Accounts
• Account
List
• Accounts Normally Not Allowed on Federal Funds - If one of these accounts is used with
a federal fund cost center on a voucher, requisition, PO, or journal, a warning message will
appear. The user should verify the account and cost center are correct. If they are correct,
the document must be routed through the Office of Contracts and Grants/Sponsored Projects
in workflow for their approval. See “Fund Codes” below for a list of fund codes.
Federal fund codes have “Federal” in the Sub-Type column.
• Budget
Account/Actual Account Cross Reference is available in the Finance System.
– Navigation to Expenditure node/account cross reference (BUD_EXPENSE tree)
in the Finance System(09-01-13 most current dated tree):
Main Menu\Tree Manager\Tree Viewer Tree name = BUD_EXPENSE
– Navigation to Revenue node/account cross reference (BUD_REVENUE tree)
in the Finance System(09-01-2010 most current dated tree):
Main Menu\Tree Manager\Tree Viewer Tree name = BUD_REVENUE
• Food and Entertainment-Related Accounts
•Job
Code and Account Cross Reference HR730
• New
Salary and Wage Budget Node and Account Information
The deadline to submit baseline standards and cash handling procedures to General Accounting is Monday, August 14, 2017 via Key Dates Calendar SharePoint folder.
Certifying
Signatories – Individuals authorized to
approve non-workflow transactions for their college/division
by signing the appropriate document (e.g., Travel Requests)
or through email (e.g., Physical Plant Work Requests).
Department approvers, which approve workflow transactions,
are listed separately on this web page for each transaction
category (e.g., GL Journal Workflow, Voucher Workflow, etc.).
Department List --- UH and UHSA department IDs, department names, college/division names, and college/division administrators (or equivalent). The levels indicated are from the most current DEPTID_ROLLUP tree for business units 00730 and 00783. This list is maintained by the UH Budget Office and updated as needed.
DEPTID_ROLLUP
Tree --- Instructions for using the DEPTID_ROLLUP
tree with placeholders to
run Finance reports.
Internet
Explorer 7.0 and the Finance System --- Recommended
setup instructions for IE 7.0 that will allow users of the
Finance System to download reports and queries to Excel. Please
note that these instructions do not address incompatibility
issues with the HR System or other applications, which are
being tested separately.
Professional Membership Organizations Approved for State Funds --- If paying professional membership fees with state funds, the organization must be on the approved list. Submit a Membership List Addition Request Form to add an organization. If paying professional membership fees with local funds, the organization does not have to be on the approved list.
Requisition
Workflow Information •
PowerPoint
“Requisition Workflow”--- Overview
of Requisition Workflow identifying changes. Also
includes Requisition Reminders. •
Requisition
Workflow process --- A comprehensive Word document
that takes the user step by
step though the process of entering a Requisition into Workflow.
• Creators
and Approvers --- List of UH operators who create
and/or approve requisitions in workflow.
• Buyer
Table --- Table that identifies the Buyer responsible
for individual Colleges and/or Divisions.
Transaction
Processing • Best
Practices for Vendor Payments --- Recommended
procedures for paying external vendors,
service centers, and auxiliaries, and reimbursing employees
and students.
• Fund
Equity Transfers --- Do's and don'ts of transferring fund equity between local funds and between state funds.
• PO Creation Matrix --- Summarizes when a PO should be created, additional backup needed, and which PO business unit to use.
• PO
Finalize Instructions --- Instructions for reviewing and releasing PO encumbrances.
• PO Processing Changes Related to Senate Bill 20 --- Summary of PO processing changes related to Senate Bill 20 (84th Legislature) that are effective September 1, 2015.
• Procurement Methods for Federal and Non-Federal Funds --- Overview of procurement methods and the thresholds that apply to federal, non-federal, and mixed fund (federal and non-federal together) purchases or contracts for goods or services. See MAPP 04.01.01, Purchase of Materials, Goods, and Supplies through the Purchasing Department,
for additional information.
• Procurement
Rules Checklist --- Quick reference to procurement
rules, including special approval
and backup requirements.
• Prompt
Payment Summary --- Summarizes prompt payment and payment scheduling rules for vouchers covered in MAPP 04.01.10, Prompt Payment and Payment Scheduling.
•
State Fund Procurement Restrictions --- Summarizes key restrictions for purchases with state funds.
•
State Use Program FAQs --- Requirement to verify if goods or services are available from TIBH Industries when using state funds.
• Student Repayment of Scholarship Awards ° SC Voucher Return Scholarship Funds Procedure
• Transferring
Non-Payroll Expenses --- Describes the process and steps used to transfer non-payroll expenses between local funds, between state funds, from state to local funds, and from local to state funds.
• Uniform Guidance (OMB Circular A-81) for Federally Funded Projects --- Summary of changes to procurement policies and procedures related to Uniform Guidance for federally funded projects. Changes are effective December 26, 2014.
• Vendors on Hold --- Recommended procedures for vouchers where the vendor is on hold with the state
Voucher
Workflow Information •
Voucher
Creators and Approvers --- List of UH operators
who create and/or approve
vouchers in workflow.
• Voucher
Online Training --- Register for online Voucher
workflow training. •
Voucher Workflow Handout --- Training material
used in online Voucher Workflow training. •
Voucher
Workflow Matrix for Scholarships and Tax-Related Payments
--- The matrix indicates
which workflow path to choose (Scholarships or Tax) based
on (1) the account used
and (2) the classification of the payee (student, employee,
etc.). This information is also
provided on pages 3 and 4 of the Voucher
Workflow Handout.
Where
the Money Goes --- Link to Texas Comptroller’s
list of state expenditures.
