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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 2010

SUMMARY OF CHANGES TO OUS FISCAL POLICY MANUAL
FY 2010

 

ACCOUNTING AND FINANCIAL REPORTING

05.002 OUS Financial Reporting Entity and Basis of Accounting

04/02/10 - This new policy documents the definition of the OUS financial reporting entity and the basis of accounting. It was approved by the Associate Vice Chancellor for Finance and Administration/Controller on April 2, 2010.

05.780 Accounting for Capital Projects

01/14/10:

  1. Renamed policy from “unexpended plant funds” to “capital projects” because some capital projects are accounted for in funds other than unexpended plant funds. An example would be capital improvements funded by budgeted operations.
  2. Revised section .200 to provide for three types of expenditure limitation that pertain to capital projects.
    1. Added a link to a grid that shows the expenditure limitation requirements by threshold and funding source.
  3. Clarified period of legislative expenditure limitation.
    1. 6 years for capital construction.
    2. 2 years for capital improvements.
  4. Converted section.710 – Responsibilities section into an Excel spreadsheet.
  5. Made policy specific to the accounting (not debt management) for capital projects. Referred sections .721 through .730 to Fiscal Policy 35.200.220 on Debt Management.
  6. Revised procedures in section .810 pertaining to construction retainage.
  7. Changed percentage from .10% to .25% for capital support assessment in section .820.
  8. Made miscellaneous revisions throughout policy.

This policy update was approved by the Associate Vice Chancellor for Finance and Administration/Controller on January 14, 2010.

08/17/09 - The following change has been made to the subject policy, effective July 1, 2009:

Change in rate for Capital Support Assessment (from .1% to .25%, as discussed at the July 8, 2009 Facilities Directors Meeting).

This rate change was made to cover inflationary costs, plus additional costs being incurred centrally on behalf of the system (such as the state MWESB assessment more than quadrupling in FY10, and central studies related to capital improvement projects, etc.).

This rate change was approved by the Vice Chancellor for Finance and Administration.

DEBT FINANCING AND MANAGEMENT

35.200 Debt Management

07/08/09 - As discussed at the June 10 business officer meeting, a section on accounting for SELP loans was added to the appendix of this policy (see Section .740) to ensure the uniform accounting of transactions pertaining to the receipt, liability and repayment of SELP loans. Section .170 Types of Financing, State Energy Loan Program (SELP), of the policy was also updated to reference the new section in the appendix.

The effective date of this policy addition is July 1, 2009, and results in the following new account codes (all new account codes will also be effective 7/1/09):

02511 – State Resource Redistribution – Debt Service
28804 – SELF Principal Payment
28813 – Interest Expense – SELP
B2002 – ODE SELP Loans Payable
E3000 – Fund Additions for SELP Loans
F3000 – Fund Deductions for SELP Loans

This policy addition also results in all institutions using the same account code (B2002 – ODE SELP Loans Payable) for recording SELP liability.

This update was approved by the Associate Vice Chancellor for Finance and Administration/Controller on July 8, 2009.

FIXED ASSETS ADMINISTRATION

55.100 Fixed Assets Accounting Policies

01/13/10:

  1. Made reference to intangible assets.
  2. Included “capital improvements” expenditure limitation.
  3. Added clarification in section .715 on when to capitalize or not capitalize expenditures pertaining to real property.
  4. Made miscellaneous revisions throughout policy (see redline and strike-out).

This update was approved by the Associate Vice Chancellor for Finance and Administration/Controller on January 13, 2010.

FRINGE BENEFITS

66.200 Moving Expenses

12/30/09 - Effective January 1, 2010, the first 16.5 cents per mile (no longer 24 cents per mile) are non-taxable for reimbursement on a move over 50 miles.

08/27/09 - The content of FASOM section 10.91, Compensation -- Fringe Benefits -- Moving Expenses was converted to the Fiscal Policy Manual format. No substantive changes were made to the content of this policy.

GENERAL OPERATIONS

56.250 House Bill 2500 Reporting

03/30/10 - This new policy details the responsibilities of the universities and the Chancellor's Office to comply with House Bill 2500. It was approved by the Associate Vice Chancellor for Finance and Administration/Controller on March 30, 2010.

56.350 Information Security

06/24/10 - This policy was developed in response to an Internal Audit review of information security at all campuses. In the absence of any other institutional policy governing information security, this policy applies. This policy has been reviewed by Internal Audit. It was approved by the Vice Chancellor for Finance and Administration on June 23, 2010.

56.400 Lost and Unclaimed Property

12/14/09 - The content of FASOM section 18.02, Lost and Unclaimed Property, was converted to the Fiscal Policy Manual format. The only substantive change was to update/correct the journal entry information found under Section .150 (D).

56.450 Vendor Payments to Nonresident Aliens

04/14/10 - This new policy provides guidance to the Chancellor’s Office and OUS institutions to ensure that OUS is following the withholding and reporting obligations that apply to nonresident alien vendor payments. This policy was approved by the Associate Vice Chancellor for Finance and Administration/Controller on April 14, 2010.

56.500 Vendor Tax Levies

02/09/10 - This new policy outlines responsibilities for System personnel to comply with IRS requirements surrounding vendor levies. This policy was approved by the Associate Vice Chancellor for Finance and Administration/Controller on February 9, 2010.

PROCUREMENT

13.01 (FASOM) Purchasing and Accounts Payable

03/03/10 - The University of Oregon proposed changes to the System-wide policy related to non-resident aliens and related expenditures. This policy update was approved by the Associate Vice Chancellor for Finance and Administration/Controller on March 3, 2010.

70.100 Purchasing - Procurement Card

08/03/09 - Language was added to this policy to allow the use of the procurement card, at campus discretion and with proper approval, for purchases associated with account code 40199. This update was approved by the Associate Vice Chancellor for Finance and Administration/Controller on August 3, 2009.

70.200 Contractor Travel Reimbursements

05/19/10 - In the absence of campus policy and procedures surrounding contractor travel reimbursements, a campus may use this OUS policy. This new policy was approved by the Associate Vice Chancellor for Finance and Administration/Controller on May 19, 2010.

RESEARCH AND SPONSORED PROGRAMS

75.100 Section 1512 Reporting - Roles and Responsibilities

01/05/10 - This new policy was signed by the Associate Vice Chancellor for Finance and Administration/Controller this date, with an effective date of September 30, 2009.

TAXATION

90.100 Use of Institutional Tax Identification Numbers

07/14/09 - Section .170 Policy Provisions was updated with links to the IRS letters assigning employee identification numbers to each institution.

90.200 OUS Tax Exempt Status

07/01/09 - While the OUS tax exempt status is not new, it has been formatted and approved for the Fiscal Policy Manual.

TRAVEL

95.100 Travel and Transportation Administration and Expenses

06/16/10 - Updates made to policy, including:

03/29/10 - This policy combines the eight OUS travel policies into one, (FASOM 11.01, 11.02, 11.03, 11.04, 11.05, 11.06, 11.10, and 11.11), and updates the format from the old FASOM to the Fiscal Policy Manual.  The appendix contains all the rate information.

This reformatted policy was signed by the Associate Vice Chancellor for Finance and Administration/Controller on this date.

12/30/09 - Effective January 1, 2010, the private vehicle mileage reimbursement rate is changed from 55 cents per mile to 50 cents per mile.

Also effective January 1, 2010, the lodging rate for low-cost cities is changed from $113 to $111, and meals and incidental expenses from $45 to $52. (All Oregon cities are currently classified as "low.") The lodging rate for high-cost cities is changed from $198 to $193, and meals and incidental expenses from $58 to $65. The listing of high-cost localities has been updated (which impacts rates for specific locations).

FASOM Section 11.01: Travel -- Administration

07/27/09 - As recommended by the OUS Internal Audit Division, IRS language was added to Definitions, section B., of this policy. Tax Home was defined, and the word "permanently" was added to the definition of Official Station. This policy update was approved by the Associate Vice Chancellor for Finance and Administration/Controller on 07/17/09.

 

Last Updated: 06/24/10

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