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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 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 Procurement Services 02/23/2015
11 Purchasing Card Program Procurement Services 07/19/2013
12 Banner Security Finance & Accounting 02/15/2019
13 E-Commerce Activity Finance & Accounting 08/08/2013

Form Inventory

Form # Section # Form Title Responsible Business Unit Last Updated
2.IV.B1 2 Request for New FOAPAL Finance & Accounting 04/30/2013
2.IV.B2 2 Line Item Budget Request Finance & Accounting 11/17/2021
2.IV.B4 2 Auxiliary Enterprise Certification Finance & Accounting 11/09/2018
3.I 3 Direct Pay Form Procurement Services 08/29/2016
3.II 3 Payee Invoice/Employee Procurement Services 02/07/2018
3.III 3 Payee Invoice/Student Procurement Services 02/07/2018
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.IX.SO 3 Payee Invoice - Registered Student Organizations Procurement Services 07/18/2013
3.IX.SC 3 Payee Invoice - Registered Sports Clubs Procurement Services 06/18/2013
3.X 3 IRS Twenty Factor Test Procurement Services 01/14/2014
3.XI 3 Travel Authorization Request Procurement Services 02/11/2015
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.1 4 Purchase Requisition Procurement Services 06/13/2013
4.IV.2 4 Approval Queue Profile Procurement Services 04/01/2013
4.IV.3 4 Sole Source Certification Form Procurement Services 04/01/2013
4.IV.4 4 Emergency Purchase Certification Procurement Services 04/01/2013
4.IV.5 4 Change Order Form 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 05/20/2014
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 06/27/2012
7.IV.B1 7 Cash Collection Procedures Bursar 04/12/2012
7.IV.B2 7 Cash Custodian Authorization Bursar 04/12/2012
7.V.D 7 Check Log Bursar 06/19/2012
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 10/29/2012
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 04/25/2017
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 Training Verification Form F&A - Property 09/19/2017
8.V 8 Property Relocation Form F&A - Property 10/02/2018
8.VI.B 8 Property Verification Form F&A - Property 10/12/2015
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 10/09/2018
8.IX.B 8 Laboratory and Medical Equipment Decontamination and Disposal Form  F&A - Property 01/11/2017
8.X.D 8 Property Identification Tag Replacement F&A - Property 10/12/2015
10.II.A 10 Travel Authorization Request Form Procurement Services 10/09/2014
10.II.B 10 Travel Reimbursement Request Form Procurement Services 07/22/2013
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 11/12/2013
11.IV.B 11 Cardholder Agreement Procurement Services 07/18/2013
11.IV.P 11 Permanent Limit Increase Request Procurement Services 07/18/2013
11.IV.T 11 Temporary Limit Increase Request Procurement Services 07/18/2013
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 07/18/2013
11.V.C4 11 P-Card Statement of No Activity Procurement Services 07/18/2013
11.V.C45 11 Reconciler Reassignment Request Form Procurement Services 07/21/2016
12.IV.A 12 Banner Finance Security Request Form F&A - Security 11/01/2017
12.IV.B 12 Banner Payroll Security Request Form F&A - Security 10/03/2018
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 05/30/2013
13.IV 13 TouchNet E-Commerce Security Request Form F&A - eCommerce 05/04/2015
14.I 14 FGCU Non-Exempt Attendance & Leave Report (Timesheet) F&A - Payroll 11/17/2016
14.IA 14 Timesheet Guidance Presentation F&A - Payroll 11/18/2016
14.II 14 Direct Deposit Authorization F&A - Payroll 09/17/2018
14.III 14 Electronic W-4 Completion for FGCU Employees F&A - Payroll 06/15/2018
DR-14   Tax Exemption Certificate Procurement Services 04/04/2014

Reference Material

Title Responsible Business Unit Last Updated
Expenditure Guidelines Procurement Services 10/28/2016
On-Line Requisitions Training Manual Procurement Services 01/26/2007
P-Card Cardholder Manual Procurement Services 09/23/2016
P-Card Reconciler Manual Procurement Services 07/01/2012
Vendor Search Instructions Procurement Services 08/11/2011
W-4 Update Instructions Finance & Accounting 07/09/2012
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