OHSU

Forms & Policies

Section 1: Accounts Payable

Title
Instructions Form Policy Supplemental Information
Allowable Expenses
      OHSU Allowable Expenses
Direct Deposit, GRA/Stipend

Direct Deposit (GRA/Stipend) Enrollment Form


Disbursement List
  Disbursement List Form    
Disbursement Request (PDF) Disbursement Request Instructions
Disbursement Request Form (pdf)


Foreign Nationals
  Foreign National Information Form
   
Honorarium Certification
Honorarium Process Honorarium Certification Form    
Lost Checks
  Lost Check Form
   
Missing Receipt Waiver

Missing Receipt Waiver
   
Moving/Relocation
Moving & Relocation Guidelines
Relocation Services PO Request Form
OHSU Moving Expenses Policy
Human Resources Manager Zone - Employee Relocation
Petty Cash
 
Petty Cash Account Procedure & Form
   
PO Required Suppliers
      PO Required Suppliers
Reimbursements Policy    

Reimbursements Policy

 
Reimbursements Policy Exception Requests

 Reimbursements Policy Exception Requests Procedure

Reimbursements Policy Exception Request Form

   
Residency Status Information
  Residency Status Information Form
   
Scheduled Disbursements
Scheduled Disbursements Guidelines Scheduled Disbursements Form
   
Stipend Payment Dates
      Stipend Paydates
Supplier Set-Up

Supplier Setup Form     

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Section 2: Accounts Receivable/Bursar

Title
Instructions Form Policy Supplemental Information
Accounts Receivable forms user guide
 
 Accounts Receivable Forms User Guide
   
Oracle AR Receipt - Cash

Oracle AR Receipt - Cash


Oracle AR Receipt - Check
  Oracle AR Receipt - Check    
Oracle AR Receipt - Credit Card
  Oracle AR Receipt - Credit Card    
Student Direct Deposits   Student Direct Deposit Form
   

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Section 3: Budgets & Financial Planning

Title
Instructions Form Policy Supplemental Information
Department Contact List



Budget Contact List
FY15 AFSCME Pay Structure
      FY 15 AFSCME Pay Structure
FY15 External Capital ROI Template
  External Capital ROI Template
   
FY15 Capital Budget Guidelines
University Capital Budget Guidelines 

 
FY15 Capital Budget Quick Guide
      Capital Budget Quick Guide
FY15 Consolidated Budget Calendar
Updated 1/24/14
      Consolidated Budget Calendar
FY15 Rubix Budget System Training Guide
Rubix Budget System Training Guide      
FY14 University Budget Guide  

FY14 Budget User Guide

     
Operating/Capital Funds Requests (Contingency Requests)
  Operating/Capital Funds Requests (Contingency Requests) Form
   
Rubix Budget Data Spreading Guide
      Rubix Budget Data Spreading Guide

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Section 4: Capital Accounting

Title
Instructions Form Policy Supplemental Information
Building List
      OHSU Building List
Building Owner List
      Building Owner List
Damaged or Destroyed Capital Equipment
  Damaged or Destroyed Capital Equipment Form
   
Donation Requests
  Fixed Assets Donation Request Form
   
Equipment Relinquishment
Equipment Relinquishment Instructions
Equipment Relinquishment Form
 
Equipment Relinquishment Letter
Capital Accounting Guidelines
     Capital Guidelines  
Internal Capital Equipment Transfer
Internal Capital Equipment Transfer Instructions
Internal Capital Equipment Transfer Record
   
Loan Between Institutions
Loan Between Institutions Instructions
Loan Between Institutions Form


Missing Equipment Acknowledgement
  Missing Equipment Acknowledgement Form
   
Off Campus Property Use (Capital Assets)
Off Campus Property Use Agreement Form (Capital Assets)


Off Campus Property Use (Non-Capital Assets)
Off Campus Property Use Agreement Form (Non-Capital Assets)


Returned Good Authorization Form

Returned Good Authorization Form


Short-Term Borrowed Equipment Tracking
Short-Term Borrowed Equipment Tracking Instructions
Short-Term Borrowed Equipment Tracking Log
   
Vendor Quote
Fixed Assets Vendor Quote Instructions
Fixed Assets Vendor Quote Form
   

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Section 5: Finance & Accounting

Title
Instructions Form Policy Supplemental Information
Year-End Calendar & Memo FY13 Updated 5/30/13
       

Year-End Calendar & Memo FY13

Monthly Closing Schedule
      Monthly Closing Schedule
COA Cheat Sheet Fund-Org-Obj-Mis Codes (GL)


COA Cheat Sheet Fund-Org-Obj-Mis Codes (GL)
COA Disabling
COA Disabling Procedure
GL Account Segment Enable & Disable Form

COA GL Enable/Disable Checklist
COA Enabling
COA Enabling Procedure GL Account Segment Enable & Disable Form   COA GL Enable/Disable Checklist
COA Fund Definitions
      COA Fund Definitions
COA Master Reference

(includes object code descriptions)

      COA Master Reference
Department Codes
      Department Codes
Fiscal Authority Spreadsheet
      Fiscal Authority Spreadsheet
FY 14 Unaudited Financial Results
      FY14 Unaudited Financial Results
FY 13 Audited OHSU Financial Statement
       FY13 Audited OHSU Financial Statements
FY 12 Audited OHSU Financial Statements
      FY 12 Audited OHSU Financial Statements
FY 11 Audited OHSU Financial Statements
      FY11 Audited OHSU Financial Statements
FY 10 Audited OHSU Financial Statements
     
FY10 Audited OHSU Financial Statements
FY 09 Audited OHSU Financial Statements
     
FY09 Audited OHSU Financial Statements
Journal Entry & Adjustments
Journal Entry Guidelines
Journal Entry/Adjustment Form
  Journal Entry/IBS Adjustment Example
HR Orgs by Name & Number
      HR Orgs by Name & Number
Transfer Matrix
      Transfer Matrix UMG Nov 2009

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Section 6: Financial Systems Access

Title
Instructions Form Policy Supplemental Information
Financial Access Requests
Oracle Self Service Access Instructions
Oracle Self Service Access System
  Oracle Self Service Access Video Tutorial

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Section 7: Internal Billing System (IBS)

Title
Instructions Form Policy Supplemental Information
Adjustment Form

Journal Entry/IBS Adjustment Form


Disputed Charges
  IBS Disputed Charges Form
   
FAID Request - Manual

Manual FAID Request Form

FAID Exemption Request

FAID Exemption Request


IBS Fiscal Policy
    IBS Fiscal Policy
 
IBS Manual (with Customers Functionality)
IBS User Manual (with Customers Functionality)



IBS Manual (with Import Functionality)
IBS Manual (with Import Functionality)
 
 
IBS Transaction Error Resolution

    IBS Transaction Error Resolution Guidelines.pdf
New IBS Center Requests
  New IBS Service Center Request Form
 
Service Center List
      Service Center List
Service Center Policy
    OHSU Service Center Policy
 
Service Center Procedures
      Service Center Procedures

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Section 8: Labor Distribution

Title
Instructions Form Policy Supplemental Information
Closing Payroll Accounts



Closing General Ledger Accounts for Payroll Expenses
OPE Rates by Representation



OPE Rates by Representation
Payroll Accrual Lag Days
      Payroll Accrual Lag Days
Payroll Object Codes
      Payroll Object Codes
POETA Start/Enddate Table
      POETA Start/Enddate Table.xlsx
Suspense Resolution Tips
      LD Suspense Resolution Tips

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Section 9: OHSU Foundation

Title
Instructions Form Policy Supplemental Information
Foundation Forms

Foundation Forms

Foundation/Grant Account Cost Transfer

Foundation/Grant Account Cost Transfer

Foundation Intercompany JE
Foundation Intercompany JE Process
Foundation Intercompany JE Form


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Section 10: Overhead Cost Allocation (OCA)

Title
Instructions Form Policy Supplemental Information
FY 15 OCA Calculation
      FY 15 OCA Calculation Template
FY 15 OCA Calculation (Off Campus)
(Available April-11-2014)
      FY 15 OCA Calculation (Off Campus)
FY 15 OCA Calculation (Hospital Only)
       FY 15 OCA Calculation (Hospital Only)
FY 14 OCA Calculation
      FY 14 OCA Calculation
FY 14 OCA Rate Driver
      FY 14 OCA Rate Driver
FY 14 OCA Calculation (Hospital Only)
      FY 14 OCA Calculation (Hospital Only)
FY 14 OCA Changes Summary
      FY 14 OCA Changes Summary

OCA Education

OCA Education



OCA Excluded Object Codes
      OCA Excluded Object Codes
Overhead Rate Schedule FY15 wCLSB
       Overhead Rate Schedule FY15 wCLSB
CLSB Calculation Template FY15        Paperclip Red

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Section 11: Payroll

Title
Instructions Form Policy Supplemental Information
Access to Online W-2
On Line W-2       
Accruals Cash Out
  Actuals Cash Out
   
Cash Out of Vacation and Compensatory Time (AFSCME)
  Cash Out of Vacation and Comp Time (AFSCME) Form
   
Cash Out of Vacation and Compensatory Time (ONA)
  Cashout of Vacation Time Form (ONA)    
Cash Out of Vacation (VVO) Calculator
      Cash Out of Vacation (VVO) Calculator
Direct Deposit, Fixed Amount

Enrollment Form for Direct Deposit, Fixed Amount


Direct Deposit, GRA/Stipend
  Direct Deposit (GRA/Stipend) Enrollment Form    
Direct Deposit, Net Pay
  Enrollment Form for Direct Deposit, Net Pay (take-home pay)
   
Earnings Statement Reprint Request
  Earning Statement Reprint Request
   
Foreign National Information

Foreign National Information Form


IRS W-2 Reprint Request
  IRS W-2 Reprint Request Form
   
IRS W-4 Form
  IRS W-4 Form
   
Online Paystub Instructions
 On-Line Statement of Earnings Instructions      
ONA Vacation Calculator
      ONA Vacation Calculator

Over Payment Adjustment

  Overpayment Adjustment    
Pay Changes Calendar 2014-2015        

Pay Changes Calendar

Payroll Calendar - 2011
     
2011 Biweekly Payroll Calendar
Payroll Calendar - 2012
     
2012 Biweekly Payroll Calendar
Payroll Calendar - 2013
      2013 Biweekly Payroll Calendar
Payroll Calendar - 2014
      2014 Biweekly Payroll Calendar
Payroll Check Reprint Request

Payroll Check Reprint Request    
Salaried Accrual Adjustment  

 Salaried Accrual Adjustment

   
Sick Leave Conversion AFSCME   Sick Leave Conversion AFSCME
   
Sick Leave Conversion ONA
  Sick Leave Conversion ONA
   
Special Check Request
  Special Check Request Form
   
Statement of Earnings Descriptions      
Statement of Earnings Descriptions
Voluntary Waiver of Overtime (AFSCME)  

Voluntary Waiver of Overtime AFSCME

   
Voluntary Waiver of Shift Differential (AFSCME)  

Voluntary waiver of Shift Differential (AFSCME)

   


     

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Section 12: Timekeeping and Scheduling

Title
Instructions Form Policy Supplemental Information
Cancel Meal Deduction
Cancel Meal Deduction
     
Historical Adjustments
Historical Adjustments Procedure



Kronos Employee Guide
Kronos Employee Guide



Kronos Scheduling User Guide
Kronos Scheduling User Guide
     
Kronos Timekeeper Manual
Kronos Timekeeper Manual



Kronos Pay Codes
      Kronos Pay Codes
Kronos Timekeeper and Scheduling Access
  Kronos Access Request Form
   
Kronos Schedule View for Employees

Kronos Schedule View for Employees

     
Kronos Work Rule Mapping
      Kronos Work Rule Mapping
KTM Quick Guide
ESS Quick Guide      
ESS Quick Guide
ESS Quick Guide      
ESS Reference Guide
ESS Reference Guide
     
ESS Email Notifications

ESS Email Notifications

     
ESS Open Shift and Shift Swap Request
ESS Open Shift and Shift Swap Request      
ESS Create Open Shifts
ESS Create Open Shifts      
ESS Approver Open Shift and Shift Swap Requests
ESS Approve Open Shift and Shift Swap Requests      
Non Clocked Transaction Pay
Codes
      Non-Clocked Transaction Pay Codes
Pay Code Move
Pay Code Move Procedure
     
Running Reports
Running Reports
     
Timekeeper Procedures
Timekeeper Procedures      
Timekeeping System Set-Up
  \Ohsum01
   
Transfer to Another Org/Position
Transferring Employee to Another Org/Position Procedure
     
TTE Quick Guide
      TTE Clock Codes
     
TTE Transfers
      TTE Transfers      
TTE User Guide
      TTE Manual

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Section 13: Travel

Title
Instructions Form Policy Supplemental Information
Advance Form

Travel Advance Form


Currency Converter
      Currency Converter Link
Foreign & Domestic Per Diem Rates
      Foreign & Domestic Per Diem Rates
Hotel/Banquet Direct Pay

Hotel/Banquet Direct Pay Form    
Mileage Parking Plus Log
  Mileage Parking Plus Log    
Post-Travel Worksheet
  Post-Travel Worksheet


Pre-Travel Worksheet
  Pre-Travel Worksheet
   
Reimbursements Policy    

Reimbursements Policy

 
Reimbursements Policy Exception Requests

Reimbursements Policy Exception Request Procedure

Reimbursements Policy Exception Request Form

   
Travel Authorization Numbers Requests

Travel Authorization Number Request Form
   
Travel Policy
 
OHSU Travel Policy

Travel Reimbursement
Travel Reimbursement Instructions
Travel Expense Reimbursement Form    
 



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Section 14: Treasury

Title
Instructions Form Policy Supplemental Information
Ach/Wire Transfer Request
  ACH Wire Transfer Request Form
   
Cash Handling Manual
     
Cash Handling Manual
Service Site Application

Service Site Application Form



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