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Financial Affairs

Financial Management Operational Guidelines

What's New

10/14/2011: Revised the Appendix A - Current Authorized Lab Fees, Amount, Courses and Account Numbers spreadsheet (revision date 10/13/11) - Laboratory Fees

09/19/2011: Added second certification requirement for all third-party internet processors. Departments must also ensure vendors are certified as compliant with Payment Card Industry Data Security Standards (PCI DSS) - Cash Handling and Management

08/30/2011: Revised the Facilities and Administrative (F&A) rates, effective September 1, 2011 through August 31, 2015. - Grants and Contracts Accounting Practices

08/17/2011: Multiple changes made. See Revision History section for details - Travel Reimbursement

08/03/2011: Published new guideline - Accounting Treatment of Gifts

Section 1: Internal Control

  1. Internal Control Overview (statement)
  2. Control Environment (statement)
  3. Risk Assessment (statement)
  4. Control Activities (statement)
  5. Information and Communication (statement)
  6. Monitoring Activities (statement)

Section 2: Data and Systems Integrity

  1. Security Access Management and Control: Texas Comptroller of Public Accounts - Fiscal Management System
  2. Financial Information Access and Security - DEFINE Access
  3. DEFINE Annual Certification
  4. Red Flag Rules

Section 3: Fund Accounting Principles

  1. Chart of Accounts

Section 4: General Accounting

  1. Year-End Closing and Accounting
  2. Auxiliary Enterprise Administrative Overhead Charge
  3. Accounting Treatment of Gifts

Section 5: Capital Project Accounting

  1. Financial Management of Capital Assets

Section 6: Accounting for Grants and Contracts

  1. Grants and Contracts Accounting Practices
  2. Establishment and Financial Management of Authorized Service Centers and Specialized Service Facilities
  3. Accounting for Cost Sharing
  4. Cost Accounting Standards

Section 7: Non-Payroll Disbursements

  1. Texas Prompt Payment Law
  2. Purchase Order Payment Request (VP1)
  3. Payment Voucher (VP2)
  4. Business Related Hospitality and Entertainment Expenditures
  5. Memberships Paid by University Funds

Section 8: Payroll and Fringe Benefits

  1. Emergency Checks

Section 9: Travel

  1. Request for Travel Authorization (VE5)
  2. Travel Advances
  3. Travel Cards
  4. Travel Reimbursement

Section 10: Budget Planning & Development

  1. Financial Aid Set Asides
  2. Budget Maintenance

Section 11: Cash and Investments

  1. Cash Handling and Management (Cash, Checks and Credit Cards)
  2. Petty Cash Funds Policy
  3. Returned Checks

Section 12: Revenue

  1. Tuition and Fees Process
  2. Laboratory Fees

Section 13: Accounts Receivable

Guidelines for section 13 are currently being written and are not yet posted.

Section 14: Property and Equipment Management and Control

  1. Capital Asset Property Accounting
  2. Surplus Property

Section 15: Administrative Systems (DEFINE) and Management Reporting

  1. DEFINE and UTDirect Systems

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Designed & maintained by Financial Affairs—Last update: August 3, 2011