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Summary of Changes to OUS Fiscal Policy Manual

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SUMMARY OF CHANGES TO OUS FISCAL POLICY MANUAL
FY 2007

 

ACCOUNT CODES

FASOM 02.11o - Account Codes -- Travel (393xx-397xx)

05/02/07 - This policy was updated with regards to the definitions for in-state, out-of-state, foreign and non-foreign overseas travel. The update was necessary to bring the policy into agreement with FASOM 11.01 - Travel Administration and to more clearly define the different types of travel, and was approved by the Associate Vice Chancellor for Finance and Administration/Controller on May 2, 2007.

ACCOUNTING AND FINANCIAL REPORTING

05.001 - Roles & Responsibilities

11/27/06 - Additions and changes were made to this policy to further clarify accounting and financial reporting roles and responsibilities. These updates were approved by the Associate Vice Chancellor for Finance and Administration/Controller on November 27, 2006.

05.005 - Description of Accounting Periods

04/10/07 - The intent of this policy is to formally define content of monthly, quarterly, and annual accounting periods. This policy was approved by the Associate Vice Chancellor for Finance and Administration/Controller on April 10, 2007.

05.110 - Chart of Account Administration

10/30/06 - Policy number 05.400 renumbered to 05.110 to allow for future policy additions.

05.281 - Accounting for Leases

03/09/07 - This new policy has been finalized and was approved by the Associate Vice Chancellor for Finance and Administration/Controller on March 9, 2007.

05.400 - Chart of Account Administration

08/25/06 - Additions to the Chart of Account Administration policy were made describing the information needed and the criteria used for reviewing requests to change the Baseline Chart of Accounts. (See new policy sections .170 and .180.) These policy additions were approved by the Controller on August 25, 2006.

05.553 - Accounting for Facilities & Administrative (F&A) Cost Recoveries

01/18/07 - Wording changes were made to clarify this accounting policy and to reduce the risk of misinterpretation and misunderstanding. These changes were requested at the December 6th Budget/Business Officer meeting. These changes were approved by the Associate Vice Chancellor for Finance and Administration/Controller on January 18, 2007.

11/16/2006 - This new policy on accounting for facilities & administrative (F&A) cost recoveries was approved by the Associate Vice Chancellor for Finance and Administration/Controller on November 16, 2006.

05.650 - Accounting for Interfund Transactions

03/09/07 - This new policy has been finalized and was approved by the Associate Vice Chancellor for Finance and Administration/Controller on March 9, 2007.

05.712 - Accounting for Designated Operating Funds

06/14/07 - This policy underwent significant changes, incorporating suggestions made by Business Officers at and following their April 25th meeting. The policy changes were approved by the Associate Vice Chancellor for Finance and Administration/Controller on June 14, 2007.

05.780 - Accounting for Unexpended Plant Funds

09/13/06 - An update was made to section .820, Capital Support Assessment.

FIXED ASSETS ADMINISTRATION

55.100 - Fixed Assets Accounting Policies

08/01/06 - Section .812, Banner Fixed Assets Asset Type Table: New asset type codes and user defined codes have been added for recording new building component records in the Banner Fixed Assets system. The additions/revisions are applicable to those universities with building component depreciation (i.e., OSU, PSU, and UO). These updates were approved by the Controller on August 1, 2006.

55.110 - Fixed Assets Building Component Depreciation Policy

08/01/06 - Appendix section .710, Building Component Asset Type and User Defined Codes: New asset type codes and user defined codes have been added for recording new building component records in the Banner Fixed Assets system. The additions/revisions are applicable to those universities with building component depreciation (i.e., OSU, PSU, and UO). These updates were approved by the Controller on August 1, 2006.

HUMAN RESOURCES

57.100 - Military Leave Donation Policy

08/25/06 - This policy was prepared by a System-wide development committee during 2005 but publication was delayed until a process was finalized to adopt Human Resources policies with fiscal impacts into the Fiscal Policy Manual. This policy was approved by the Vice Chancellor for Finance and Administration on August 25, 2006.

57.200 - Employee Recognition Awards

03/09/07 - A clarifying statement was added to the definition of "Performance awards" under section .150 Definitions.

12/27/06 - An Employee Recognition Awards Summary Chart, created by Krista Borg, University of Oregon, was added to the appendix, section .700, of this policy. This addition was made to provide clarification and address concerns raised at the October 24, 2006 meeting of the Directors of Business Affairs and Budget Officers.

08/30/06 - This policy was developed in collaboration with institutional Human Resources Directors in response to audit advice from the office of the Secretary of State. This policy supersedes FASOM Section 13.01 E[3], and was approved by the Vice Chancellor for Finance and Administration on August 30, 2006.

PAYROLL

FASOM Section 10.91, Compensation -- Fringe Benefits -- Moving Expenses

01/31/07 - Effective February 1, 2007, the private vehicle mileage reimbursement rate is changed from 44.5 cents per mile to 48.5 cents per mile (See "TRAVEL" below.) The Oregon Department of Administrative Services (DAS) made this announcement and update to the state travel policy in response to the General Services Administration (GSA) announcement and publication in the Federal Register on January 30, 2007.

01/09/07 - The private vehicle mileage reimbursement rate change we announced effective January 1, 2007, has been retracted. The rate remains at 44.5 cents per mile until the General Services Administration (GSA) announces a rate change to mirror the Internal Revenue Service rate change. When and if the GSA announces a rate change, OUS will follow suit, as our travel policy mirrors the federal rates set by the GSA.

We also announced, effective January 1, 2007, that on moves of more than 50 miles, the non-taxable portion was changed from 18 cents per mile to 20 cents per mile to mirror IRS rates. That change is not being retracted as it affects taxability, not reimbursement.

12/27/06 - Effective January 1, 2007, on moves of more than 50 miles, the non-taxable portion was changed from 18 cents per mile to 20 cents per mile. Also, the private vehicle mileage reimbursement rate was changed from 44.5 cents per mile to 48.5 cents per mile (See "TRAVEL" below.) These changes were made to mirror IRS rates and were approved by the Associate Vice Chancellor for Finance and Administration/Controller on December 27, 2006.

11/20/06 - Section D. Tax Considerations, [1][a], has been updated to be more clear and consistent with wording throughout this policy. (See red text and strikeouts.)

10/31/06 - This section been updated to reflect IRS updates to the high-low lodging per diem rates, effective November 1, 2006. Specifically, the lodging rate for low-cost cities has been changed from $96 to $103. (All Oregon cities are classified as "low.") The lodging rate for high-cost cities has been changed from $168 to $188.

PROCUREMENT

Independent Contractor - FASOM 13.06, sections C [4], and F [3], [5], and [6]

07/28/06 - Additional PERS references (two bullets, section F[3]) identified and subsequently removed.

07/10/06 - Following campus and Chancellor's Office HR and Payroll discussion, section F[5] and F[6], referring to PERS membership, have been completely removed.

05/23/06 - The aforementioned sections have been updated to reflect current practice.

TRAVEL

FASOM 11.02 - Travel -- Meal & Incidental Expenses, Lodging, & Miscellaneous Expenses

05/21/07 - Changes made to this policy, section A[2], were in response to audit issues, specifically, the need to obtain and document the appropriate level of management review authorizing payment when meal reimbursement for athletic teams and/or student groups is above the OUS per diem. The new policy language was presented and agreed upon at the April 25th, 2007, Business Officers' meeting, and approved by the Associate Vice Chancellor for Finance and Administration/Controller on May 21, 2007.

FASOM 11.01 - Travel Administration

05/02/07 - This policy was updated with regards to the definitions for in-state, out-of-state, foreign and non-foreign overseas travel. The update was necessary to bring the policy into agreement with FASOM 02.11o - Account Codes -- Travel (393xx-397xx) and to more clearly define the different types of travel, and was approved by the Associate Vice Chancellor for Finance and Administration/Controller on May 2, 2007.

FASOM Section 11.02, Travel -- Meals and Incidental Expenses, Lodging, and Miscellaneous Expenses
FASOM Section 11.05, Travel -- Federal Maximum Travel Per Diem Allowances for Foreign Areas
FASOM Section 11.06, Travel -- Federal Maximum Travel Per Diem Allowances for Alaska, Hawaii, Puerto Rico, the Northern Mariana Islands, and U.S. Possessions
FASOM Section 11.10, Supplemental, Travel -- Summary of Travel Reimbursement Rates

03/28/07 - In order to match the wording in the federal regulations, the Northern Mariana Islands have been added to non-foreign overseas locals and the "OCONUS" (Outside Contiguous US) reference has been changed to "Non-Foreign Overseas". Corrections are shown in red.

FASOM Section 10.91, Compensation -- Fringe Benefits -- Moving Expenses
FASOM Section 11.03, Travel -- Transportation
FASOM Section 11.10, Travel -- Summary of Travel Reimbursement Rates

01/31/07 - Effective February 1, 2007, the private vehicle mileage reimbursement rate is changed from 44.5 cents per mile to 48.5 cents per mile. The Oregon Department of Administrative Services (DAS) made this announcement and update to the state travel policy in response to the General Services Administration (GSA) announcement and publication in the Federal Register on January 30, 2007.

01/09/07 - The private vehicle mileage reimbursement rate change we announced effective January 1, 2007, has been retracted. The rate remains at 44.5 cents per mile until the General Services Administration (GSA) announces a rate change to mirror the Internal Revenue Service rate change. When and if the GSA announces a rate change, OUS will follow suit, as our travel policy mirrors the federal rates set by the GSA.

We also announced, effective January 1, 2007, that on moves of more than 50 miles, the non-taxable portion was changed from 18 cents per mile to 20 cents per mile to mirror IRS rates. That change is not being retracted as it affects taxability, not reimbursement.

12/27/06 - Effective January 1, 2007, the private vehicle mileage reimbursement rate was changed from 44.5 cents per mile to 48.5 cents per mile. Also, on moves of more than 50 miles, the non-taxable portion was changed from 18 cents per mile to 20 cents per mile. These changes were made to mirror IRS rates and were approved by the Associate Vice Chancellor for Finance and Administration/Controller on December 27, 2006.

FASOM Section 11.02, Travel -- Meals and Incidental Expenses, Lodging, and Miscellaneous Expenses

12/27/06 - Changes were made to section A[1][a] of this policy to clarify proration of meals and incidental expenses, specifically, the exact times that qualify a traveler for 100% per diem. These updates were approved by the Associate Vice Chancellor for Finance and Administration/Controller on December 27, 2006, and are effective January 1, 2007.

FASOM Section 11.02, Travel -- Meals and Incidental Expenses, Lodging, and Miscellaneous Expenses

FASOM Section 11.04, Travel -- Federal Out-of-state (Continental U.S.) Localities Eligible Table (High-low Table)

FASOM Section 11.10, Summary of Travel Reimbursement Rates

10/31/06 - The referenced pages have been updated to reflect IRS updates to the high-low lodging per diem rates, effective November 1, 2006. Specifically, the lodging rate for low-cost cities has been changed from $96 to $103. (All Oregon cities are classified as "low.") The lodging rate for high-cost cities has been changed from $168 to $188. These changes are also reflected in the moving expenses lodging rates.

 

Last Updated: 06/14/07

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