We would like to acknowledge and apologize for the challenges many of our programs have faced over the last year with Cal Poly Humboldt’s transition to CSUBuy.

This summer’s research season in particular has been difficult and frustrating for many of you. The dramatic increase in grant activity has overloaded our Business Services Partners as they concurrently work to fill vacancies and to re-build a stronger support system for research at Cal Poly Humboldt.

Accounts Payable (AP) is doing their best to keep pace with the growing needs of the campus, and in particular Sponsored Programs. Since the start of fall semester, we have all felt an increase in confusion and frustrations around the reimbursement process.

To help alleviate some of the current issues here are a few reminders, suggestions, and offers for assistance:

• When submitting reimbursements for SPF transactions, only use DocuSign Forms located in our SPF Forms Library. These forms are built to automatically route to all the necessary SPF signers, and will automatically deliver to CSUBuy once completed. Our office receives the confirmation emails on these DocuSign forms, so if you’re ever concerned that a document wasn’t completed/delivered successfully, we can provide you with that confirmation upon request.

• SPF has no visibility/access to documents submitted or routed using Adobe Sign. If you submit/route something using Adobe Sign, your Grant Analyst cannot locate/check the status for you like we can with DocuSign Forms.

• If you need assistance with routing any ad hoc documents for signatures, like something that does not exist in our SPF Forms Library (such as your SPF ProCard Statement at the end of the month), you can send the reconciliation report with backup as a consolidated PDF to hsuf@humboldt.edu and we’d be happy to send it through DocuSign and submit it on your behalf.

• If your program has a higher frequency need to route documents for signatures, such as grants that require participant forms, etc., we can extend additional DocuSign licenses to our PIs or their support staff to help with the higher volume. This will give you autonomy to route and manage your own documents independently.

• Right now, the average turnaround time on AP processing (reimbursements, travel claims, advances, etc.) is 5-7 weeks. If you (or your students/staff) have submitted a reimbursement to AP and it’s been over 5 weeks and have not received a payment, please reach out to your Post-Award Grant Analyst (not Accounts Payable) to inquire on the status. Emailing AP directly to look for payments takes them off task and diverts time away from processing.

• SPF will be offering Drop-In Zoom Hours every Monday, Wednesday, Friday from 2:00-3:00pm starting 9/21/22 to assist you with completing DocuSign PowerForms, review your chartfield string information, and provide general support with any reimbursement related questions or concerns before you submit. Please take advantage of these open drop-in sessions if you don’t feel confident with the information that you’re submitting. The more corrections we can make with you on the front end, the quicker your reimbursements will be processed.  

Thank you for your patience and understanding. If you have any questions or need additional support please let me know.

Kacie Flynn, Executive Director

Office of Research & Sponsored Programs Foundation

Kacie.Flynn@humboldt.edu