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OUS Fiscal Policy Manual

The OUS Fiscal Policy Manual (under development) was created as a first step towards establishing an on-line System fiscal policy library. This library will incorporate the results of the Fiscal Accountability Framework project, and serve as a resource for management and staff in fiscal positions throughout OUS. The System fiscal policy library will include links to applicable statutes, administrative rules, IMDs, Board policies, and other System fiscal policies. The OUS Fiscal Policy Manual incorporates what was FASOM (see below) as well as other fiscal policies. FASOM sections will be transitioned and updated as time and resources permit. When this update process is complete, FASOM will no longer exist; all applicable fiscal policies will have been transitioned into the OUS Fiscal Policy Manual.

 

Index

PREFACE
POLICY PROCESS
POLICIES PENDING REVIEW AND COMMENT
SUMMARY OF CHANGES TO OUS FISCAL POLICY MANUAL

A B C D E F G H L P R S T

 

Fiscal Policy Manual

Title OUS Board Policies2

OUS Fiscal Policy Manual Reference1

OUS FASOM Policy Reference1

INTRODUCTION 
Formulation, Issuance, & Revision of System Fiscal Policies     01.001
ACCOUNTING AND FINANCIAL REPORTING 
Roles & Responsibilities - Accounting and Financial Reporting     05.001
OUS Financial Reporting Entity and Basis of Accounting     05.002
Description of Accounting Periods     05.005
Chart of Account Administration     05.110
Accounting for Receivables     05.240  
Inter-institutional and Inter-fund Loans     05.271
Accounting for Leases     05.281
Compensated Absences Accounting Policy     05.321
Accounting for Other Post-Employment Benefits (OPEB)     05.331
Accounting for Facilities & Administrative (F&A) Cost Recoveries     05.553
Accounting for Interfund Transactions     05.650
Budgeted Operations Fund Balances     05.711
Accounting for Designated Operating Funds     05.712
Fiscal Operation of Service Centers     05.713
Accounting for Venture Development Funds     05.736
Accounting for Capital Projects     05.780
Accounting Index    
Section 1
Account Codes Index    
Section 2
General Accounting Index    
Section 6
AUDITING
Roles & Responsibilities - Auditing     10.001
Fraud, Waste, and Abuse Reporting     10.100
AUXILIARY ENTERPRISES AND OTHER ACTIVITIES
Roles & Responsibilities - Auxiliary Enterprises & Other Activities     15.001
Auxiliary Enterprise & Service Accounts Index    
Section 9
Auxiliary Enterprise Indirect Cost Allocation     15.105
BUDGETING
Roles & Responsibilities - Budgeting     20.001
Budgets Index    
Section 4
CONFIGURATION MANAGEMENT
Installation of FIS and HRIS OUS Baseline Changes in Production     25.005
COST ACCOUNTING
Cost Accounting Index    
Section 3
DEBT FINANCING AND MANAGEMENT
Roles & Responsibilities - Debt Financing & Management     35.001
Returning Excess Bond Proceeds     35.100
Debt   BD POL    
Interest Rate Risk Management   BD POL    

Debt Management

This policy has been superceded by the Board Policy on Debt (above)

 

    35.200
ELECTRONIC COMMERCE
Policy Guidelines for Electronic Commerce       40.005
ENDOWMENT MANAGEMENT
Roles & Responsibilities - Endowment Management     45.001
FACILITIES MANAGEMENT 
Roles & Responsibilities - Facilities Management     50.001
FIXED ASSETS ADMINISTRATION
Fixed Assets Accounting Policies     55.100
Fixed Assets Library Accounting     55.105
Fixed Assets Building Component Depreciation      55.110
Accounting for Intangible Assets     55.115
Asset Accounting    
8.01
Rental of Facilities    
8.02
Non-Expendable Personal Property    
8.03
Expendable Property    
8.04
Rededication of Facilities    
8.05
FRINGE BENEFITS
Bicycle Commuter Benefit     66.100
Football Bowl Games     66.150
Moving Expenses     66.200
Other Fringe Benefits     66.300
Pre-tax Parking     66.400
Pre-tax Transit Pass     66.500
Vehicles     66.600
GENERAL OPERATIONS
Non-travel Meals, Refreshments, and Hospitality Expenses     56.100
Distribution of Moneys Appropriated for Clinical Legal Education Programs through Provisions of Oregon Laws 2007, Chapter 666, §1(4) and §(3)     56.200
House Bill 2500 Reporting     56.250
Identity Theft Prevention Program     56.300
Information Security     56.350
Lost and Unclaimed Property     56.400
Vendor Payments to Nonresident Aliens     56.450
Vendor Tax Levies     56.500
Taxpayer Identification Number (TIN) Matching     56.550  
HUMAN RESOURCES
Military Leave Donation Policy     57.100  
Employee Recognition Awards     57.200  
Employment Related Liabilities     57.300  
LEGAL ISSUES
Roles & Responsibilities - Legal Issues     60.001
PAYROLL
Roles & Responsibilities - Payroll     65.001
HRIS Reconciliations     65.100  
Personnel-Payroll Index (FASOM)    
10.00-10.71
Aggregate HR Data Warehouse Access     
10.81
Certification of Certain Distributed Payroll Processes     
10.82
Encumbrance Processing (PDF)    
10.83
Overpayment/Repayment Processing (password protected)     
10.84
Payroll Checks and Earnings Statements     
10.85
Payroll Processing Calendar and Related Issues    
10.86
Payroll Processing Checklist (Excel)    
10.87
Payroll Processing Flowchart     
10.88
PROCUREMENT & CONTRACTING
Roles & Responsibilities - Procurement     70.001
Purchasing - Procurement Card     70.100
Contractor Travel Reimbursements     70.200  
Purchasing and Accounts Payable
    70.400  

Procurement and Contracting Code           

This policy, once approved, will replace FASOM 13.02

    70.500  
Competitive Procedures for the Purchasing, Procurement & Contracts of Goods and Services    
13.02
Encumbrances    
13.04
Independent Contractor    
13.06
Personnel Recruiting Firms    
13.09
Equity Contracting and Purchasing Policy and Data Reporting Procedures   BD POL    
RESEARCH AND SPONSORED PROGRAMS
Roles & Responsibilities - Research & Sponsored Programs     75.001
Section 1512 Reporting Requirements -
Roles and Responsibilities
    75.100  
General Administration    
5.01
Graduate Fee Remissions    
5.02
Specialized Service Facilities    
5.03
Building and Equipment Use or Depreciation Allowance    
5.04
Time and Effort Reporting (currently under review for future updates)    
5.05

 
RISK MANAGEMENT AND INSURANCE
Roles & Responsibilities - Risk Management & Insurance     80.001
Insurance Index    
Section 7
STUDENT FINANCIAL AID 
Roles & Responsibilities - Student Financial Aid     85.001
Student Financial Aid & Services Index    
Section 12
TAXATION
Roles & Responsibilities - Taxation     90.001
Use of Institutional Tax Identification Numbers     90.100
OUS Tax Exempt Status     90.200
TRAVEL
Travel and Transportation Administration and Expenses     95.100  
Air Travel and Use of Mileage Bonuses   BD POL    
TREASURY MANAGEMENT
Roles & Responsibilities - Treasury Management     105.001
Treasury Management Operations     105.100
Internal Bank   BD POL    
Foreign Programs and Payments     105.200  
Replacement & Returned Checks     105.300  
Advances of Federal Funds     105.400  

 

1 Note: Prior to the adoption of the standardized format, OUS maintained a body of fiscal policies and procedures -- Financial Administration Standard Operating Manual (FASOM).  This index indicates those policies which are in the new " Fiscal Policy Manual" format, as well as those that are yet to be converted to the new format. 

 

Board Policies are being added to this site by topical area.  This list included here is not yet comprehensive as it is a work in progress.