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
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
    
FY14 Capital Budget Guidelines
 University Capital Budget Guidelines 

 
FY14 Capital Budget Quick Guide
       FY14 Capital Budget Quick Guide
FY14 Consolidated Budget Calendar
Updated 4/11/13
       FY14 University Budget Calendar
FY14 Rubix Budget System Training Guide
 Rubix Budget System Training 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
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 13 Unaudited Financial Results
       FY13 Unaudited Financial Results
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
FY 08 Audited OHSU Financial Statements
       FY08 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

Year-End Calendar & Memo FY11-12 Updated 7/5/12

       Year End Calendar & Memo FY11-12

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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 2012
Payroll Accrual Lag Days
       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 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 13 OCA Calculation
       FY 13 OCA Calculation Template
FY 13 OCA Rate Driver
       FY 13 OCA Rate Drivers
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

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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
   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
    
On-Line Statement of Earnings
  On-Line Statement of Earnings Instructions      
ONA Vacation Calculator
       ONA Vacation Calculator

Over Payment Adjustment

   Overpayment Adjustment    
Payroll Calendar - 2010
      
Bi-Weekly Payroll Calendar - 2010
Payroll Calendar - 2011
      
Bi-weekly Payroll Calendar - 2011
Payroll Calendar - 2012
       2012 Biweekly Payroll Calendar
Payroll Calendar - 2013
       2013 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)

    
Z1 Salaries on Sponsored Projects
 Z1 Salaries on Sponsored Projects
      

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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    
Travel (Late) Reimbursement
  
Travel (Late) 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

Wire Payments to OHSU
 Bank Info US Bank



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