Materials Services Facilities & Technology FAQ

 

APPLICATIONS & DEADLINES: 

When is the call for MSFT submissions sent out?

Once the MSFT committee has settled into committee business and finalized a date, campus divisions are notified late fall semester.  The email is usually sent between October – December to division AVPs and Deans.  The email will include an application deadline date.

When is the deadline for MSFT submissions?

MSFT application deadlines range between January to mid-March.  Applicants are required to complete and submit the MSFT Application (click here to the application page - Application & Policies Page):

Applications must include the unsigned DOC version and the signed PDF version.  Incomplete applications will not be reviewed.

Can I still submit my MSFT application after the deadline date?

To be fair to applicants who completed & submitted forms on time, late entries will not be accepted but applicants are encouraged to re-apply next AY.

 

REVIEW & RECOMMENDATIONS:          

How do I find out if my application has been received and where can I find it online?

Applications submitted before the deadline date are posted on the MSFT webpages; the link to 2016-2017 Applications has been provided as an example:

https://www.csuci.edu/msft/16-17applications.htm

The page contains a list of all applications which were received.  Each MSFT application is grouped and numbered according to M-Materials, S-Services, F-Facilities, T-Technology.

Like previous years, applications will have the following 4 -digit assigned 16.01, 16.02, 16.03, etc., …

Each year the review period varies.  The MSFT committee can finalize recommendations as early as March and as late as May.  Once the committee has reviewed and finalized recommended allocations, a message is sent to each MSFT applicant.

 

NOTIFICATIONS, PROCESSES, AND SPENDING:   

When do I find out that my application is approved or declined for funding?

A preliminary notification is sent out to applicant(s) about the MSFT committee's recommended allocation amount. This notification includes details & instructions on the next steps in the MSFT process.

When a preliminary notification is sent, it is an indication that the MSFT application has completed its route & review within the MSFT committee.  A preliminary notification provides the applicant(s) with a preview of funding recommendations.  The funding recommendations are sent to DBFA (Division of Business and Financial Affairs) for review and finalized by the President.

When can I begin to spend my fund allocation and are there any restrictions to spending on my MSFT amount?

A final notification is sent out letting the applicant(s) know that the MSFT application has been formally approved for funding.  Spending against the allocation can begin once formal approval has been received.  The final notification also includes additional information on updates and/or changes to allocation amounts, spending, and budget.

Funds provided by the MSFT committee may only be used for the purposes described in the application for the AY indicated.  Any expenditures in excess of the funds allocated through the MSFT committee become the responsibility of the program or department/unit.  Substantial changes in the use of MSFT funds require the prior approval of the committee.  Any expenditures in excess of the amount allocated are the responsibility of the program or department/unit.  Unused fund balances will be returned to the MSFT account at the end of the fiscal year.

Who do I go to spend on my MSFT allocation?

Day to day details for MSFT allocations fall with the applicant(s) & assigned program or department/unit; the applicant(s) & assigned program or department/unit are responsible for keeping track of the progress and budgetary expenses of the respective MSFT allocation.  When allocation overspending occurs, a JET/RET will need to be completed and the overage applied to a non-MSFT accounting sequence.

Can I request a modification to my current MSFT allocation?

If there are extenuating circumstances which require a modification to a MSFT allocation, the MSFT committee will need to approve the request.  Once approved, spending can occur.

Balance Overage - A JET/RET will need to be completed if the amount spent is over the approved modification amount; the overage is applied to a non-MSFT accounting sequence. 

Remaining Balance - Unused fund balances will be returned to the MSFT account at the end of each fiscal year; the unused fund balance is returned to the MSFT pool, to be re-distributed and re-allocated for the next MSFT fund allocation cycle.

Can I request a modification to my current MSFT allocation so I can spend out the remaining open balance on other items which are not included on my application?

If there are extenuating circumstances which require a modification to your MSFT allocation so you can spend out an open balance, the MSFT committee will need to approve the request.  Once approved, spending the open balance can occur. 

Balance Overage - A JET/RET will need to be completed if actuals spent go over the approved modification amount; the overage is applied to a non-MSFT accounting sequence. 

Remaining Balance - Unused fund balances will be returned to the MSFT account at the end of each fiscal year; the unused fund balance is returned to the MSFT pool, to be re-distributed and re-allocated for the next MSFT fund allocation cycle. 

Can I request to extend my MSFT allocation beyond June end?

If there are extenuating circumstances (such as materials arriving after June) which require an extension to “hold” your MSFT allocation after June end, an email will need to be sent to gina.matibag@csuci.edu before June 15th so that the allocation amount is “reserved” and not returned to the MSFT account. 

Balance Overage - A JET/RET will need to be completed for spending overages which occur during the extension period;  the overage is applied to a non-MSFT accounting sequence.

Remaining Balance - Unused fund balances will be returned to the MSFT account at the end of each fiscal year; the unused fund balance is returned to the MSFT pool, to be re-distributed and re-allocated for the next MSFT fund allocation cycle. 

Can I spend my MSFT allocation the next AY?

MSFT allocations are available for spending once the budget for the specified AY has been formally approved and the applicant(s) have received the final MSFT notification to begin spending.  Allocation amounts should be spent out during the specified AY.  Any unused fund balances will be returned to the MSFT account at the end of the specified AY in order to be re-distributed and re-allocated for the next MSFT fund allocation cycle. 

Spending on an allocation which has been returned to the MSFT account can have adverse affects on future AY allocations as well as budgetary projections for the next MSFT fund allocation cycle.  A JET/RET will need to be completed to reverse the spending; these expenses should be applied to a non-MSFT accounting sequence.

If there are unique & extenuating circumstances which prevent spending within the specified AY, an explanation in email will need to be sent to gina.matibag@csuci.edu before June 1st of the specified AY so that the allocation amount is not returned to the MSFT pool for re-distribution and re-allocation into the next MSFT fund allocation cycle. 

This concludes the FAQ portion of MSFT!

 

Attachments & Viewing

The MSFT webpages contain file attachments which may require a download of the following application(s):

  • To view Microsoft Word (.doc) and/or Microsoft Excel (.xls or .xlsx) please download and install Microsoft Office
  • To view Adobe Acrobat PDF, please download and install Adobe Acrobat Reader

For CSU Student Fee Policy, please refer to Executive Order 1102 (PDF, 185KB)