Search
Controller's Division

OUS Fiscal Policy Manual
Summary of Changes to OUS Fiscal Policy Manual

OUS » Controller's Division » Policies » OUS Fiscal Policy Manual » Summary of Changes to OUS Fiscal Policy Manual FY 2009

SUMMARY OF CHANGES TO OUS FISCAL POLICY MANUAL
FY 2009

 

ACCOUNTING AND FINANCIAL REPORTING

05.281 Accounting for Leases

12/15/08 - Additional clarifications and an additional section on the accounting for leasehold improvements were added.

05.650 Accounting for Interfund Transactions

04/20/09 - At the 02/12/09 quarterly budget/business officer meeting, it was announced that transfers out of fund type 11 - budgeted operations to other fund types - are no longer allowed. Section .250 was added to the policy to accommodate this change.

As a result of work by the interfund transactions workgroup, an Appendix was also added to the policy (see Sections .710, .740, .760, and .780.)

Updates to this policy were approved by the Associate Vice Chancellor for Finance and Administration/Controller on April 20, 2009.

05.711 Budgeted Operations Fund Balances

09/03/08 - This policy summarizes the Board policy on Budgeted Operations Fund Balances. (See Budgeted Operations Fund Balances policy, Chapter 11, page 23, adopted by the Oregon State Board of Higher Education at the June 4, 2004 meeting, and amended by the Board at the September 10, 2004 meeting.) The summarization and addition of this policy to the Fiscal Policy Manual was approved by the Vice Chancellor for Finance and Administration on September 2, 2008.

05.712 Accounting for Designated Operating Funds

11/10/08 - This policy was updated to allow for exceptions to negative fund balances and to correct language pertaining to the year-end funding (section .170).

05.736 Accounting for Venture Development Funds

10/27/08 - A change was made to this policy to correct this error: Designated operating funds for recording the royalties attributable to venture development funds should be tied to bank code "SB - Higher Education Invention Fund," not bank code "SF - Higher Education Donation Fund." (See correction in section .440 in red.)

09/03/08 - This new policy was approved by the Associate Vice Chancellor for Finance and Administration/Controller on September 3, 2008, following the completion of two separate review periods by the Directors of Business Affairs and Budget Officers.

AUDITING

10.100 Financial Irregularities

03/23/09 - This policy summarizes the Board policy on Financial Irregularities, adopted by the Oregon State Board of Higher Education on November 7, 2008, Meeting #818. No substantive changes have been made to the content of this policy.

FIXED ASSETS ADMINISTRATION

55.100 Fixed Assets Accounting Policies

55.115 Accounting for Intangible Assets

04/15/09 - This policy was developed in response to the GASB 51 requirement that, effective July 1, 2009 (FY 2010), financial statements report intangible assets. It was approved by the Associate Vice Chancellor for Finance and Administration/Controller on April 15, 2009.

FRINGE BENEFITS

66.100 Bicycle Commuter Benefit

04/15/09 - This policy establishes campus authority to implement and administer a Bicycle Commuter Reimbursement Benefit under IRC Section 132. It was approved by the Associate Vice Chancellor for Finance and Administration/Controller on April 15, 2009.

GENERAL OPERATIONS

56.200 Distribution of Moneys Appropriated for Clinical Legal Education Programs through Provisions of Oregon Laws 2007, Chapter 666, §1(4) and §(3)

01/29/09 - Language that referred to the first year of implementation has been updated for ongoing application of this program (specifically, section .230). The Budget Operations contact phone number was also updated (section .690). No substantive changes were made to this policy.

Schools with legal clinics/law schools that qualify for this program and have been informed of these updates are University of Oregon, Willamette University College of Law, and Lewis and Clark.

56.300 Identity Theft Prevention Program

04/08/09 - The Identity Theft Prevention Program (“Program”) was developed pursuant to the Federal Trade Commission's Red Flags Rule, which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003. This Program was developed by a workgroup consisting of representatives from each campus and has been reviewed by Directors of Business Affairs and Vice Presidents for Finance and Administration. The Board adopted the Program at their April 3, 2009 meeting. This policy outlines the Program, effective May 1, 2009.

PAYROLL

65.100 HRIS Reconciliations

08/20/08 - As a continued effort to convert FASOM policy to the Fiscal Policy Manual format, FASOM policy 10.89 related to HRIS reconciliations has been replaced by this policy. There have been no substantive changes made to the content.

PROCUREMENT

Section 13.01 (FASOM) Purchasing -- Purchasing & Accounts Payable

04/24/09 - In Section A[3], last paragraph, second sentence, "The caterer..." was updated to read, "Any external caterer...".

04/23/09 - A paragraph was added (see section A[3]) to allow for the purchase of alcoholic beverages for intercollegiate athletics concessions. This update was approved by the Associate Vice Chancellor for Finance and Administration/Controller on April 23, 2009.

FASOM 13.05 Retainage on Construction Contracts

03/20/09 - This policy has been superseded by FPM 05.780, Section .810.

70.100 Purchasing - Procurement Card

06/01/09 - Under section .240, Allowable Amounts and Appropriate Account Codes, account code 24203 - Software Lease Cost (a tax reportable cost), was added as unallowable.

08/07/08 - Language was added to address the use of group/team cards to pay for group/team travel expenses. (See sections .110, .230, and .240 of the policy.) A sample Faculty/Team Leader Responsibilities Agreement for Group/Team Travel was added to section .700 FORMS of the appendix.

07/01/08 - Under section .321 SEPARATION PROCEDURES, the requirement that campuses periodically cancel and reissue departmental procurement cards after a specified period of time not to exceed three years was removed. It was determined that there are other controls in place and that retaining this requirement would add costs and an administrative burden, as well as cause issues with sequence numbers.

TAXATION

90.100 Use of Institutional Tax Identification Numbers

02/11/09 - The E-Verify system requires use of a unique TIN or EIN for a reporting institution to manage its own E-Verify submissions to the Department of Homeland Security. Language has been added to the policy to address this requirement when the final order is effective.

TRAVEL

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

03/27/09 - In FASOM Sections 11.02 D[1] and 11.02 E[1], language was added to clarify exceptions for lodging at actual and reasonable cost (see new language in red).

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

FASOM Section 11.03, Travel -- Transportation

01/07/09 - In FASOM Section 11.02, subsection E[1], "e.g., conferences" was added to the following sentence: "When an exception is made for lodging at actual and reasonable cost, (e.g., conferences), the per diem for meals is $58. No receipts are required." The entire aforementioned sentence was added to subsection D[1] as well.

In FASOM Section 11.03 under subsection B[3][a], language was added to include the use of online mapping tools in stating mileage.

These updates were approved by the Associate Vice Chancellor for Finance and Administration/Controller on January 6, 2009.

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

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

FASOM Section 11.03, Travel -- Transportation

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

FASOM Section 11.10, Travel -- Summary of Travel Reimbursement Rates

12/12/08 - Effective January 1, 2009, the private vehicle mileage reimbursement rate is changed from 58.5 cents per mile to 55 cents per mile.

Also effective January 1, 2009, the lodging rate for low-cost cities is changed from $107 to $113. (All Oregon cities are currently classified as "low.") The lodging rate for high-cost cities is changed from $179 to $198. The listing of high-cost localities has been updated (which impacts rates for specific locations).

Lastly, pertaining to moving expenses, effective January 1, 2009, the first 24 cents per mile (not 27 cents per mile) are non-taxable for reimbursement on a move over 50 miles.

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

10/27/08 - Following Business Officer and Travel Administrator review, the following sentence was approved for addition to Section C, Miscellaneous Expenses: "Necessary miscellaneous business-related expenses are not reimbursed using a per diem; rather, if the traveler has incurred a miscellaneous business expense as outlined below, that expense is reimbursable at the actual cost."

08/20/08 - As discussed at the June 12, 2008, Directors of Business Affairs meeting, this policy change outlines reimbursement for checked baggage. (See Section C. MISCELLANEOUS EXPENSES.)

FASOM 11.03 - Travel, Transportation

10/06/08 - Section D, Vehicle Rental language was modified to address the potential that an employee may want to rent a vehicle within a "green" class of cars. This policy change was approved by the Associate Vice Chancellor for Finance and Administration/Controller on October 6, 2008.

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

08/05/08 - Effective August 1, 2008, the private vehicle mileage reimbursement rate is changed from 50.5 cents per mile to 58.5 cents per mile in order to mirror the General Services Administration (GSA) rates.

Last Updated: 06/01/09

OUS Index Contacts
 
Contact: Controller's Division
cdwebmaster@ous.edu - (541) 737-3636
©Oregon University System, 2010