Related Policies and Procedures for Transaction Justification/Documentation Standards

Cash Advances:

Administrative Policy: Cash Advances

Administrative Job Aid: Reconciling a Cash Advance to an Expense Report in Chrome River (U of MN Login required)

Training Materials:  Create a Cash Advance Job Aid (U of MN Login required)

Credit Invoices (NS AR):

Administrative Policy: Managing Billings to and Receivables from External Customers

Form: Credit Request Form

Training Materials: Create Bills – Reference Manual

Job Aid: Adjust Entire Bill

Endowments:

Administrative Policy: Participating in a University Investment

Administrative Procedures:

• Changing an Income Distribution Allocation for an Investment Account
• Establishing an Investment Account
• Making a Deposit or Withdrawal of Funds from an Investment Account

Training Materials: Endowments Reference Manual

Entertainment & Hospitality:

Administrative Policy: Hospitality and Entertainment of Non-Employees

• Justifications/Business Purpose in Chrome River Job Aid (pdf 8-26-20)
• Receipts in Chrome River Job Aid (pdf 5-18-21)
• Uploading Receipts in Chrome River in a SNAP Job Aid (pdf 8-10-20)

Payment Transaction PO and Non-PO:

Administrative Policy: Accounts Payable: Paying Non- Payroll Expenses

Administrative Procedures:

• Depositing Supplier Checks (sponsored and non-sponsored accounts) and Depositing Refunds of Sponsored Employee Expense Overpayments
• Making Payments Using Single Payment Supplier Numbers

Administrative Policy: Purchasing Goods and Services

Administrative Procedure:

• Requesting a New Supplier or Changing an Existing Supplier

Training Materials: Supplier Payments

Purchasing from Internal Vendors:

Administrative Policy: Selling Goods and Services to University Departments

Administrative Procedures:

• Obtaining Approval to Conduct Internal Sales Activity
• Establishing an Internal Sales Accounting Model
• Establishing Internal Sales Rates
• Unit Review of Internal Sales Activity
• Internal Sales Office Review of Internal Sales Activity

Purchasing from External Vendors - Requisition:

Training Materials: Create Requisitions Manual

Job Aids:

• Making the Most Common Purchases
• University Purchasing Methods
• Manage Requisitions Online Class (ULearn)

Goods & Services

Administrative Policy: Purchasing Goods and Services

Administrative Procedure: Purchasing Goods and Services

Job Aids: Standard Goods and Services Checklist

Professional Services

Administrative Policy: Purchasing a Professional Service

Administrative Procedures:

• Purchasing a Professional Service
• Establishing a Basis for Supplier Selection and Price, and Assuring a Reasonable Price
• Administering Contracts for the Purchase of Goods and Services

Job Aids:

• CPS Checklist

Travel and Employee Reimbursements:

Administrative Policy: Traveling on University Business

Administrative Procedures:

• Applying for Expense Reimbursement
• Registering International Travel (Faculty and Staff)

Training Materials: Create Expense Report Using Chrome River (UMN Login Required)

Purchasing Card:

Administrative Policy: Using the University Procurement Card

Administrative Procedures:

• Applying for the Procurement Card
• Verification and Approval of Procurement Card Activity
• Change Procurement Card Status
• Dispute Process

Training Materials: Travel and Expenses (Chrome River, Card Programs) Materials