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Organization of Financial Management Operational Guidelines

Section 1: Financial Administration

Section 2: University Controller

  • 2.1 Chart of Accounts
    • 2.1.1 Account Number
    • 2.1.2 Fund Groups
      • 2.1.2.1 Educational & General Funds
      • 2.1.2.2 Service Centers
      • 2.1.2.3 Designated Funds
      • 2.1.2.4 Auxiliary Funds
      • 2.1.2.5 Restricted Funds:
        • 2.1.2.5.1 Grants and Contracts
        • 2.1.2.5.2 Gift Funds
      • 2.1.2.6 Loan Funds
      • 2.1.2.7 Unrestricted Plant Funds
      • 2.1.2.8 Invested in Plant
      • 2.1.2.9 Agency Funds
    • 2.1.2 Budget Categories (Sub-Account)
    • 2.1.3 Unit Hierarchy
    • 2.1.4 NACUBO Programs
  • 2.2 Accounting Services
    • 2.2.1 Accounting for Financial Transactions
    • 2.2.2 Establishing and Closing an Operating Account
    • 2.2.3 Statement of Accounts
      • 2.2.3.1 Reconciliation Guidelines
    • 2.2.4 Accounting Treatment of Gifts
      • 2.2.4.1 Unrestricted Current Gifts
      • 2.2.4.2 Restricted Current Gifts
      • 2.2.4.3 Endowment Gifts
    • 2.2.5 Accrual Accounting, Obligations & Encumbrances
    • 2.2.6 Accounting for Prepaid Expenses
    • 2.2.7 Accounting for Deferred Revenue
    • 2.2.8 Capital Assets Depreciation Policy
    • 2.2.9 Federal Perkins Loan
    • 2.2.10 Other Institutional Long-Term Loans
    • 2.2.11 Year-end Closing and Accounting
  • 2.3 Capital Project Accounting
  • 2.4 Disbursements (Accounts Payable)
    • 2.4.1 Payment Process
      • 2.4.1.1 PO Payment Voucher (VP1)
      • 2.4.1.2 Reimbursement Process (VP2)
      • 2.4.1.3 Multi-Vendor Process (VP3)
      • 2.4.1.4 ProCard Process (VP7)
    • 2.4.2 Interdepartmental Transfer (VT5)
    • 2.4.3 Transfer of Expense Guide (VT6)
    • 2.4.4 Entertainment Expense Guide
      • 2.4.4.1 BEF
    • 2.4.5 Payment to Contractors
      • 2.4.5.1 1099's
      • 2.4.5.2 Service Agreements/Entertainer Contracts
    • 2.4.6 Vendor ID Set Up
      • 2.4.6.1 EID's/SS#'s
      • 2.4.6.2 W-9
      • 2.4.6.3 GGV Process
    • 2.4.7 Reimbursement Methods
      • 2.4.7.1 Direct Deposit
      • 2.4.7.2 Check
      • 2.4.7.3 Warrant
      • 2.4.7.4 Wire Transfers
    • 2.4.8 Check Pick Up Request
    • 2.4.9 Prompt Pay Act
    • 2.4.10 Prepayments
  • 2.5 Grants and Contracts Financial Services
  • 2.6 Payroll Services
    • 2.6.2 Payroll Administration
    • 2.6.3 Direct Deposit
    • 2.6.4 Emergency Checks
    • 2.6.5 Non Resident Alien Taxation
    • 2.6.6 Payroll Calendar
    • 2.6.7 Deductions
    • 2.6.8 Salary/Wage Transfers
    • 2.6.9 Savings Bonds
    • 2.6.10 Student FICA Tax Issues
    • 2.6.11 Tax Sheltered Annuity Program
    • 2.6.12 Faculty Pay
    • 2.6.13 Independent Contractors
  • 2.7 Travel
    • 2.7.2 Request for Travel Authorization - VE5
      • 2.7.2.1 Correction for Request to Travel - VE6
    • 2.7.3 Student Travel - Please see HOP for detailed information
    • 2.7.4 Foreign Travel
      • 2.7.4.1 Travel Arrangements
      • 2.7.4.2 SOS Program
      • 2.7.4.3 Mexico Travel
      • 2.7.4.4 Reimbursements
    • 2.7.5 Prospective Employee Travel
    • 2.7.6 Travel Advances
      • 2.7.6.1 Employee/Student Advances
      • 2.7.6.2 Participant Advances
    • 2.7.7 Travel Reimbursement
      • 2.7.7.1 Receipt requirements
      • 2.7.7.2 Travel Advances
      • 2.7.7.3 Local Travel
    • 2.7.8 Transportation
      • 2.7.8.1 Mileage rates
    • 2.7.9 Meals and Lodging
      • 2.7.9.1 Meal per diem - GG1
    • 2.7.10 State Contracted Vendors
    • 2.7.11 Corporate Travel Card
      • 2.7.11.1 Central Billed Account
      • 2.7.11.2 Individual Billed Account
    • 2.7.12 Direct Billing
      • 2.7.12.1 General Requirements
      • 2.7.12.2 Car Rental
      • 2.7.12.3 Hotel
      • 2.7.12.4 Travel Office CBA

    Section 3: Budget Planning & Development

    • 3.1 Budget Concepts and Terminology
    • 3.2 Budget Development
      • 3.2.1 Budget Calendar
      • 3.2.2 Budget Advisory Committee
    • 3.3 Budget Documents
    • 3.4 Budget Maintenance
      • 3.4.1 Budget Approvals for Appointments
      • 3.4.2 Budget Pools
      • 3.4.3 Budget Transfers and Adjustments
        • 3.4.3.1 Request for Budget Changes (RBCs)
    • 3.5 Overdrafting Accounts
    • 3.6 Disposition of Fiscal Year-end Account Balances (Lapse Balances)

    Section 4: University Bursar & Financial Services

    • 4.1 Cash Management Handling
    • 4.2 Revenue, Income and Accounts Receivable
      • 4.2.1 Collection of Past Due Accounts
      • 4.2.2 Write off of Accounts Receivable - Uncollectible Accounts
    • 4.3 Credit Card Sales
    • 4.4 Inventory Control of Resale Merchandise
    • 4.5 Institutional Funds Investment Policy
    • 4.6 Petty Cash Fund Policy
    • 4.7 Returned Checks
    • 4.8 Stop Payment and Check Cancellation
    • 4.9 Unredeemed Checks
    • 4.10 ACH Payments/Electronic and Online Payments
    • 4.11 1098-T Processing
    • 4.12 Unrelated Business Income Tax (UBIT)

    Section 5: Asset Management and Control

    • 5.1 Definitions
    • 5.2 Property Accounting
    • 5.3 Surplus Property

    Section 6: Management Reporting & DEFINE Administrative System

    • 6.1 Financial Information Access and Security
      • 6.1.1 DEFINE Access and EID Assignment
      • 6.1.2 Social Security Numbers
      • 6.1.3 Cognos Access
    • 6.2 DEFINE Training
    • 6.3 DEFINE Help Desk
    • 6.4 Management Reporting

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