Related Policies and Procedures for Transaction Justification/Documentation Standards

Cash Advances:

Administrative Policy: Cash Advances

Administrative Procedure: Requesting and Reconciling a Cash Advance

Training Materials:  Create a Cash Advance Job Aid 

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: Selecting Investment Options for University Funds

Administrative Procedures:

• Changing an Endowment's Income Distribution Allocation
• Depositing Funds to an Endowment
• Withdrawing Funds from an Endowment

Training Materials: Endowments Reference Manual

Entertainment & Hospitality:

Administrative Policy: Hospitality and Other Special Expenses

Administrative Procedure: Documenting Hospitality and Special Expenses

Payment Transaction PO and Non-PO:

Administrative Policy: Accounts Payable: Paying Non- Payroll Expenses

Administrative Procedures:

• Requesting a New Supplier or Changing an Existing Supplier
• Depositing Supplier Checks (sponsored and non-sponsored accounts) and Depositing Refunds of Sponsored Employee Expense Overpayments
• Making Payments Using Single Payment Supplier Numbers

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
• CPS Change Orders and Amendments

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 Manual

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: PCard Reconciliation in Create Expense Reports Manual