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Procedure Manual
| SECTION # | SECTION TITLE | RESPONSIBLE BUSINESS UNIT | LAST UPDATED |
|---|---|---|---|
| 1 | Accounting Records & Reports | Finance & Accounting | 07/05/2012 |
| 2 | New FOAPAL Establishment Overview | Finance & Accounting | 07/16/2012 |
| 3 | Procurement Services - Accounts Payable | Procurement Services | 06/16/2015 |
| 4 | Procurement Services - Purchasing | Procurement Services | 01/26/2015 |
| 5 | Year End Process | Finance & Accounting | 07/16/2012 |
| 6 | Records Retention | Finance & Accounting | 07/16/2012 |
| 7 | Cash Collection, Accounts Receivable, Refunds, Third Party Billing and Student Tax Forms | Bursar | 03/09/2018 |
| 8 | Property | Finance & Accounting | 10/13/2015 |
| 9 | Construction Accounting | Finance & Accounting | 05/31/2013 |
| 10 | Travel *(currently being updated) Please refer to the Quick Guide Travel Procedures for updated procedures on processing travel requests and reimbursement) | Procurement Services | 03/24/2023 |
| 11 | Purchasing Card Program | Procurement Services | 07/19/2013 |
| 12 | Workday/Banner Security | Finance & Accounting | 09/28/2021 |
| 13 | E-Commerce Activity | Finance & Accounting | 05/26/2022 |
Form Inventory
| Form # | Section # | Form Title | Responsible Business Unit | Last Updated |
|---|---|---|---|---|
| 2.IV.B1 | 2 | Request for New Foundation Data Model (FDM) | Finance & Accounting | 09/03/2020 |
| 2.IV.B2 | 2 | Line Item Budget Request | Finance & Accounting | 05/30/2013 |
| 2.IV.B4 | 2 | Auxiliary Enterprise Certification | Finance & Accounting | 12/02/2022 |
| 3.I | 3 | Direct Pay Form | Procurement Services | 08/29/2016 |
| 3.III | 3 | Payee Invoice/Student | Procurement Services | 11/04/2020 |
| 3.III.A2 | 3 | Vendor Application Form | Procurement Services | 07/18/2013 |
| 3.III.A3 | 3 | ACH Enrollment Form | Procurement Services | 04/26/2012 |
| 3.IV | 3 | Non-Employee Expense Reimbursement | Procurement Services | 02/04/2020 |
| 3.IX.SO | 3 | Payee Invoice - Registered Student Organizations | Procurement Services | 11/04/2020 |
| 3.IX.SC | 3 | Payee Invoice - Registered Sports Clubs | Procurement Services | 11/04/2020 |
| 3.X | 3 | IRS Twenty Factor Test | Procurement Services | 01/14/2014 |
| 3.XI | 3 | Travel Authorization Request | Procurement Services | 01/04/2021 |
| 3.XII | 3 | Group Roster/Cash Distribution Form | Procurement Services | 02/11/2015 |
| 3.XIII | 3 | Group Travel Event Reconciliation Form | Procurement Services | 02/12/2015 |
| 3.XIV | 3 | Electronic Payment Authorization Form | Procurement Services | 12/21/2017 |
| 3.XV | 3 | Substitute W-9 Form | Procurement Services | 01/03/2018 |
| 4.IV.2 | 4 | Approval Queue Profile | Procurement Services | 04/01/2013 |
| 4.IV.3 | 4 | Sole Source Certification Form | Procurement Services | 10/18/2019 |
| 4.IV.4 | 4 | Emergency Purchase Certification | Procurement Services | 04/01/2013 |
| 4.IV.6 | 4 | Self-Move Reimbursement Form | Procurement Services | 11/20/2014 |
| 4.V.3 | 4 | Open Records Statement | Procurement Services | 04/01/2013 |
| 4.VI | 4 | Independent Contractor Checklist | Procurement Services | 11/26/2019 |
| 4.VI.F | 4 | Foreign National Information Form | Procurement Services | 04/01/2013 |
| 4.VII | 4 | Evaluation Committee Guidelines | Procurement Services | 08/06/2015 |
| 7.III.C | 7 | Accountable Officer Delegation | Bursar | 09/01/2020 |
| 7.IV.B1 | 7 | Cash Collection Procedures | Bursar | 09/22/2020 |
| 7.IV.B2 | 7 | Cash Custodian Authorization | Bursar | 09/03/2020 |
| 7.V.D | 7 | Check Log | Bursar | 09/17/2020 |
| 7.V.E | 7 | Change Fund Request | Bursar | 04/13/2012 |
| 7.VIII.D | 7 | Late Payment Waiver Request | Bursar | 05/17/2017 |
| 7.VIII.E | 7 | Eagle Dollar Refund Request | Bursar | 05/17/2017 |
| 7.VIII.F1 | 7 | Deposit Refund Request | Bursar | 05/19/2021 |
| 7.VIII.F2 | 7 | Marketplace Refund Request | Bursar | 10/29/2012 |
| 7.VIII.G1 | 7 | Application for Deferment | Bursar | 06/27/2012 |
| 7.VIII.G2 | 7 | Credit Card Payment Form | Bursar | 06/27/2012 |
| 7.VIII.G3 | 7 | Non Usage Florida Prepaid | Bursar | 05/02/2018 |
| 7.VIII.G4 | 7 | FPP Summer Housing Authorization | Bursar | 06/27/2012 |
| 7.VIII.G5 | 7 | VA Deferment Promissory Note | Bursar | 11/04/2015 |
| 7.X.1 | 7 | Emergency Loan Application | Bursar | 06/27/2012 |
| 7.X.2 | 7 | Emergency Loan Promissory Note | Bursar | 06/27/2012 |
| 7.XI | 7 | Check Stop Payment Request | Bursar | 09/23/2020 |
| 8.II | 8 | New Employee Property Handout | F&A - Property | 10/24/2016 |
| 8.III.J2 | 8 | Donated Property Disposition Agreement Form | F&A - Property | 10/09/2018 |
| 8.IV.A | 8 | Property Manager Training Verification Form | F&A - Property | 11/02/2020 |
| 8.V | 8 | Business Asset Transfer Form | F&A - Property | 10/12/2020 |
| 8.V.B | 8 | Business Asset Visual Verification Form | F&A - Property |
11/04/2020 |
| 8.VII.B1 | 8 | Property Check Out Form | F&A - Property | 11/16/2016 |
| 8.VII.B2 | 8 | Short Term Check Out Log | F&A - Property | 09/29/2017 |
| 8.VIII.A | 8 | Exchange of Property Form | F&A - Property | 10/12/2015 |
| 8.IX.A | 8 | Relief From Property Accountability Form | F&A - Property | 08/28/2019 |
| 8.IX.B | 8 | Laboratory and Medical Equipment Decontamination and Disposal Form | F&A - Property | 01/11/2017 |
| 10.II.A | 10 | Travel Authorization Request Form | Procurement Services | 01/04/2021 |
| 10.II.B | 10 | Travel Reimbursement Request Form | Procurement Services | 12/23/2020 |
| 10.II.C | 10 | Procurement Services Justification Form | Procurement Services | 06/12/2013 |
| 10.VII | 10 | Vehicle Mileage Log | Procurement Services | 04/01/2013 |
| 10.VII.B1 | 10 | Car Allowance Acknowledgement Form | Procurement Services | 04/01/2013 |
| 10.VII.B2 | 10 | Annual Car Allowance Certification | Procurement Services | 04/01/2013 |
| 10.VII.C1 | 10 | Complimentary Vehicle Use Acknowledgement Form | Procurement Services | 04/01/2013 |
| 10.VII.C2 | 10 | Annual Certification of Business Use of Complimentary Vehicles | Procurement Services | 04/01/2013 |
| 10.VII.C3 | 10 | Complimentary Vehicle Business Mileage Reimbursement Form | Procurement Services | 04/01/2013 |
| 10.IX.1 | 10 | Cash Advance Request Form | Procurement Services | 02/17/2015 |
| 11.IV.A | 11 | New P-Card Request Form | Procurement Services | 07/23/2020 |
| 11.IV.B | 11 | Cardholder Agreement | Procurement Services | 07/18/2013 |
| 11.IV.P | 11 | Permanent Limit Increase Request | Procurement Services | 12/18/2020 |
| 11.IV.T | 11 | Temporary Limit Increase Request | Procurement Services | 07/18/2021 |
| 11.V.C1 | 11 | Missing or Incomplete Receipt Form | Procurement Services | 07/18/2013 |
| 11.V.C2 | 11 | P-Card Prize Receipt Form | Procurement Services | 03/31/2021 |
| 11.V.C4 | 11 | P-Card Statement of No Activity | Procurement Services | 03/18/2021 |
| 11.V.C45 | 11 | Reconciler Reassignment Request Form | Procurement Services | 07/21/2016 |
| 12.IV.A | 12 | Workday Finance Security Request Form | F&A - Security | 07/15/2021 |
| 12.IV.C | 12 | Banner Bursar Security Request Form | F&A - Security | 02/15/2019 |
| 13.III | 13 | E-Commerce Activity Request | F&A - eCommerce | 05/03/2021 |
| 13.IV | 13 | TouchNet E-Commerce Security Request Form | F&A - eCommerce | 05/04/2015 |
| DR-14 | Tax Exemption Certificate | Procurement Services | 09/24/2019 | |
| 15.I | 15 | Prize or Award Form | F&A - Taxes | 11/08/2019 |
Reference Material
| Title | Responsible Business Unit | Last Updated |
|---|---|---|
| Expenditure Guidelines | Procurement Services | 01/15/2020 |
| P-Card Cardholder Manual | Procurement Services | 03/31/2021 |
| JV Template | Finance & Accounting | 01/20/2023 |