Policies, Procedures, Guides & Forms
The left menu affords users the ability to review Financial Affairs policies by functional area. Descriptions of each policy, along with additional forms and guides, is found on the sub-pages. Below is a list of all current Financial Affairs policies and forms, searchable by name or policy number.
Policies (All)
Accounting for Foreign Currency – FA 135
Accounting for Applicable
Accounting for Pledges Receivable –FA 180
Advance (At Risk) Accounts –FA 179
Approval/Signature Authorization – FA 127
Banking and Cash Management – FA 105
Budget Amendment Policy – FA 110
Budget to Actual Report Review & Reconciliation – FA 160
Business Asset – Capital Equipment – FA 130
Business Travel and Entertainment – FA 112
Construction in Progress (CIP) and Software in Progress (SIP) Capitalization – FA 166
Direct Cost Allocation Policy – FA 186
Distribution of Payroll Checks – FA 133
Donor Gift Processing Policy – FA 117
Employee Mobile Devices Tax
Endowment Fund Accounting Policy – FA 138
Expense Reimbursement Policy – FA 111
FWS Program Reconciliation – FA 176
Merchant Payments, Processing – FA 140
Net Asset Classification – FA 159
Establishing New Entities and Presence in New Jurisdictions; Review of International Agreements Policy – FA 623 & Procedure for FA-623 (Formerly FA 177)
Payment Card Industry Data Security Standard (PCI DSS) Policy – FA 192
Payroll Withholding Forms Policy – FA 108
PCI DSS Supplier Management Policy – FA 193
Petty Cash & Imprest Checking
Policy Review, Revision, and Creation (Financial Affairs) – FA 915
Position Budget & Roster Data Management Policy – FA 194
Record Retention and Destruction Policy – FA 100
Reporting Cash Transactions – FA 181
Revenue Generating Agreement Policy – FA 157
Salary Overpayment Policy and Correction
SAO Accounting for Program
SAO Cost Sharing on Sponsored
SAO Cost Transfer on Sponsored
SAO Disclosure Statement (DS2)SAO Effort
SAO Federal Small Business Subcontracting – FA 190
SAO Financial Reporting and Closeouts – FA 158
SAO Overdraft Monitoring
SAO Participant Costs – FA 107
SAO Reserve for Losses on Grants & Contracts – FA 163
SAO Service Center Policy – FA 122
SAO Subrecipient Monitoring – FA 143
SAO Transfer of Unobligated Balances – FA 146
SAO Cost HandbookStudent Employees-FICA Policy 1012
Student Status Change
Tax Treatment and Reporting of Athletic and Other Events Policy 1015
Tax Treatment and Reporting of Moving Expenses Policy 1014
Tax Treatment of Subsidized University Housing for Officers, Faculty and Staff – FA 169
Tax Treatment of University Provided Vehicles (HR Policy 1013) – FA 167
Tuition Remission Tax
Unclaimed Deposits of Electronic Receipts – FA 120
Forms (All)
Accounts Payable Payment Forms
- Miscellaneous Supplier Invoice Request Job Aid
- Miscellaneous Supplier Invoice Request Training Video
- Small invoice transmittal
Budget Amendment
- Budget Amendment Request Form
- BAR Review & Reconciliation Log
- BAR Review & Reconciliation Log for Grants
- Job Aid Budget Amendment EIB Template
- Job Aid Budget Amendment User Interface
- Operating Budget Amendment Template
Chart of Accounts Maintenance
- Assignee Request Form
- Chart of Accounts Maintenance Form (February 2018)
- Revenue/Spend Category Request Form (March 2017)
- Program Maintenance Form (June 2017)
Journal Job Aids
- Job Aid Accounting Journal Sources (April 2018)
- Job Aid Gift Related Worktag Adjustment Journals
- Job Aid Journals (March 2018)
- Job Aid Journals – Fiscal Year End Acctg Accruals
- Job Aid Journal Validation Rules (February 2018)
- Job Aid – Journal Upload Errors & Solutions (August 2017)
- Job Aid Ledger Account & Revenue Spend Categories
- Job Aid PRE-GMS Payroll Costing Adj Journal
- Job Aid PSoft Account to GMS Account Map
- Job Aid Preparing Upload Journal Template (March 2018)
- Job Aid – Report – GU Non-Payroll Journals for Accounting Journal Template
- Journal Preparer Overview
Journal Templates
- Accounting Journal Template
- Accrual Reversal Journal Template
- Capital Projects Template
- Cost Transfer Journal Template
- GAO Journal
- Internal Charge Backs Template
- ProCard Allocation Journal Template
- SAO Accounting Journal Template
- Student Activity Deferral Journal Template
Payroll Accounting Adjustment Forms
- Salary Account / Fringe Rate Mapping
- Payroll Accounting Adjustment Form
- Payroll Accounting Adjustment Quick Reference Guide
Petty Cash Reimbursement
- Petty Cash Custodian Agreement
- Petty Cash Reconciliation Form
- Petty Cash Reimbursement Form
- Petty Cash/Imprest Checking Account Maintenance Log
Procurement Card
- ProCard Application Packet
- ProCard Manual
- ProCard Missing Receipt Form
- To submit completed ProCard Applications click here
Sub-recipient Monitoring Forms
- 2015 Annual Questionnaire and Certification
- 2016 Annual Questionnaire and Certification
- 2016 Sub-recipient Annual A-133 Audit Certification Form
- Award Specific Risk Assessment Questionnaire
- Organizational Risk Assessment Questionnaire
- Subrecipient Eligibility Determination Checklist, Proposal Stage
Miscellaneous Forms
- Business Asset Disposal Form
- Deposit Ticket for Cash or Check
- Employee FBAR Acknowledgement Form
- Endowment Funding Approval Form
- Expense Report Request Form
- Fly America Act Exception Form
- Gift Award & Prize Policy Form
- Gift Policy Payroll Form
- Gift Receipt Form
- GU Non-Disclosure Agreement (NDA)
- Interdepartmental Invoice Form
- Internet Business Application
- Non-mandatory Endowment Income Reinvestment Request Form
- Receipt of Payment form
- Receiving Form
- Request for Advance Account Form
- Requisition Form
- Salary Overpayment Notification Form
- SAO Overdraft Resolution Form
- Travel Log Form
- PRE-Travel Registration Form
- W-9 Form (Vendor Registration Form)