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Accounting and System Access Forms

*Please see the Annual and Monthly Closing Schedules tab for important Fiscal year-end 2017 closing information*

*Accounts Payable check pick-up*

Standard pick-up times for accounts payable checks are Monday through Friday, from 9:00 A.M through 4:30 P.M., unless special arrangements are coordinated with the Accounts Payable area in advance.

*Purchase Approval Limits*

  • All purchases that are $ 50,000 and above must be approved by the Executive VP for Business Affairs

  • EVP’s and Academic Deans have approval limits up to $ 49,999.99

  • All others have limits up to $ 4,999.99, and should be noted on the Index/FOP Access Form for each index

Note to Travelers:

Effective January 1, 2017, the Standard Mileage Rate for 2017 Business travel is $ 0.535.  The Travel Authorization and Travel Reimbursement Forms have been updated for the new rate.

For travel occurring January 1, 2016 through December 31, 2016, the Standard Mileage Rate for Business travel is $ 0.54.

Common expense document prefixes (contact the specific area regarding questions, unless otherwise noted):

  • CC - Copy Center charges
  • FR - Freight charges
  • GH - Guest Housing charges
  • J or FP - Journal entry/IDT - contact the Controller's Office
  • PC - Procurement Card charges
  • PP - Physical Plant charges
  • ST - Central Stores charges
  • TC - Telephone charges

Accounting Forms:

 Finance System Security, Access, and Maintenance Forms:

  • Chart of Accounts Maintenance Request Form
  • Self-Service Banner (SSB) Authorization Request Form - This form is for a request to be set up in a finance security role, which allows access to view and/or approve financial transactions for specific indexes.
    • NOTE:  An Index/FOP Access Form form for each index that the employee will require finance access to, or be a finance approver for, must be submitted with the SSB Form.  Otherwise, finance access will not be able to be completed.
  • Index/FOP Access Form - This form lists all who will have finance access to, or be finance approvers for, each index.
    • NOTE:  Each Index/FOP Access Form submitted supersedes all previous forms; please ensure that all who will need access to, or be approvers for, each index are listed, and all required signatures obtained.
    • EVERY TIME an EVP, Academic Dean, Chair, Director, Department Head, or Principal Investigator who has financial oversight responsibilities for an index changes, a new Index/FOP Access Form is required to be submitted noting the change.
    • EVERY TIME an employee has access added/removed, changes roles, changes departments, leaves the college, or is no longer responsible for financial activity of an index, a new Index/FOP Access Form is required to be submitted noting the change.