Discover Your Island

Accounting Handbook

06-08-2017

01. General Information

Section Title PDF Version Last Revision
01.01 Accounting Staff PDF 04-24-2017
01.02 Accounts Payable Staff PDF 05-09-2017
01.03 Business Office Staff PDF 05-09-2017
01.04 Payroll Office Staff PDF 09-17-2015
01.05 Controlling Risks PDF 09-21-2012

02. General Account Structure

Section Title PDF Version Last Revision
02.01 Types of Accounts PDF 02-26-2009
02.02 New Account Requests PDF 05-14-2015
02.03 Fund Groups and Fund Groups Classification PDF 05-12-2016
02.04 Function Classifications PDF 02-26-2009
02.05 Fund Source Definitions PDF 05-12-2016

03. Chart of Accounts

Section Title PDF Version Last Revision
03.01 Chart of Accounts Excel 04-22-2017
03.02 Acceptable Use of Funds In Progress 11-11-2014
03.02.01 Higher Education Assistance Funds PDF 11-11-2014
03.02.02 Distance Education Fees Acceptable Use PDF 11-11-2014
03.02.03 University Services Fee Acceptable Use PDF 11-11-2014

04. Procurement & Disbursements

Section Title PDF Version Last Revision
04.01 Purchasing Policy & Procedures HandBook PDF 06-08-2017
04.02 Expenditure GuideLines PDF 02-26-2009
04.03 Procurement Card Program Guide PDF 06-08-2017
04.04 How to handle a PIP PDF 02-26-2009
04.05 A/P Voucher Inquiry Screens PDF 02-26-2009
04.05.01 Screen 160 - By Invoice Number PDF 02-26-2009
04.05.02 Screen 161 - By Voucher Number PDF 02-26-2009
04.05.03 Screen 162 - By Vendor PDF 02-26-2009
04.05.04 Screen 163 - By Account PDF 02-26-2009
04.05.05 Screen 164 - By PO PDF 02-26-2009
04.05.06 Screen 167 - By Dept Ref PDF 02-26-2009
04.05.07 Screen 168 - Voucher Inquiry PDF 02-26-2009
04.05.08 Screen 169 - Voucher Line Item PDF 02-26-2009
04.05.09 Screen 170 - By Alt Vendor PDF 02-26-2009
04.06 Guidelines for Disbursements of Funds PDF 06-08-2017
04.07 Expense Object Codes PDF 02-26-2009

05. Disbursements-Travel

Section Title PDF Version Last Revision
05.01 Travel Hand Book PDF 06-08-2017
05.02 CBT Travel Card CBT Travel Card(html) 08-04-2015

06. Business Office

Policy Title PDF Version Last Revision
06.01 Receipts PDF 03-17-2009
06.02 Crosswalk Receipts to FAMIS PDF 03-17-2009
06.03 Scholarships/Stipend Process PDF 03-17-2009
06.04 Reserve for Future Use PDF Future Use
06.05 Accepting Funds PDF 03-17-2009
06.05.01 Permanent Working Fund PDF 10-27-2016
06.05.02 Temporary Working Fund PDF 05-26-2017
06.05.02.02 Making Deposits/Daily Deposit Procedures PDF 10-20-2009
06.05.02.03 Return of Temporary Working Fund PDF 03-17-2009
06.05.03 Cash Handling PDF 03-17-2009
06.05.04 Check Handling PDF 03-07-2012
06.05.05 Credit Card Best Practices PDF 02-16-2010
06.05.05.01 Credit Card Guidelines for Internet E-Commerce PDF 04-27-2009
06.05.05.02 PCI Compliance PDF 05-06-2015
06.05.05.03 Request for Use for a Generic Merchant Number PDF 04-27-2009
06.05.05.05 Credit Card Machine Basic Instructions PDF 11-21-2016
06.05.05.07 Refunds to a Credit Card PDF 02-22-2013
06.05.06 Sales Tax Collections PDF 04-12-2017
06.05.07 Sales Tax Exemptions PDF 01-25-2012
06.06 Petty Cash Reimbursement PDF 07-14-2016

07. Endowments

Section Title PDF Version Last Revision
07.01 Policy PDF 04-29-2016
07.02 Types PDF 02-26-2009
07.03 Spending Calculation PDF 04-29-2013

08. FAMIS/Canopy Accounting

Section Title PDF Version Last Revision
08.01 What is FAMIS? PDF 04-19-2013
08.02 Logging In and Out of Famis PDF 05-07-2013
08.03 Frequently used FAMIS Screens PDF 02-26-2009
08.03.01 Account Searches PDF 02-18-2010
08.03.01.01 GL and SL accounts (screen 029) PDF 02-18-2010
08.03.01.02 Support Account search (screen 068) PDF 04-09-2009
08.03.02 Balances PDF 02-18-2010
08.03.02.01 General Ledger account balances (screen 018) PDF 02-18-2010
08.03.02.02 S/L account balances (screen 034) PDF 02-18-2010
08.03.02.03 S/A account balances (screen 074) PDF 02-18-2010
08.03.02.04 Balances by subcode-SL account (screen 019) PDF 02-18-2010
08.03.02.05 Balances by subcode-SA account (screen 069) PDF 02-18-2010
08.03.02.06 Canopy vs. FAMIS PDF 04-17-2013
08.03.02.07 Downloading Monthly Account Statements in Canopy PDF 04-21-2009
08.03.03 Account Attributes PDF 04-09-2009
08.03.03.01 General Ledger account(Screen 002) PDF 04-09-2009
08.03.03.02 Subsidiary Account(Screen 006) PDF 04-09-2009
08.03.03.03 Support Account(Screen 050) PDF 04-09-2009
08.03.04 Open Commitments PDF 02-22-2010
08.03.04.01 SL-Screen-021 PDF 02-18-2010
08.03.04.02 SA-Screen-061 PDF 02-18-2010
08.03.05 Transactions PDF 02-22-2010
08.03.05.01 General Ledger & Subsidiary Ledger Transaction Inquiry Screen 023 PDF 04-09-2009
08.03.05.02 Support Account Transaction Inquiry Screen 063 PDF 04-09-2009
08.03.05.03 SL by month (Screen 46) PDF 02-18-2010

09. Accounts Receivable

Section Title PDF Version Last Revision
09.01 Extension of Credit PDF 09-30-2014
09.02 Write Offs PDF 09-30-2014
09.03 State Holds PDF 09-30-2014

10. Payroll/Employee Payroll Action

Section Title PDF Version Last Revision
10.01 EPA Instructions PDF 02-26-2009

 11. Financial Transaction

Section Title PDF Version Last Revision
11.03 Interdepartmental Transfers (IDT's) PDF 04-11-2013
11.04 Header Codes PDF 04-29-2013
11.05 Transaction Codes PDF 05-11-2009
11.06 Encumbrance Transaction PDF 02-22-2010

12. Insurance-Summer Camps

Section Title PDF Version Last Revision
12.01 Insurance-Summer Camps PDF 04-25-2014

13. Laserfiche

Section Title PDF Version Last Revision
13.01 How to login to Laserfiche PDF 04-17-2009
13.02 How to find Batches Using the Batch Folder Tree PDF 04-17-2009
13.03 How to pull an accounting Batch PDF 02-15-2010
13.04 How to pull a Voucher PDF 05-07-2009

14. Request for Annual Financial Report

Section Title PDF Version Last Revision
14.0 How to Request an AFR PDF 08-06-2015

 15. Budget Related

Section Title PDF Version Last Revision
15.01 Fiscal Request PDF 03-17-2009

 16. Grants and Sponsored Research

Section Title PDF Version Last Revision
16.01 Indirect Cost Recovery (F&A rate) PDF 02-26-2009
16.02 Residual Accounts (Closing Fixed Price Grants) PDF 02-26-2009
16.04 Grant Subaward Payments PDF 02-18-2010
16.05 Cost Share on Research and Sponsored Contracts PDF 10-21-2014

17. Year End Reference

Section Title PDF Version Last Revision
17.01 Subsidary Ledger Flag Values PDF 03-17-2009
17.02 General Ledger Flag Values PDF 03-17-2009
17.03 Support Accounts Expense Budget Transaction Flags PDF 03-17-2009
17.04 AFR Batches and Reversing Entries PDF 03-17-2009
17.06 Gifts Recon PDF 03-16-2009
17.06.01 Gifts in kind (Non-cash gift) Reporting PDF 03-16-2009

18. Training Materials

Section Title PDF Version Last Revision
18.01 Departmental Correction Request (DCR) PDF 09-12-2013

19. Glossary

Section Title PDF Version Last Revision
19.01 Glossary PDF 02-01-2012