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Financial Services Manual (FIN)
Table of Contents
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000 Introductory Material
100 General
200 Agency/Orgs
300 Deposits of University Funds
400 Disbursements
500 Travel
600 Payroll Policies
700 University Audit and Advisory Services
000 Introductory Material - Back to Top
001 Introduction
002 Table of Exhibits
003 Definitions
100 General - Back to Top
101 Financial Services Mission and Organization
102 Budgets
102–01 Appropriation Budget Changes
102–02 Internal Planning Budgets
103 Departmental Record Keeping
104 Amounts Due to ASU
105 Fiscal Year-End Closing
106 Month-End Closing
107 Space Moving Costs
108 Sales Tax
109 Parking, Traffic, and Library Fines
111 Charges to State Operating Agency/Orgs
112 Accounting Questions and Assistance
114 Advantage Access Security
115 Plant Fund Recoupment
116 Expenditure of Building Renewal Funds
117 Personal Use of University Resources
118 Competitive Bids against Private Enterprise
119 Public Purpose Served
120 Sales Tax Exemption for Certain University Purchases
121 ASU Identification Numbers and Tax-Exempt Status
122 Unrelated Business Income Tax
123 Taxability of Employee Discounts
124 Misuse of Public Monies
125 Tax Assistance to ASU Departments
126 Private Use of University Facilities
127 Naming Rights of University Buildings
128 Gifts in Kind
129 Ensuring Financial Integrity
130 ASU-Affiliated Entity Policy
131 Intangible Assets
200 Agency/Orgs - Back to Top
201 Agency/Org and Coding Structures
202 Establishment of Agency/Orgs
203 Org Manager Responsibilities
204 Changes in Agency/Org Information
204–01 Additions/Changes/Deletions in Org Managers/Authorized Signers
204–02 Additions/Changes/Deletions in Advantage User IDs
205 Audits
205–01 Audit Liaison
205–02 Coordination of Audits by Taxing Authorities
206 Administrative Services Charge
207 Closing of Agency/Orgs
208 Plant Project and Debt Financing Fees
209 Construction Projects from Bond Financing or Private Fundraising
210 Business Manager Responsibilities
211 Sponsored Project Agency/Orgs
213 Establishment of Resale Activities to the General Public
214 Agency Accounts
215 Vice Presidential and College Area Responsibilities
216 ASU Endowments
300 Deposits of University Funds - Back to Top
301 Deposits—Overview301–01 Deposits—General Policy
301–02 Deposits—ASU-Approved, Financially Related Organizations
301–03 Deposits—Grant and Contract Funds
302 Class Fees and Deposits
303 Gift Deposits (Including Gift-in-Kind Donations) and Special Event Receipts with a Gift Component
304 Gifts and Gratuities
305 Deposits at University Cashiering Services
306 Accounts Receivable Billings
308 Revenue Coding
308–01 Overall Revenue Coding Structure
400 Disbursements - Back to Top
401 Disbursement Overview401–01 Disbursement Methods
401–02 Provost/Vice Provost/Vice President Approvals
401–03 Prohibited Transactions
401–04 ASU Foundation Transactions
402 Inventory
403 Petty Cash Funds
405 Capital Purchases
405–02 Capital Purchases Near Fiscal Year-End
407 Internal Purchase Orders
420 Faculty and Staff Payments
420–01 Faculty and Staff Reimbursements: Accountable Plan Rules
420–02 Business Meals, Food, and Related Expenses
420–03 Moving Expenses
420–04 Awards to Faculty and Staff, and Related Tax Status
420–05 Employee Postgraduate Research Stipends/Grants
420–06 Phone Services
420–07 Prepaid Calling Cards
420–08 Out-of-State Employees—Authorization and Related Costs
421 Nonemployee Payments
421–01 Guest Lecturers, Consultants, and Other Independent Contractors
421–02 Interviewees
421–03 Participant Payments
421–04 Tax Reporting—IRS Form 1099
421–05 Human Subject Payments
422 Student Payments
422–01 Student Financial Support
422–02 Student Reimbursements
422–03 Postdoctoral Fellow Financial Support
425 Payments to Nonresident Aliens
425–01 ASU Foreign Visitor Tax Guide
425–02 Immigration Status—Eligibility to Receive Payment
425–03 Nonresident Alien Taxpayer Identification Numbers
425–04 Nonresident Alien Independent Contractors and Other Foreign Entities
425–05 Student Financial Support Payments to Nonresident Aliens
425–06 Payments to Postdoctoral Nonresident Aliens
430 Expenditure Coding
430–01 Overall Expenditure Coding Structure
500 Travel - Back to Top
502 Travel Overview504 In-State Travel
505 Out-of-State Travel
505–01 Out-of-State Travel Authorization
505–02 Out-of-State Travel Reimbursement
506 Foreign Travel
507 Non-Athletic Team/Group Travel
508 Travel Advances
509 Meals and Lodging
511 Receipts and Itemization
512 Transportation
513 Insurance Coverage While in Travel Status
514 Registration Fees and Other Travel Expenses
515 University-Sponsored Travel Credit Card
516 Authorizing Travel Official
600 Payroll Policies - Back to Top
601 Student FICA Tax Exemption
602 Wage/Salary Overpayment Responsibilities
603 Request for Off-Cycle Payroll Check
700 University Audit and Advisory Services - Back to Top
701 ASU University Audit and Advisory Services Charter
702 Scheduled Internal Audits
703 Ad Hoc, Special Purpose Audits and Reviews
704 Misuse of University Assets
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