer be included in the chartfield string for NEW financial transactions. 
 
Chartfield String (CFS): Account – Fund – Department – Program – Class
Example CFS:    660003 – POM01 – 99910 – 0602 – 00000  
 
Examples of impacted transactions:
  • P2P requisitions and punch-outs
  • Accounting Revenue and Expense Journal Entry Requests
  • Billing Requests Internal processes & templates (e.g., chargebacks)
We recognize that we have system integrations that may take longer to transition away from the program code. For the duration of FY 2025/26, we will be utilizing program code in the following areas until we transition effective July 1, 2026. 
  • Questica: Budget Transfers & Position Budget Adjustments 
  • CHRS Position/Payroll expenditures
  • Student Accounting & Cashiering Services
What You Need to Do
  • Stop entering Program Code in new transactions.
  • Review and update any templates, forms, or internal processes that reference Program Code.
  • For Division Budget Officers, there will be a review forthcoming, of department functional assignments (Rule 4) led by Budget Planning & Analysis (BP&A).
In addition, Division Budget Officers will receive a list of open purchase orders (POs) requiring division review, along with guidance on how to evaluate them. The review will include:
  • Confirming whether POs with minimal balances and no pending invoices can be closed.
  • Determining which POs must remain open due to pending payments or outstanding activity.
  • Where possible, working with vendors to obtain final invoices, process final payments, and close the purchase order within FY 2025/26.
What’s Next
BP&A will share division-specific PO listings, Department ID listings, corresponding instructions, and timelines with the Division Budget Officers. Please contact Nick Norimoto (nnorimoto@cpp.edu) with any questions.

With the transition to CHRS, legacy position numbers have been replaced with new CHRS position numbers. The following linked document is a crosswalk between the Legacy and CHRS Position Numbers. 

CHRS Position Number Crosswalk V2 (XLSX)

Memo to Campus FY 25-26 Compensation Account Consolidation (PDF)

With the implementation of the new Student Assistants Bargaining Unit 15, two new job codes have been established. 

  • Student Assistant 1860 (formerly 1870)
  • Student Trainee, On-Campus Work Study 1861 (formerly 1871)

Please note that existing active 1870 and 1871 positions have been updated to 1860 and 1861, respectively. You won't need to request new position numbers to replace your previous 1870 and 1871 positions. 

 Student Assistant - New Position Request (PDF)