| Fiscal Operations Policy & Procedures Manual |
FIS | |
| OSU Policy & Procedure Manuals | Search the Manuals |
| Date |
Policy |
Summary of Change |
| 07/11/2008 | FIS 801-09 Journal Vouchers |
Updated rule code from 3YEC to 3JV1. |
| Date | Policy |
Summary of Change |
| 05/14/2008 | FIS 801-14 Balance Sheet Analysis |
Updated rule code from 3YEC to 3JV1. |
| 05/09/2008 | FIS 1402-12 OSU Purchasing Card |
Updated entire policy and procedure. |
| FIS 102-10 Cash Handling on Behalf of a Third Party |
Added new policy. |
|
| FIS 102-11 Contracting with a Third Party for University Business |
Added new policy. |
| Date | Policy |
Summary of Change |
| 04/30/2008 | FIS 1401-06 Guidelines for Release of Student Records |
Removed additional information section. |
| 04/16/2008 | FIS 410-05 Hosting Groups and Official Guests |
Took out (non-employees) from title. Revised entire policy. |
| FIS 410-07 Hosting Groups and Official Guests |
Revised title and entire policy. |
|
| FIS 410-29 Meals on One Day Trip (no overnight stay) |
Revised entire policy. |
|
| 04/07/2008 | FIS 1402-12 OSU Purchasing Card |
Updated entire policy and procedure. |
| Date |
Policy |
Summary of Change |
| 02/04/2008 | FIS 408-01 Procurement Cards |
Added reference to Fiscal Policy Manual 70.100 Purchasing - Procurement. |
| FIS 402-02 Encumbrances for Payroll and OPE (Fringe Benefits) |
Updated link to employee classes. | |
| FIS 401-06 Vacation and Sick Leave Accrual |
Updated link to HRS Section 1500. |
| Date | Policy |
Summary of Change |
| 01/23/2008 | FIS 102-09 Attendee-Paid Funds for Recognition Event |
Added new policy called Attendee-Paid Funds for Recognition Event. |
| 01/22/2008 | FIS 1108 Approval Routing |
Added additional information link, FIS 1405-01 Delegation of Invoice Final Approval to Departments. |
| FIS 1405-01 Delegation of Invoice Final Approval to Departments |
Added additional information link, FIS 1108 Approval Routing. | |
| 01/15/2008 | FIS 1107-03 E & G funds Internal Reimbursement -- 79xxx Account Codes |
Added policy number and link to Recharge Policy. |
| 01/15/2008 | FIS 1405-01 Delegation of Invoice Final Approval to Departments |
Added new policy. |
| Date |
Policy |
Summary of Change |
| 11/01/2007 | FIS TOC FIS Table of Contents |
Took out Internal Fee Book, External Fee Book, and Academic Fee Book from 1401-03. Books are located under 1401-03 policy. |
| Date |
Policy |
Summary of Change |
|
10/12/2007 |
FIS 1101 Banner Processes |
Took out verbiage, "link to Appendix for details." |
|
10/12/2007 |
FIS 406-10 Payment Terms (i.e. Net 30) |
Updated verbiage for policy. |
| Date |
Policy |
Summary of Change |
|
9/14/2007
|
FIS-Ex003-13 Account Code Restrictions |
Added title to exhibit. |
| FIS 409-01 Account Code Restrictions |
Changed verbiage to state, "specific account code restrictions." | |
|
9/11/2007 |
FIS 409-01 Account Code Restrictions |
Added verbiage, "matrix depicting the account code restrictions can be found at FIS-Ex003-13." |
|
9/10/2007
|
FIS 408-02 Car Rentals |
Updated link to PaCS web site. |
| FIS-Ex003-13 Account Code Restrictions |
Added new exhibit, FIS-Ex003-13: Account Code Restrictions. |
|
| FIS 003 List of Exhibits |
Added link to new exhibit FIS-Ex003-13. | |
|
9/04/2007
|
FIS 1112 Month End Closing Process |
Changed first sentence to state that each period closes on the 7th working day of the following month. |
| Date |
Policy |
Summary of Change |
|
8/24/2007 |
FIS 412 |
Updated like to Section 02:Account Codes - Summary of Tax Reportable Account Codes of the OSU Financial Administration Standard Operating Manual (FASOM). |
|
8/06/2007 |
FIS 1403-03 |
Updated verbiage for administrative costs for the current fiscal year. |
| Date |
Policy |
Summary of Change |
|
7/23/2007 |
FIS 103-02 |
Updated location and link for Wire Transfer form, which is now located in OSCAR. |
|
7/01/2007 |
FIS 1402-02 |
Updated link for OSU Employee On-Line Services. |
|
7/01/2007 |
FIS 1402-14 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 1401-02 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 1401-01 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 410 |
Updated link for FIS 410-05, FIS 410-07, FIS 410-01 and FASOM 13.01 under FIS 410-05, Hosting Groups and Official Guests. Updated FASOM 13.01 link under FIS 410-06, Memberships and Dues. Removed FASOM 13.01 link under FIS 410-08. Updated FIS 410-09 Gradation Event Expense policy. Updated FIS 302-03 link under FIS 410-11 Scholarships from Non Education and General Funds. Changed title of form under FIS 410-15; Telecommuting Policy is now called Telecommuting Policy and Agreement Form. Updated FASOM 02.11L link under FIS 410-20. Updated link for Advisory Opinion No.98A-1003 under FIS 410-24. Under FIS 410-25; updated link for AutoPay Vendor List and contact information regarding the payment of foreign nationals. Updated link for OPAA under FIS 410-32. |
|
7/01/2007 |
FIS 1107 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 504 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 200 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 1403-01 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 1403-02 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 1403-03 |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
Service Center Operations |
Updated verbiage of purpose, policy, procedures, and references. |
|
7/01/2007 |
FIS 1403-05 |
Updated verbiage of purpose, policy, and procedure. Updated links for OSU Assessments FIS 504, OUS Auxiliary Enterprise Indirect Cost Allocation Policy, and State of Oregon Department of Administrative Services Assessments FIS 503. Updated links in Developing Fees section for IMD 8.016(3) Proportionate Financing of Joint Use Facilities and FIS 1403-01. Updated link in Revenue section for FIS 1107 Journal Vouchers. Updated links for Additional References. |
|
7/01/2007 |
FIS 407 |
Removed Cash Out Personal Reimbursement form. |
|
7/01/2007 |
FIS 102-01 |
Updated links for Business Affair' Cash Handling Manual, Oregon State Treasury's Cash Management Manual, and Grant, Contract, Gift Accounting Policy & Procedure Manual. |
| FIS 102-02 External Income (University Fee Book) |
Updated links for Sales of Goods and Services, University Fees, Recharge Activities, and Designated Operations |
|
| FIS 102-05 Gift, Grant and Contract Income |
Updated link for OUS policy 55.100 and PRO 207. |
|
|
7/01/2007 |
FIS 101 |
Updated links for Academic Year Fee Book and Summer Session Fee Book. Updated link for Scholarship and Awards Authorization for Payment form (SAAP). Updated References links. |
|
7/01/2007 |
FIS 410-09 |
Updated link for FIS 507 Relationships Between OSU and OSU Foundation. |
|
7/01/2007 |
FIS 409 |
Updated link for Description of account code in OUS Fiscal Policy Manual and link for Information contained in OSU Fiscal Manual, especially FIS 410. |
| FIS 409-02 Frequently Asked Questions (FAQ) |
Updated link for FAQ's. |
|
| FIS 409-03 When to use Training account codes |
Updated Reference links. |
| Date |
Policy |
Summary of Change |
| 5/16/2007 |
FIS 202 |
Updated link for Endowment policy. |
| 5/11/2007 | FIS 502 Leasing Reporting |
Updated link for OUS Fiscal Policy Manual 05.281 Accounting for Leases. |
| 5/08/2007 |
FIS 1403-05 |
Updated evaluation of appropriate measures. Added bullet about Internal Audit Division. Under "Additional Information" changed link to the OUS Policy on Financial Irregularities. |
| Date |
Policy |
Summary of Change |
| 4/26/2007 | FIS 1401-03 University Fees |
Updated links to fee books. |
| 4/19/2007 | FIS 902 Facilities and Administration Rate Calculation (MTDC Rate) |
Expanded list of expenditures to include building and equipment depreciation, and interest on bonds. Added a bullet to the calculation process that provides more complete instructions. |
| Date |
Policy |
Summary of Change |
| 1/23/2007 | FIS-Ex003-04 Capital Inventory Asset Codes |
Updated information regarding depreciation allowances, standard life and depreciation codes for capital inventory. |
| 1/08/2007 | FIS 706 Research Equipment Reserves |
Updated and expanded policy and procedures in response to current practices and recommendations. |
| Date |
Policy |
Summary of Change |
| 12/08/2006 | FIS 507 Relationship Between OSU and OSU Foundation |
Updated and expanded policy and procedures in response to current practices and recommendations. |
| 12/08/2006 | FIS 410-05 Hosting Groups and Official Guests |
Removed reference to retirement receptions for account code 28613. |
| 12/05/2006 | FIS 1405-01 Banner Journal Vouchers |
Updated language in regarding OPE correction to indicate university ID rather than social security number. |
| Date |
Policy |
Summary of Change |
| 11/01/2006 | FIS 410-32 Participant Support Costs |
Changed account code in examples table for "Refreshments for math/science club" to 28612. |
| Date |
Policy |
Summary of Change |
| 10/16/2006 | FIS 410-32 Participant Support Costs |
Added a Participant Support Cost policy for individuals engaged in training and/or research in a specific field or program, and in which costs are generally funded by grants and/or contracts. |
| Date |
Policy |
Summary of Change |
| 9/19/2006 | FIS 1402-13 Employee Recognition Policy |
Added an employee recognition policy. |
| FIS 1402-07 Gift Certificates |
Updated Gift Certificates policy to provide details such as tax withholding and processing for Foundation funds. Added account code information. | |
| 9/06/2006 | FIS 1402-03 Communications: Internet Services, and other Mobile Devices |
Clarified individual wireless access (para. 3 of Policy section) and added ORS 351.070(3)(a) to Reference section. |
| FIS 1402-15 Communication Allowances |
Added ORS351.070(3)(a) to Reference section. | |
| FIS 410-24 Use of University Property/Facilities for Personal Use |
Clarified in para. 3 that personal usage costs for long distance MUST be reimbursed. |
| Date |
Policy |
Summary of Change |
| 8/23/2006 | FIS 1402-03 Communications: Internet Services, and other Mobile Devices |
Updated policy to include internet services and other mobile devices. |
| FIS 1402-15 Communication Allowances |
Added a communications allowance policy. |
| Date |
Policy |
Summary of Change |
| 7/5/2006 | FIS 410-04 Flower Purchases |
Deleted references related to retirement expenses. |
| FIS 410-05 Hosting Groups & Official Guests |
||
| FIS 1402-12 OSU Purchasing Card |
Deleted ($1,500.00 for Auxiliaries) in "E" of Policy section regarding capital equipment purchases. | |
| 7/1/2006 | FIS 1402-02 Cash Out |
Revised policy to include volunteers and information on direct deposit for expense reimbursement. |
| Date |
Policy |
Summary of Change |
| 6/8/2006 | FIS 1402-14 Graduate Assistant Employed by Non-Academic Unit |
Added this policy to the FIS Manual. |
| Date |
Policy |
Summary of Change |
| 5/12/2006 | 410-26 Employee Off-Campus Internet Connection Charges |
Deleted FIS 410-26 from FIS manual. |
| Date |
Policy |
Summary of Change |
| 3/30/2006 | FIS-Ex003-02 Cost Accounting Standards Guidelines |
Deleted exhibit from the FIS manual. This information is located in the GCG Manual as GCG 105: Cost Accounting Standards Guidelines. |
| 3/15/2006 | FIS 410-31 Utilities for Short Term Crew Field Crew Housing |
Added this new topic to the FIS manual. |
| FIS 1101 FOAPAL Elements |
Changed Funds 065XXX through 067XXX Inventions/Royalty Funds to 065XXX through 067XXX Technology Transfer Funds and added additional information on the use of these fund numbers. | |
| FIS 1402-12 OSU Purchasing Card |
Updated the terminology in the Procedure section and deleted the term "Packets." |
| Date |
Policy |
Summary of Change |
| 1/16/2006 | FIS 1404-01 Building Use Credits |
Replaced OMB Circular A-21; section j.12 with OMB Circular A-21; section J.14h. |
| FIS 705 Building Use Credit Reserves |
| Date |
Policy |
Summary of Change |
| 12/15/2005 | FIS 1402-01 Airfare Purchasing Policy - Not Utilizing Contracted Travel Agencies |
Added: Travelers are required to obtain a written quote from one of the contracted travel agencies showing the cost of the most economical direct route of travel as justification before using non-contracted agency that offers lower cost airfare. |
| 12/8/2005 |
FIS 408-02 |
Added information about using the AutoPay vendor program for car rentals. |
| Date |
Policy |
Summary of Change |
| 11/15/2005 | FIS 410-30 Information Technology Expenditures |
Added this expenditure to the manual. |
| 11/10/2005 | FIS 410-05 Hosting Groups and Official Guests (non-employees) |
Increased the Maximum Meal Amounts. |
| Date |
Policy |
Summary of Change |
| 10/25/2005 | FIS 002 Definitions |
Revised the definition for AUXILIARY ENTERPRISES and added the definition for AGENCY. |
| FIS 103-06 and FIS 411-03 Income Account Code to Agency Funds Using a JV |
New pieces of information added. |
| Date |
Policy |
Summary of Change |
| 9/27/2005 | FIS 1402-13 Employee Recognition |
Added new policy to FIS Manual. |
| 9/22/2005 | FIS Manual | Replaced old links to FASOM manual with new links to the OUS Fiscal Policy Manual. |
| FIS 410-08 Retirement Receptions/Employee Recognition |
Institutional funds can no longer be used for these purposes. |
| Date |
Policy |
Summary of Change |
| 7/11/2005 | FIS 1403-01 Designated Operations |
Replaced entry for Cr. Departmental General Fund Account Code from 09390 to 79390 (Admin Service Internal Sales) in the procedure section. |
| Date |
Policy |
Summary of Change |
| 5/23/2005 | FIS 410-05 Hosting Groups and Official Guests (non-employees) |
Replaced "In the case where a receipt has been lost, an affidavit of lost/missing receipt can be substituted which includes all the details above. Use of affidavit of lost/missing receipt should be rare; employees should submit requests for reimbursement in a timely manner to minimize the loss of the original itemized receipts." With In the case where a receipt has been lost, contact Accounts Payable. |
| FIS 1403-01 Designated Operations |
Changed the amount limit to $25,000 for Carry over from one fiscal year to the next |
| Date |
Policy |
Summary of Change |
| 11/4/2004 | FIS 002 Definitions |
Updated the definitions for Internal Sales Distribution and Inter-Departmental. |
| FIS 203 Workshop Income from OSU Departments |
Replaced the term "workshop" with Miscellaneous Internal Services and replaced account code "79301" with 09392. |
|
| FIS 204-02 University (internal) Fee Book |
Added the sentence "See the Internal Sales Reimbursements definition for the appropriate account code to use for these internal transactions. | |
| FIS 407-01 Travel Reimbursements |
Replaced "Invited Guest" with "Official Guest." | |
| FIS 409 How to Determine What Account Code to Use |
Deleted "unless credit is to an 05xxxx Designated Operations fund." | |
| FIS 409-01 Account Code Restrictions by Fund Type |
Under Revenue Account Codes, replaced 5th bulleted line "09xxx Service Center income, internal service center reimbursement - only on 09xxxx funds" with "09xxx Internal Sales income, - only on 05xxxx, 09xxxx, and 1xxxxx funds". Also deleted the 6th bulleted line (05XXXX if cost overrun) | |
| FIS 410-05 Hosting Groups & Official Guests |
Replaced "Invited Guest" with "Official Guest." | |
| FIS 411-01 Revenue Transfer Requirements |
Replaced 3rd bulleted line "When income is posted to service departments with 79xxx account codes. Such income is generated from charges to other departments for goods and services provided by the service department) with "09xxxx Internal Sales are not considered Revenue for this section. See Internal Sales Reimbursements definition. | |
| FIS 1107-01 Doing a Correction or Redistributing Charges |
Added "use JV Rule Code 3GNT" to the information concerning the redistribution charges involving Grants. | |
| FIS 1107-03 Internal Sales Reimbursement -- 79xxx Account Codes |
Updated the exception concerning the use of the 79xxx account codes. | |
|
FIS 1403-01 |
Replaced account code "79390" in Departmental General Fund with "09390" for the entry of expenditures in the designated operations funds related to the direct and indirect costs of the activity. |
| Date |
Policy |
Summary of Change |
| 3/24/2004 | FIS 1402-01 Airfare Purchasing Policy - Not Using Contracted Travel Agencies |
Added information on Personal Travel Combined with Business Travel. |
| Date |
Policy |
Summary of Change |
| 10/11/2003 | FIS 002 Definitions |
Added terms: Internal Management Directive, Moving Expenses, Sabbatical Leave-Supplement, and Stipend. Revised terms: Credit Memo, Reduction of Expense, Reimbursements. |
| FIS-Ex 003-01 FIS Acronym List |
Replaced exhibit with FIS Acronym list. | |
| FIS 102-08 Travel Paid by Outside Source |
Identified what funds should be initially used to pay expenses and added procedures for depositing checks directly paid to employee. | |
| FIS 404 Arranging for Automated Clearing House (ACH) Payments |
Added this information to the manual. | |
| FIS 406 Vendor Invoice Processing |
Identified what information needs to be on a vendor's invoice. | |
| FIS 407 Employee Reimbursements |
Revised option for payment of employee reimbursements. | |
| FIS 407-01 Travel Reimbursements |
Expanded area by adding specific information for the different employees/non-employees. | |
| FIS 407-02 Personal Reimbursements |
Added requirement of "clear business purpose" and requirement for long distance cell-to-cell phone calls. | |
| FIS 408-03 Travel Agencies (airfare) |
City Pairs program and OSU contracted travel agencies cannot be used for someone on a Personal Services Contract (PSC) or a vendor. | |
| FIS 409-01 Account Code Restrictions by Fund Type |
Added new account codes and revised several existing ones. | |
|
FIS 409-03 |
Added 409-03, new information. | |
| FIS 410-05 Hosting Groups & Officials |
Added information on hosting and alcohol. | |
| FIS 410-06 Memberships and Dues |
Added section (h.) Personal memberships in social and sports clubs. | |
| FIS 410-07 Paying for Meals and Refreshments Served at Intra-departmental Functions |
Added information on refreshments. | |
| FIS 410-21 Postage Orders |
Deleted. | |
| FIS 410-21 Conference Expenses |
Added "new." | |
| FIS 410-22 Prepaid Calling Cards |
Added detailed information on use and instructions for use. | |
| FIS 410-25 Payment for Services |
Changed title from Personal Services Contracts to Payment for Services and updated information. | |
| FIS 410-29 Meals on One Day Trip (no overnight stay) |
Added this new section to manual. | |
| FIS 801-05 Travel |
Added two options for processing travel reimbursements for a trip beginning on one fiscal year and ending on the next fiscal year. | |
| FIS 1101 FOAPAL Elements |
Added Funds 438xxx information. | |
| FIS 1106-05 Payment of Travel Reimbursements |
Updated the process and requirements for travel reimbursements. | |
| FIS 1107-01 Doing a Correction or Redistributing Charges |
Added GRA/GTA Fee Remission (1095x) redistributions information. | |
| FIS 1107-04 Service Center Reimbursements - 09xxx Account Codes |
Can only use 09xxx account codes with 09xxxx funds. | |
| FIS 1109-01 Year End Budget Journal Voucher |
Added "Budget" to title. | |
| FIS 1111 Document Approval History |
Added "Use Banner forms FOIAPHT or FOIAPPH". | |
| FIS Section 1400 Policies |
Reorganized and renumbered section 1400 to allow future policies to be added without disrupting the current organization of section. | |
| FIS 1405 Cellular Phone Policy |
Added specific examples of business related expenses. |
| Date |
Policy |
Summary of Change |
| 10/07/2003 | FIS 002 Definitions |
Revised Bad Debt Allowance definition. |
| FIS 102-05 Gifts, Grants and Contracts Income |
Added information on gifts by OSU employees. | |
| FIS 410-25 Personal Services Contracts |
Revised information on the use of Personal Services Invoice (PSI). | |
| FIS 410-28 Greeting Cards |
Added new section on greeting cards. | |
| FIS 503 Department of Administrative Services (DAS) assessments |
Revised items in which fees are accessed. |
| Date |
Policy |
Summary of Change |
| 9/24/2003 | FIS 513 Accounting for Agency Funds |
Added FIS 513 to manual. |
| FIS 1101 FOAPAL Elements |
Added specific information under "Funds." | |
| 9/18/2003 | FIS 101 Students |
Changed information on tuition rate structure. |
|
FIS 203 |
Changed account code 06410 to 79301. | |
| FIS 410-27 Gift Certificates |
Added section 410-27 on Gift Certificates. |
|
| FIS 1107-03 Internal Sales Reimbursements - 79xxx Account Codes |
Changed the use of 79xxxx account codes to all funds except Service Centers (09xxxx funds) and Agencies (9xxxxx funds). | |
| FIS 1107-05 Income Account Codes on Journal Vouchers |
Income Account codes are no longer allowed on Journal Vouchers for Workshop Registrations(credits) and Auxiliary Funds (1xxxxx) Credits. | |
| FIS 1417 Payment of Licenses and Occupational Fees |
Added Notary License to list of licenses paid for by University if License is critical to operation of unit. |
OSU Policies and Procedures Manuals | Search Manuals | FIS Manual Contact | Office of Business Affairs Web Site Department of Human Resources, Oregon State University |