Procedures and Forms

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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	03/26/2018
4	Procurement Services - Purchasing	Procurement Services	04/10/2025
5	Year End Process	Finance & Accounting	07/16/2012
6	Records Retention	Finance & Accounting	03/27/2025
7	Cash Collection, Accounts Receivable, Refunds, Third Party Billing and Student Tax Forms	Student Account Services	05/16/2019
8	Property	Finance & Accounting	10/13/2015
9	Construction Accounting	Finance & Accounting	05/31/2013
10	Travel	Procurement Services	09/18/2023
11	Purchasing Card Program	Procurement Services	06/17/2024
12	Workday/Banner Security	Finance & Accounting	09/28/2021
13	E-Commerce Activity	Finance & Accounting	04/26/2023
14	Payroll	Payroll	07/06/2023

Form Inventory

Form #	Section #	Form Title	Responsible Business Unit	Last Updated
2.IV.B1	02	Request for New Foundation Data Model (FDM)	Finance & Accounting	09/03/2020
2.IV.B2	02	Line Item Budget Request	Finance & Accounting	05/30/2013
2.IV.B4	02	Auxiliary Enterprise Certification	Finance & Accounting	12/02/2022
3.I	03	Direct Pay Form	Procurement Services	08/29/2016
3.III	03	Payee Invoice/Student	Procurement Services	11/04/2020
3.III.A2	03	Vendor Application Form	Procurement Services	07/18/2013
3.III.A3	03	ACH Enrollment Form	Procurement Services	11/03/2023
3.IV	03	Non-Employee Expense Reimbursement	Procurement Services	02/04/2020
3.IX.SO	03	Payee Invoice - Registered Student Organizations	Procurement Services	11/04/2020
3.IX.SC	03	Payee Invoice - Registered Sports Clubs	Procurement Services	11/04/2020
3.X	03	IRS Twenty Factor Test	Procurement Services	01/14/2014
3.XI	03	Travel Authorization Request	Procurement Services	01/04/2021
3.XII	03	Group Roster/Cash Distribution Form	Procurement Services	02/11/2015
3.XIII	03	Group Travel Event Reconciliation Form	Procurement Services	02/12/2015
3.XIV	03	Electronic Payment Authorization Form	Procurement Services	12/21/2017
3.XV	03	Substitute W-9 Form	Procurement Services	01/03/2018
4.IV.2	04	Approval Queue Profile	Procurement Services	04/01/2013
4.IV.3	04	Sole Source Certification Form	Procurement Services	10/18/2019
4.IV.4	04	Emergency Purchase Certification	Procurement Services	04/01/2013
4.V.3	04	Open Records Statement Form	Procurement Services	10/15/2024
4.VI	04	Independent Contractor Checklist	Procurement Services	11/26/2019
4.VI.F	04	Foreign National Information Form	Procurement Services	04/01/2013
4.VII	04	Evaluation Committee Guidelines	Procurement Services	08/06/2015
7.III.C	07	Accountable Officer Delegation	Student Account Services	03/04/2025
7.IV.B1	07	Cash Collection Procedures	Student Account Services	03/04/2025
7.IV.B2	07	Cash Custodian Authorization	Student Account Services	03/04/2025
7.V.D	07	Check Log	Student Account Services	09/17/2020
7.V.E	07	Change Fund Request	Student Account Services	03/04/2025
7.VIII.D	07	Late Payment Waiver Request	Student Account Services	03/04/2025
7.VIII.D1	07	Homeless Exemption Fee Affidavit	Student Account Services	03/04/2025
7.VIII.E	07	Eagle Dollar Refund Request	Student Account Services	03/04/2025
7.VIII.F1	07	Deposit Refund Request	Student Account Services	03/04/2025
7.VIII.F2	07	Marketplace Refund Request	Student Account Services	03/04/2025
7.VIII.F3	07	Admission Application Refund Form	Student Account Services	02/12/2025
7.VIII.G1	07	Application for Deferment	Student Account Services	03/04/2025
7.VIII.G2	07	Credit Card Payment Form	Student Account Services	03/04/2025
7.VIII.G3	07	Non Usage Florida Prepaid	Student Account Services	03/04/2025
7.VIII.G4	07	Florida Prepaid Summer Housing Authorization	Student Account Services	03/04/2025
7.VIII.G5	07	VA Deferment Promissory Note	Student Account Services	03/04/2025
7.X.1	07	Emergency Loan Application	Student Account Services	03/04/2025
7.X.2	07	Emergency Loan Promissory Note	Student Account Services	03/04/2025
7.XI	07	Check Stop Payment Request	Student Account Services	03/04/2025
8.II	08	New Employee Property Handout	F&A - Property	10/24/2016
8.III.J2	08	Donated Property Disposition Agreement Form	F&A - Property	10/09/2018
8.IV.A	08	Property Manager Training Verification Form	F&A - Property	11/27/2023
8.V	08	Business Asset Transfer Form	F&A - Property	10/12/2020
8.V.B	08	Business Asset Visual Verification Form	F&A - Property	11/04/2020
8.VII.B1	08	Property Check Out Form	F&A - Property	11/16/2016
8.VII.B2	08	Short Term Check Out Log	F&A - Property	09/29/2017
8.VIII.A	08	Exchange of Property Form	F&A - Property	10/12/2015
8.IX.A	08	Relief From Property Accountability Form	F&A - Property	11/04/2024
8.IX.B	08	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 User Agreement	Procurement Services	08/25/2023
11.IV.A	11	New P-Card and T-Card Request Form	Procurement Services	01/31/2024
11.IV.B	11	Cardholder Agreement	Procurement Services	07/18/2013
11.IV.P	11	Permanent Limit Increase Request	Procurement Services	01/31/2024
11.IV.T	11	Temporary Limit Increase Request	Procurement Services	01/31/2024
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 Student Account Services Security Request Form	F&A - Security	05/30/2023
13.III	13	E-Commerce Activity Request	F&A - eCommerce	04/26/2023
13.IV	13	TouchNet E-Commerce Security Request Form	F&A - eCommerce	03/24/2023
14.I	14	Paper Timesheet for Law Enforcement Officers	Payroll	08/26/2021
14.II	14	Paper Timesheet for OPS & Student Workers	Payroll	08/27/2021
15.I	15	Prize or Award Form	F&A - Taxes	10/30/2024

Reference Material

Title	Responsible Business Unit	Last Updated
Expenditure Guidelines	Procurement Services	01/15/2020
P-Card Cardholder Manual	Procurement Services	03/31/2021
FGCU Tax Exemption Certificate	Procurement Services	10/11/2023
FGCU W-9 2025	Finance & Accounting	04/14/2025
JV Template	Finance & Accounting	3/31/2025