Accounting Technician and Administrative Support Guidebook

The purpose of this guidebook is to provide general guidance to Lory Student Center (LSC) Accounting and Administrative Support professionals.

University financial guides, manuals, rules, and procedures can be found on the Department of Business and Financial Services (BFS). You can find this website by accessing the University’s main webpage, http://www.colostate.edu/, then narrowing your search by the letter “B” to find Business and Financial Services or by using the following link: http://busfin.colostate.edu/ BFS consists of the following offices; more information regarding these offices can be found on the BFS website as listed above:

  • Accounts Payable
  • Accounts Receivable Operations
  • Campus Services
  • Cashier’s Office
  • Controller’s Office
  • Cost Accounting
  • Financial Reporting and Analysis
  • Financial System Services
  • Kuali Financial Systems, KFS, Operations
  • Merchant Services
  • Property Management
  • Tax Services
  • Travel Services

A link to the Universities Financial Guides and Manuals also can be found on the BFS website listed above.

CSU Financial Procedure Instructions (FPIS)

The Financial Policy and Procedure Instructions (FPI) Manual is available online through the BFS website. This manual gives staff specific guidelines and can be accessed by topic.

Accounting

1-1. Accounts

1-2. Object and Sub Object Codes

1-3. Funds and Subfunds

1-4. Administration of Agency Funds

1-5. Journal Entry

1-6. Kuali Financial Overview

1-7. Kuali Financial System Related Systems

1-8. Administrative System Online Access

1-10. Financial Statements

1-11. External Audit

1-12. Student Short Term Loan Fund

1-13. Reserve Accounts

1-14. Higher Education Function Code

Expenditures and Revenues

2-1. Authorized Business Function

2-2. Sales of Goods and Services (Educational and Self Funded)

2-4. Sales Tax, Lodging Tax, and UBIT

2-5. Payments to Students

2-6. Moving Expenses

2-7. Federal Unreimbursable Costs

2-8. Contract Grants Revenue

2-9. Direct and Indirect Costs

2-10. Research, Survey, and Other Related Incentives

2-11. Special Course Fees Technology Fees

2-12. Continuing Education Disbursement Fund

2-13. Inventory of Consumables and Merchandise

2-14. Facilities Rentals

2-15. Personal Use of Telephones

2-16. Classification of Revenue as Gifts or Sponsored Agreements

2-17. Accounts Receivable

2-18. Honoraria

2-19. Independent Contractor

2-20.Recharge and General Operations

Contracts

3-1. Revenue Contracts Research or Service

3-2. Revenue Contracts Use of Purchase Orders

3-3. International Agreements_Export Control

3-4. Scope of Work

3-5. Use of University Marks

Capital Construction and Property, Plant and Equipment

4-1. Capitalization Thresholds

4-2. Equipment Loan Return and Renew

4-3. Acquisition

4-4. Physical Capital Equipment Inventory

4-5. Trade-in, Retirement, Cannibalization, and Surplus

4-6. Non-Capital Assets

4-7. Work in Process & Equipment Fabrication

4-8. Classification of external lease agreements, rent, and use charges

4-9. CSURF Leasing Program

4-10. Long Term Debt

Travel

5-1. Travel

Cash and Credit

6-1. Receipt and Deposit of Cash and Checks

6-2. Petty Cash and Change Funds

6-3. Credit Card Merchant Accounts

6-4. Incoming Electronic Payments

6-5. Wire Transfers

6-6. PCI Compliance Program

6-7. Distribution of Interest Earnings

6-8. Special Operations Imprest Account

Cash and Credit

10-1. Record Retention

University Financial Systems and System Access

Administrative Applications and Resources (AAR) is the gateway to accessing the University’s financial and human resources systems and applications. AAR can be accessed through the University’s main webpage, http://www.colostate.edu/, then choosing Resources / Faculty and Staff / Administrative Applications and Resources (AAR), or use the following link:

 https://aar.is.colostate.edu.

Once you are logged into AAR, you will have options available to you based on your access. The University’s financial system of record is Kuali Financial Systems (KFS). A summary of the KFS account structure for the LSC is as follows:

The LSC is an Auxiliary, AUX, within the Division of Student Affairs. The LSC consists of the following Organization Codes in KFS, organization codes have a maximum of 4 digits:
8030 – Dining Services
8033 – Lory Student Center
8035 – Bookstore

The LSC also governs the following:
8036 – Student Orgs
8040 – Student Leadership, Involvement, & Community Engagement (SLiCE)

Within these KFS organization codes, there are individual accounts. KFS account numbers consist of 7 digits. AUX accounts within the LSC generally begin with 26XXXXX. Student Organization accounts begin with 23XXXXX. Object Codes in KFS are used for reporting the individual income/expense transactions within each account. Object Codes are 4 digits in length. Descriptions of how to report your income/expense properly within KFS object codes can be found on the BFS website, Kuali Information, Tools, and then Object Code Listing with Definitions.

Balances in KFS are shown as positive if the balance is showing a normal balance within the object code. A short description of object codes, including whether their normal balance is Debit or Credit, is below:

Object CodeDescriptionNormal Balance
1XXXAssetsDebit
2XXXLiabilitiesCredit
3XXXFund BalanceCredit
4XXXRevenueCredit
5XXXPersonnel ExpenseDebit
6XXXTravel/General/Supplies/ServicesDebit
7XXXCost of Sales/Freight/UtilitiesDebit
8XXXCapital EngagementDebit
9XXXSupport/Transfers/Bond PaymentsDepends on Individual Object Code

Some of the more frequently used KFS documents are as follows; see Additional Information for more details regarding these documents:

  • Adjustment/Accrual Voucher (AV)
  • Cash Receipt (CR)
  • Disbursement Voucher (DV)
  • Distribution of Income and Expense (DI)
  • Internal Billing (IB)
  • Internal Order (IO)
  • General Error Correction (GEC)
  • Transfer of Funds (TF)
  • Work Order Authorization (WOA)
  • Requisition (REQ)

The DI, GEC, and TF documents in KFS use a TO/FROM format instead of using DEBITS and CREDITS to generate an entry. This format requires your entry to use “TO” when you are increasing the normal balance and “FROM” when the normal balance is being decreased. To verify that your debits and credits are correct, the document can be saved and you can show your General Ledger Pending Entries in the document. This section converts your TO/FROM entry to DEBITS and CREDITS.

KFS routes documents for approvals within the system. Once a document is submitted, the document appears in the action list of the lowest level of approval needed. Once this level of approval is complete, the document appears in the next level of approval until the document becomes final. To view the approval route for a KFS document, open the document and find the section labeled “Route Log,” (see below). Click on the show button and then continue to drill down into the “Actions Taken,” Pending Action Requests,” and “Future Action Requests” for additional approval information.

The hierarchy of fiscal roles within KFS is as follows:

  • Fiscal Staff
  • Fiscal Officers
  • Account Managers
  • Account Supervisors

Financial reports can be found using Vista Plus. One of the more widely used Vista Plus reports is:

  • KFSX_Account_Balance_94, which show an Income Statement at the Organization level

Access to Kuali and Vista Plus can be obtained via the BFS website by accessing the Forms option within Resources.

Human Resources & Payroll

Oracle is currently the University’s system for payroll and human resources. From AAR, you can access Oracle using the HR System application option. Once in Oracle, your options will depend on your job responsibilities. At a minimum, you will be able to access CSU Employee Self Service. This option is for viewing your personal information, employee information, direct deposit information, pay advices, W-4 tax form, year-end W-2 statement, and CSU benefits information.

Procurement Services

The site for Procurement Services can be accessed through the University’s main webpage, http://www.colostate.edu/, then narrowing your search by the letter “P” to find Procurement Services or by accessing the following link: http://www.purchasing.colostate.edu/.

Procurement Services assists departments in obtaining the best value for every dollar while complying with applicable rules.

Procurement Services manages general procurement and strategic sourcing, Kuali Shop Catalogs, Procurement Card (PCARD), and the University’s Small Business Program.

This site contains policies, procedures, rules, and guidelines for purchasing goods and services at CSU. Some general information regarding procurement at CSU is as follows:

Procurement Services’ responsibility for University expenditures are governed by the Colorado State University Procurement Rules. While each purchase is initiated by a requisition in the financial system, the course it follows will vary depending upon the anticipated cost, complexity, or legalities of the buy. Early involvement of Procurement Services is highly recommended to better guide you through the process. Below is a quick glance of Procurement Services’ dollar thresholds.

CSU employees are not authorized to sign contracts on behalf of the University unless this authorization is delegated to them. Advance deposits are not permitted by the University; contact Procurement when deposits of any amount are requested by a vendor. The University requires vendors to provide proof of insurance before executing contracts. See Delegated Contract Signature Authority, available on the Contracting Services site, for details regarding contracts.

The Procurement Card (PCARD) is used by authorized University employees to make small dollar purchases, generally $3,000 or less, from approved merchants. Cardholders are required to complete an online PCARD Cardholder Training Certification course and quiz (RamCT Blackboard course) in order to become certified and receive their card. New Cardholders will receive instructions for using RamCT Blackboard upon receipt of their Cardholder Account Form in the PCARD Office. The authorized Cardholder purchases on behalf of Colorado State University, with tax-exempt status, and transactions are paid directly by the University to the issuing bank.

PCARD is used for the purchase of both goods and services when the use of an Automatic Purchase Order (APO) or Disbursement Voucher (DV) is not viable. Employee use of the Procurement Card is governed by the Procurement Card Program Handbook which can be found on the Procurement Services website using the PCARD, Documents link.

PCARD transactions are fed into KFS with a default account and object code that is chosen when the card application is completed. KFS sends an email notification of each transaction to the cardholder as well as the designated reallocator.

The reallocator is responsible for accepting receipts and maintaining all documentation that relates to the transaction. The reallocator works with the cardholder and the approving official to determine if a transaction complies with the PCARD program rules and procedures when an issue arises. Reallocators also are responsible for reallocating transactions to the correct account and object code. Reallocators use KFS to allocate the transaction to the correct account and object code. See the “Reallocator Roles and Responsibilities” section of the Procurement Card Program Handbook for details regarding reallocator responsibilities.

Travel

Travel charged to the University, regardless of the funding source, shall be for the benefit of the University and shall be completed using the most economical means available, which will satisfactorily accomplish the University’s business.

A Travel Request Form should be used to obtain approval from the appropriate Director and the Executive Director prior to making travel plans and reservations. This form can be found on the LSC Website within the LSC Employees page. A pre-trip voucher must be completed and approved by a department higher authority and account approver before travel occurs. Resources, including instructions for completing the pre-trip and post-trip travel vouchers, are available on the Travel Services website at http://busfin.colostate.edu/Depts/TravelSvcs.aspx.

Authorized Business Functions

An authorized business function approval form must be completed for an event or function that is not classified as travel, where food, beverages, or entertainment expenses are incurred for the net primary benefit of the University in connection with one or more of the following: working meetings; training/professional development; guest/student hospitality; employee/student recruiting; promotion and advancement; recognition events and awards; or educational outreach.

Detailed information regarding this topic can be found in FPI 2-1. The LSC approved Authorized Business Function Approval form can be found on the LSC Website on the LSC Employees page.

Cash Receipts Handling Procedures

Checks should be endorsed immediately upon receipt. As soon as a check is tendered to a University employee (i.e. handed across the counter or in the case of mailed in payments when the envelope is opened), the check should be restrictively endorsed “For Deposit Only” as per section 6B of FPI 6-1, Point 2, sub point c. This limits the risk of payments made to the University being mishandled and therefore subject to theft or alteration.
Timely deposit of cash (and check) receipts is required. Once a department has receipts totaling $500.00, a deposit must be made to the University Cashier’s Office. Deposit receipts totaling under $500.00 at least once per month.

Departments should not hold cash and checks until a time when it is convenient for them to deliver the receipts to the Cashier’s Office. Holding cash at the departmental level not only costs the university in lost interest revenue, but also increases the risk of funds being lost or stolen and can cause checks received to become “stale dated” and dishonored by the bank on which they are drawn.

Please review FPI 6-1, which can be found on the Business and Financial Services website or call the Cashier’s Office if you have additional questions.

Reconciling Credit Card Clearing

Areas that accept payments via credit cards are required to reconcile these amounts on a monthly basis. When a sale is made on a credit card, the receivable is recorded into your account using object code 6684. Banking Services, a department in BFS, records the cash receipt to the same account and object code. These amounts should clear to a zero balance, except for timing differences. At year end, object code 6684 MUST be at a zero balance. If timing differences do not clear this balance at year end, an entry must be made using either a DI or a GEC to record the receivable in the correct object code. For additional information you can go the the BFS website under Resources, Guides and Manuals, Guides, Guidance on Credit Card Clearning.

Reconciling RamCash Amounts

Areas that accept payments via RamCash are required to reconcile these amounts with the RamCard office on a monthly basis. When a sale is made using RamCash, a receivable is recorded to object code 1439, Credit Card Delay Receivable. This receivable account should accumulate each month until the amount is reconciled with the RamCard office. At this time, the RamCard office will initiate an entry for payment of this receivable. Any amounts not clearing should be investigated immediately and adjusted as needed.

Reconciling KFS with Other Systems

Although KFS is the University’s system of record, departments within the University also utilize other systems based on their needs. For example, KFS does not provide a point of sale option for recording sales transactions so departments must utilize a separate system for these transactions. The data from these other systems must be recorded in KFS and reconciled on a regular basis.

Additional Information

Kuali Document Descriptions

Adjustment/Accrual Voucher

The Adjustment Voucher (AV) is to recognize revenues in the period in which they are earned and expenses in the period in which they incurred. This does NOT have a reversal date. The Accrual Voucher (AV) is to post an accrual entry that will reverse in a designated month.

Cash Receipt

The Cash Receipt document is used to deposit cash or checks. The Cash Receipt document is completed based on the amount that needs to be deposited. Once submitted it routes to the Cashiers for approval. When the checks and/or cash is brought to the cashier’s the document number is also given and if the amounts match then the cashier approves the Kuali document and revenue is deposited into your account.

Disbursement Voucher

If a check needs to be cut or a wire needs to be sent a Disbursement Voucher (DV) needs to be filled out.

Distribution of Income and Expense

This document is used to distribute income, expenses, assets or liabilities from a holding account to one or more appropriate accounts when one account has incurred expenses or received
income on behalf of other accounts.

General Error Correction

This document is used to correct a posting error when the wrong account was used, the wrong object code was used, or the wrong amount was entered.

Internal Billing

The Internal Billing (IB) document is used to bill for repetitive goods or services provided by one university department to another university department, reflecting income to the provider
(supplier) and expense to the customer (buyer). The customer is billed based on a pre-arranged agreement. The document creator (supplier) needs to know both income and expense accounts
and object codes. This document can be used to record credit between departments or colleges.

It cannot be used to record the transfer of capital equipment between university accounts, and cannot be used to make a correction to an account/object code or object code mistake. Negative
accounting lines are allowed on this document.

Internal Order

Internal Orders (IO) are used for one-time purchases or revenue received for other CSU departments. This document is initiated by the purchaser who only fills out the expense side.

Transfer of Funds

The Transfer of Funds (TF) document is used to transfer funds (cash) between accounts. The TF can be used to cover an overdraft, reimburse an account for an expense, or to fulfill a funding commitment. The two kinds of transfer transactions are mandatory and non-mandatory. Mandatory transfers are required to meet contractual agreements. Non-mandatory transfers are not required by any external agreements and are the most commonly used throughout the university.

Additional Information

Fiscal Roles and Responsibilities

Introduction

University operations are organized into Organizational Units that develop and execute strategic and tactical plans to carry out the University’s mission and achieve its objectives. These units
obtain and utilize resources, the financial impact of which is accumulated and summarized in the University’s financial records. Financial records are an important management tool, used to both
measure and monitor the acquisition and use of resources.
Sound financial management practices, the State of Colorado statutes and fiscal rules, and federal regulations require the University to implement fiscal policies and procedures that:

  • Reasonably ensure the fiscal impact of University operations is planned, controlled, and accurately accounted for in the University’s financial records;
  • Reasonably ensure Fiscal Transactions comply with applicable policies, laws, regulations, and rules; contracts, grants, and donor restrictions; and generally accepted accounting principles; and
  • Require an Internal Control environment to accomplish the above two objectives.

This policy statement establishes the Fiscal Roles and responsibilities of Employees by providing additional clarification and guidance regarding the framework within which financial management occurs. Accordingly, this policy applies to all University funds and to all Employees.

Definitions

Italicized terms used in this Administrative Policy Statement are defined in the Administrative Policy Statement Dictionary.

Policy Statements

The University has a fiduciary responsibility to fulfill its overall mission ethically and in compliance with applicable policies, laws, regulations, and rules, and contracts, grants, and
donor restrictions. Accordingly, the University is obligated take reasonable actions to ensure that:

  • University funds are used only for official University business;
  • University funds are accounted for accurately in the University’s financial records; and
  • The University maintains Internal Controls, which strive to accomplish the following objectives:
    • Protection of assets, such as facilities, data, equipment, supplies, inventory, accounts receivables, and cash (including checks and credit card payments), from unauthorized access or theft;
    • Adequate authorization and record-keeping procedures to achieve accuracy and reliability of accounting data and other management information;
    • Promotion of operational efficiency and effectiveness;
    • Reasonable compliance with all applicable policies, laws, regulations, and rules, as well as contracts, grants, or donor restrictions;
    • Proper segregation of duties so that no one controls all phases of a transaction (except, in rare instances, where a waiver of segregation has been granted in writing by the appropriate campus Controller due to the implementation of adequate compensating controls); and
    • An effective process of continuous assessment and adjustment for any changes in conditions that affect the Internal Controls.

To facilitate the successful fulfillment of this obligation, all Employees are required to:

  • Complete, within a reasonable time frame, the training program provided by the University on the types and hierarchy of the Fiscal Roles and responsibilities defined in this policy;
  • Carry out the fiscal responsibilities, as defined in this policy, of their assigned Fiscal Roles; and
  • Comply with the following interrelated Administrative Policy Statements:
    • Controller Function Decentralization
    • Fiscal Code of Ethics
    • Officer Disclosure of Interests
    • Fiscal Certification
    • Fiscal Misconduct Reporting

Fiscal Roles
The following figure illustrates the types and related hierarchy of Fiscal Roles within University management.

Officers
The term Officers refers to the President, other Officers of the University, and Officers of the Administration.

President
The President is the chief Officer of the University responsible for compliance of all University fiscal matters with applicable policies, laws, and regulations.

Officers of the University
Other Officers of the University include the secretary, treasurer, and university counsel. Each of these positions has specific functional reporting responsibilities to the Board. These positions are entrusted with fiscal responsibility to the President for their assigned Organizational Units as well as for their Functional Area of Responsibility.

Officers of the Administration
Officers of the Administration
are those individuals who hold the title or interim/acting title of vice president, provost, associate vice president, assistant vice president, vice provost, associate vice provost, associate university counsel, and deans of the schools, colleges, and libraries. Further, on written request, the President may designate other Officers of the Administration, which will be recorded in the respective letter of offer and also in the University’s official personnel roster. A current listing of Officers of the Administration may be found at {insert weblink}. These positions are entrusted with fiscal responsibility to the President or appropriate organizational supervisor for their assigned Organizational Units as well as for their Functional Area of Responsibility.

Within the Officers of the Administration, the President has delegated to the positions of Vice President of Finance and University Controller the overall staff responsibility for the development and implementation of the financial management guidelines. Specifically, as detailed in the Administrative Policy Statement, Controller Function Decentralization, the University Controller has the authority over and responsibility for the compliance with University fiscal policies, external fiscal rules and regulations, and generally accepted accounting principles.

Account Supervisors
Department Heads (or equivalent position titles) are the principal administrators of the school or college’s departments, and are accountable to the Deans. Directors (or equivalent position titles) are the principal administrators of Organizational Units, such as institutes, centers, and administrative departments, accountable to an Officer of the Administration (or other Fiscal
Principal). With these appointments, Chairs and Directors (or equivalent position titles) are entrusted with fiscal responsibility for their assigned Organizational Units.

Under federal regulations, each Sponsored Project has an identified Principal Investigator or faculty member charged with the responsibility for the administration and fiscal oversight of the
Sponsored Project. With these appointments, Principal Investigators (or other faculty members) are entrusted with fiscal responsibility for their assigned Sponsored Project.

Kuali Role – To emphasize the fiscal responsibility, these positions are designated as Account Supervisors accountable to the designated Officer (or other Fiscal Principal). These
individual provide a leadership role as a supervisor in providing oversight for account management at a higher level than the fiscal officer, but rarely receives any direct requests
for action from the Kuali Financial System. Account supervisor cannot be the same as the fiscal officer or the account manager.

Account Managers
Facilitates the accomplishment of financial management objectives, an Officer or, where delegated by an Officer or Account Supervisor, may designate employee(s) within the Officer’s
Functional Area of Responsibility (such as Departmental Administrators or other position titles) as key employee(s) with the authority and responsibility for Fiscal Transactions. To emphasize
the fiscal responsibility of these positions, these positions are designated as Account Managers. Kuali Role – This is an operation role which has responsibility for ensuring that funds are
spent and managed according to the goals, objective and mission of the organization, to ensure that the funds are being spent according to a budgeted plan and that the allocation of
expenditures is appropriate to the function identified for the account. Fiscal Officer and Account Manager may be the same individual.

Fiscal Officers
Kuali Role – Oversight role assigned at the account level which must be an individual, not a workgroup. Each document requires a Fiscal Officer approval. Fiscal Officers may delegate
approval authority to a single primary delegate or to multiple secondary delegate(s). The delegation may be for all document types, or only specific document types. A dollar range
(minimum, maximum) may also be designated and the delegation may be for a specific period of time (annual leave, etc.). When delegations are in place, the Fiscal Officer and
delegates may need to apply a filter to retrieve the documents they have authority for.

Fiscal Staff
Many other Employees of the University are involved in University Fiscal Transactions, such as initiating purchases, receiving cash or other negotiables, entering or reviewing transactions into
the University’s Finance System, monitoring contractors, or verifying compliance. These Employees are referred to as Fiscal Staff. In addition, in approved instances, certain Employees
of Affiliates are authorized to conduct University financial transactions. These Employees of Affiliates are also referred to as Fiscal Staff.

All other Employees are hereafter referred to as Non-Fiscal Employees in this policy.