OHSU

Forms & Policies

 The OHSU Finance Desk Guide provides users with an overview of financial information and tools.

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 FY09
Supplier Set-Up

Supplier Setup Form     

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Section 2: Accounts Receivable/Bursar

Title
Instructions Form Policy Supplemental Information
Billing Request Process
Accounts Receivable Billing Process
Billing Request Form
   
Collection Process
Accounts Receivable Collection Process
     
Faculty Practice Plan Transmittal Deposits
Faculty Practice Plan Transmittal Deposits
Faculty Practice Plan Transmittal Deposit Form


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
FY13 External Capital ROI Template
  External Capital ROI Template
   
FY13 Capital Budget Guidelines
University Capital Budget Guidelines 

 
FY13 Consolidated Budget Calendar
Updated 2/10
      FY12 University Budget Calendar
Operating/Capital Funds Requests (Contingency Requests)
  Operating/Capital Funds Requests (Contingency Requests) Form
   
Rubix Budget Data Spreading Guide
      Rubix Budget Data Spreading Guide
Tuition Administration Allocation
      Tuition Administration Allocation

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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 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: Facilities & Administrative Costs (Indirect Costs) and Service Centers

Title
Instructions Form Policy Supplemental Information
Mission Codes
      Mission Codes
Mission Code Descriptions



Oracle Mission Code Definitions
Mission Code Descriptions: Sponsored Project Missions Only


Mission Code Descriptions: Sponsored Project Missions Only
OHSU Facilities and Administrative Rate Agreement (BY08)


OHSU Facilities and Administrative Rate Agreement (BY08)
OHSU Facilities and Administrative Rate Components (BY08)
      Facilities and Administrative Cost Rates (BY08)
Service Centers
Service Center Procedure F&A    OHSU Service Center Policy
 

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Section 6: Finance & Accounting

Title
Instructions Form Policy Supplemental Information
Closing Schedule FY11-12
      FY11-12 Closing Calendar
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
      COA Master Reference
Department Codes
      Department Codes
Fiscal Authority Spreadsheet
      Fiscal Authority Spreadsheet
Foundation Intercompany JE

Foundation Intercompany JE Instructions

Foundation Intercompany JE Form

   
Foundation/Grant Account Cost Transfer
  Foundation/Grant Account Cost Transfer Form    
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
Year-End Calendar & Memo FY10-11       Year End Calendar & Memo FY10-11

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Section 7: 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 8: 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 9: 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 2010
Payroll Accrual Lag Days FY10-11
      FY10/11 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 10: Payroll

Title
Instructions Form Policy Supplemental Information
Access to On Line W-2
On Line W-2       
Accruals Cash Out
  Check Orange
   
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
  Check Orange
   
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
   
ONA Vacation Calculator
      ONA Vacation Calculator

Over Payment Adjustment

  Overpayment Adjustment    
Payroll Calendar - 2009
 
  Bi-Weekly Payroll Calendar - 2009
Payroll Calendar - 2010
     
Bi-Weekly Payroll Calendar - 2010
Payroll Calendar - 2011
     
Bi-weekly Payroll Calendar - 2011
Payroll Calendar - 2012
      2012 Biweekly Payroll Calendar
Payroll Check Reprint Request

Payroll Check Reprint Request    
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
Unclassified Accrual Adjustment
  Unclassified Accrual Adjustment
   
Voluntary Waiver of Overtime (AFSCME)
 

Voluntary Waiver of Overtime AFSCME

   
Z1 Salaries on Sponsored Projects
Z1 Salaries on Sponsored Projects
     

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Section 11: Timekeeping and Scheduling

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



Kronos 6.0 Upgrade Employee Guide
Kronos 6.0 Upgrade 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
KTM Quick Guide      
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 Manual
      TTE Manual

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Section 12: 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 Direct Pay

Hotel Direct Pay Form    
Mileage Log
  Mileage Log    
Mileage Plus Incidentals
  Mileage Plus Incidentals
   
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    
Travel (Late) Reimbursement
 
Travel (Late) Reimbursement Form
   

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Section 13: 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


Wire Payments to OHSU
Bank Info US Bank




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Section 10: Overhead Cost Allocation (OCA)

Title
Instructions Form Policy Supplemental Information
         
         
 
 

   



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