Policies and Procedures FDS - FS - 026 Page 1 of 5 Accepted: 10/11/2006 Date Last Modified: 10/16/2006
PEID: Fiscal use Payee:
V_ _ _ _ _ _
CHECK REQUEST FORM Address:
Amount
Project #
Object Code
_______________ _______________ _______________ _______________ _______________ $ -
___ ____ _ ___ ____ _ ___ ____ _ ___ ____ _ ___ ____ _
Total Requested
____ ____ ____ ____ ____
Business Purpose/ Benefit to University / Justification for expense:
Date_____/_____/______ Date_____/_____/______ Date_____/_____/______ Description:
Requested by__________________________________________ Ext # or email: Unit Approval___________________________________________ Unit Approval___________________________________________
2nd approval required always if over $250
P/U check _______ Mail check _______
(30 characters maximum) - optional; will print on the check stub This section: Fiscal use only except "2nd Ref" Invoice # (16): Invoice Date: Relate Codes: _ _ Invoice Amount
$
-
Due Date:_____/_____/______ 2nd Ref enter here (16 characters maximum) - optional; prints on IFAS reports Separate Ck: _ _ Addr:: __
Misc: _ _ _ _
Funds Available:___________ Fiscal Approval:______________________________ D:\Docstoc\Working\pdf\d721c820-c656-478f-b8ab-71cf618cb6d9.xls
PEID:
V_ _ _ _ _ _ SAMPLE MULTIPLE CK CHECK REQUEST FORM- for Multiple Invoices for One Vendor Fiscal use Payee: Address:
Amount
Project #
Object Code
Description
Invoice #
_____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________
$ -
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____
23
Business Purpose/ Benefit to University / Justification for expense:
Date_____/_____/______ by___________ Requested
Ext # or email:
P/U check
_______
Date_____/_____/______ Unit Approval__________________________________________ Date_____/_____/______ Unit Approval___________________________________________
2nd approval required always if over $250
Mail check _______
Description
enter here
(30 characters maximum) - optional; will print on the check stub This section: Fiscal use only except "2nd Ref" Invoice # (16): Invoice Date: Relate Codes: _ _ Invoice Amount
0
$
-
Due Date:_____/_____/______ 2nd Ref (16 characters maximum) - optional; prints on IFAS reports
Misc: _ _ _ _ Funds Available:___________
Separate Ck: _ _ Fiscal Approval:______________________________
Addr:: __
OBJECT CODE 4100 4101 4102 4103 Staff Support: Auto allowance/lease Personal car mileage/parking Individual membership/professional meetings Club dues/Minimum spending not used Individual professional dues e.g., AICPA Professional breakfast/lunch/dinner meetings, e.g., rotary club monthly meeting Recruitment/relocation Payment for actual moving expenses (moving company, airline tickets) NOTE: moving expenses can only be paid to 3rd party vendor Travel for prospective employees Recruitment meals Employment Ads Training/professional improvement UH Foundation staff - training and travel Seminars, classes that improves the individual, e.g., computer classes Other Benefits Materials & Supplies: Books/subscriptions Internet subscription services Duplicating/printing/binding Combine film and film processing if submitted all together Postage/freight/delivery charges Cardinal Mailing Supplies - office Paper, envelopes, pens, etc. Office computer software (Word, Excel) Supplies - other Water and water rental - Menehune Water, The Water Man Coffee supplies - cups, napkins, plates, utensils Rental of gas cylinders - Gaspro & Liquid Air Other computer software (Academic software) License agreements for software system Film - if purchased separately from processing Frames - ready made Table centerpieces for receptions Equipment - expendable Equipment under $1,000 Equipment over $1,000 and less than $5,000 that is NOT theft sensitive Furniture & Fixtures - expendable Furniture & fixtures under $1,000 Furniture & fixtures over $1,000 and less than $5,000 that is NOT theft sensitive Administrative Expenses: Annuity Bad debt Institutional memberships E.g., - Accreditation Memberships
4104
4105
4106 4200 4201 4202 4203 4204
4205
4206
4207
4300 4301 4302 4303
4304 4305 4306
4307
4308 4309 4310 4311 4312 4313
Insurance Interest/service fees Rental - facilities Storage expense - File Connection Lease rents - land Room and equipment rentals Rental - other Equipment rentals Plant rentals Repairs/maintenance-equipment & software (upgrade of software) Repairs/maintenance-grounds & facilities Taxes Telephone rental/services Internet access lines Utilities Other administrative expenses Courier services Temporary help
4400 4401 4402
4403 4404 4405 4406
Professional Services: Audit Consultant services Fuel Communications, Marts & Lundy Travel for consultants e.g., Marts & Lundy Investment management Lecturers/Speakers Legal Services Other Services Engraving, matting & framing of awards Animal per diem If sole proprietor, need to separate services from printing charges Program Expenses: Advertising Business meetings Include parking expense w/ meal, if applicable Refreshments/meals for lectures/workshops/seminars w/ business purpose Entertainment/goodwill/development Golf Tournament fees Purchase of dinner/lunch tables for fundraising events Meals with donors Parties - e.g., appreciation parties Meals to show appreciation Include parking expense w/ meal, if applicable Leis & Floral arrangements for funerals Xmas cards Fundraising events/sales Items that donor will get that are listed on event worksheet i.e. golf fees paid for participant, meals provided to participants Gift premiums/recognition Membership package gift items.
4500 4501 4502
4503
4504
4505
4506 4507 4508 4509
4510 4511
4512 4513
4514 4515 4516 4517
i.e. golf umbrella, license plate frames, tents, - gift to member Grants/awards/prizes Non-student awards Receptions Can include printing of invitations, chair & radio rentals, decorations, etc. Registration fees Registration fees for seminars, conferences, etc. for staff to attend seminar Regrants to UH Alumni dual memberships Transfer salaries to UH Student scholarships/fellowships Room rental for Pavin Freedom Fellows - East West Center Travel Bus rental; van rental, car rental Taxi rental - for outside persons Telephone; parking Miscellaneous Athletic contest agreement Other Fundraising Expenses Cost of putting on the event Printing of invitations, postage to mail invitations, flowers for event, suplies UH Agreements Liquor Student awards/prizes Student grants
4600 4601 4603
4604
4606 4607
Capital Improvements: Construction/renovation Equipment All items in this category must have a gift and grant form and be logged Theft sensitive equipment over $1,000 - e.g., fax machines, microscopes, television sets, cameras, computers, printers, monitors, scanners, works of art, etc. All Equipment over $5,000 Furniture/fixtures All items in this category must have a gift and grant form and be logged Theft sensitive furniture/fixtures over $1,000 All Furniture/fixtures over $5,000 Depreciation Gain(loss) disposition of fixed assets