Policies within the VP for Finance Division

This page is currently under construction. Please refer to each funcational area within the VP Finance Division for related policies.

Budget and Financial Planning

Budget Development Flowchart (pdf)

Budget Adjustment Process (pdf)

Budget Guidelines for Centers of Excellence (pdf)

Soft Money Policy (pdf)

Institutional Base Salary (pdf)

Policy on the Management of Endowment and Similar Funds (pdf)

Policy on Continuing Education Financing  (pdf)

Policy on the Transfer of Indirect Cost Recovery (Overhead) Funds  (pdf)

Policy for Budget Entries and Revisions (pdf)

Policy for Auxiliary Enterpise, Service Center and Program Budgeted Overhead (pdf)

Guidelines for Service Centers (pdf)

Internal Reallocation and Financial Incentive Strategy (pdf)

• Financial Management Incentive Plan (FIP)

• Policy on Lapsed Salaries

• Policy on Capturing Vacant Position Funds

Tuition Remission Cost Sharing on Sponsored Projects for Graduate Research Assistants (pdf)

Tuition Remission for Graduate Assistantships (pdf)

Supplemental Pay and X-Pays (pdf)

• Letter from the Provost (pdf)

Bursar's Office

Check Cashing

Credit Card Processing Fees

Foreign Checks and Money Orders

Returned Checks and Credit Cards

Tuition Remission for Employees

Tuition Remission for Dependents

Tuition Remission for Temporary Lecturers

Controller's Office

Accounts Payable Checks 08/2004 (pdf)

Accounts Receivable Guidelines 06/2007 (pdf)

Account Reconciliation Guidelines 06/2003 (pdf)

Add a Vendor Procedure 10/2008 (pdf)

Agency Programs 05/2010 (pdf)

Auxiliary Enterprise, Service Center and Progam Budgeted Overhead (pdf)

Banking Holidays 2008-2012 (pdf)

Cash and Cash Equivalents 06/2007 (pdf)

Claiming Unclaimed Property 04/2008 (pdf)

Corporate Remote Capture: CRC (pdf)

Cost Sharing (Matching) Requests

Cost Sharing Policy

Credit Card Merchants 02/2010 (pdf)

• New Credit Card Merchant (pdf)

• Application for New Merchant Account (pdf)

• Virtual Merchant Account Users Setup Form (doc)

Debt Policy 05/2007 (pdf)

Definition of Sponsored Activities

De Minimis Gifts for Employees 01/2009 (pdf)
(small employee gifts of appreciation)

Deposit Methods 05/2010 (pdf)

Deposit of Checks without Properly Executed Agreements

Designating Funding, Gift or Sponsored Program

Donations 10/2007 (pdf)

Effort Reporting Alignment with Annual Workload Agreements 12/2006 (pdf)

Electronic Funds Transfer (EFT) 06/2008 (pdf)

• Domestic/International Wire Requests 03/2011 (pdf)

• Pre-Authorized Debits (pdf)

• Receipts - Claimed and Unclaimed (pdf)

Equipment Capitalization and Fabricated Equipment 06/2007 (pdf)

Establishment of Bank Accounts 12/1997  (pdf)

Establishment of PayPal Account 11/2009 (pdf)

Exchange vs Non-Exchange Revenues 06/2007 (pdf)

Expenditure Authorization 07/2009 (pdf)

Financial Reporting Responsibility 06/2007 (pdf)

Financial Statement Process 06/2007 (pdf)

Fiscal Misconduct Policy 10/2007 (pdf)

Fiscal Year-End Closing 06/2007 (pdf)

IRS W9 Form 09/2008 (pdf)

Memorial Gifts 07/2007 (pdf)

Month End Closing 05/2008 (pdf)

Net Asset Classification 06/2007 (pdf)

New Vendor Requirements 11/2010 (pdf)

Non-Payroll Payments 02/2003 (pdf)

OMB Circular A-21

Operating vs Non-Operating Rev and Exp 06/2007 (pdf)

Payments for Human Subjects

Payments to Distinguished Speakers

Payors (vendors) Paying by Electronic Funds Transfer 04/2008 (pdf)

Payroll and Other Expense Transfers 12/2006 (pdf)

PCI DS S: Payment Card Industry Data Security Standards

• UofL PCI DSS Policy 02/2010 (pdf)

• PCI DSS Compliancy - GAP Analysis (pdf)

Petty Cash Funds 07/2011 (pdf)

Swift Prepaid Gift Cards 06/2012 (pdf)

Previously-Charged Expenses 06/2007 (pdf)

Program Inactivation 03/2007 (pdf)

Relationship to State 06/2007 (pdf)

Retention of Records 07/2004 (pdf)

Sales and Use Tax 06/2008 (pdf)

Special Request for Return Checks 07/2009 (pdf)

Stop Payment on Checks 02/2003 (pdf)

Stale Dated Checks (Write Off of AP Checks) 06/2007 (pdf)

Timely Posting of Transactions 05/2005 (pdf)

Tax Exemption Status for States other than KY and W-9 Forms

Transfer of F&A Costs Recovery (Indirects) Funds 07/2005 (pdf)

Travel, Entertainment and Expense Reimbursement Policy 03/2010

Unrelated Business Income Tax Policy 09/2009 (pdf)

Vendor Applications 08/2007 (pdf)

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