Controller Library

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Account Codes Account Codes.  Link found on Procurement Website. 4/26/18 Accounts Payable, General Accounting
Accounts Payable Mailboxes Email addresses for various Accounts Payable functions 1/27/17 Accounts Payable
Amherst 2015 Statement of Net Assets Statements of Net Position - As of June 30, 2015 and 2014 10/27/16 General Accounting
Amherst 2015 Statement of Revenue, Expenses and Changes in Net Assets Statements of Revenues, Expenses and Changes in Net Position - As of June 30, 2015 and 2014. 10/27/16 General Accounting
Amherst 2016 Statement of Net Assets Statements of Net Position - As of June 30, 2016 and 2015 1/3/17 General Accounting
Amherst 2016 Statement of Revenue, Expenses and Changes in Net Assets Statements of Revenues, Expenses and Changes in Net Position - As of June 30, 2016 and 2015. 1/3/17 General Accounting
Amherst Campus Credit Card Information Policy UMass Amherst policy for accepting and handling Credit Card information. 5/18/17 General Accounting
Amherst Campus Policies Memorandum - Amherst Campus Policies 12/20/12 General Accounting, Research Accounting
AP Look Up Payment Information, including special Handling How to look up payment information and also includes instructions ofr those instances when you need to pick up a check. 3/6/17 Accounts Payable
Assignment of Account Administrator Do not use this form to change the manager on a Department ID. This form is used to assign fiscal authority from a vice chancellor, dean, director or department head to a fiscal manager. This request will change the Account Manager name in the DeptID(s) to the manager assign. Chartfield Maintenance
B Eligibility Certification 4/4/18 Foreign Visitor Payments
Business Expense Form For use with payments/recharges made directly to vendor for business meals/meetings. 6/15/16 Accounts Payable, General Accounting, Procard Audit and Compliance
Business Expense Policy The Business Expense Policy applies to expenses incurred by a duly authorized University of Massachusetts employee or trustee conducting university business. A school or department may establish more restrictive guidelines and procedures than those covered by this policy. The policies below adhere... 2/6/18 Accounts Payable, General Accounting, Procard Audit and Compliance, Travel
BuyWays Vendor Information Used for Active PeopleSoft (PS) Vendors that need to be added to BuyWays. 7/1/16 Vendor File
Cell Phone Agreement Form To certify substantial business use of cell phone. 5/10/17 General Accounting
Cell Phone or Home Internet Termination Form Termination of Cell Phone or Home Internet reimbursement 8/13/18 Chartfield Maintenance, General Accounting
Certificate of Insurance How to Request a Certificate of Insurance.  Link to Office of the President web site. Accounts Payable, General Accounting, Research Accounting
Certificate of Record Destruction To log records to be destroyed 2/20/14 General Accounting
Chartstring Create Request Form This form is used the request a new chartfield string for the purpose of financial accounting. 2/1/17 Chartfield Maintenance
Chartstring Inactivation Request Form This form is used to request the inactivation of existing chartfield strings. 4/13/17 Chartfield Maintenance
Closing Dates - Monthly Financial FY 2019 Closing Dates Month Fiscal Period ACTUAL Ledger Closing Date ADJUST Ledger Closing Date July, 2018 1 08/10/2018 08/17/2018 August 2 09/07/2018 09/14/2018 September 3 10/05/2018 10/19/2018 October 4 11/09/2018 11/16/2018 November 5 12/07/2018 12/14/2018 December 6 01/11/2019 * 01/18/2019 *... 6/7/18 General Accounting
Closing Dates - Monthly Financial [PDF] Monthly closing dates for FY19 6/7/18 General Accounting
Collection Security Guidelines The collection security guidelines provide internal controls designed to safeguard cash, checks and other types of tender received by departments. Some controls may not apply to every area but safeguards need to correspond to associated risk. Managers should ensure that their area is in compliance... 10/19/11 General Accounting
Commodity Codes Commodity Code list for Purchase Orders.  Link located on Procurement Website. 4/26/18 Accounts Payable
Commonwealth of Massachusetts Bill Paying Policy and General Paying Policies Commonwealth of Massachusetts Bill Paying Policy and General Paying Policies 5/19/11 Accounts Payable, General Accounting
Controller's Office Advance To request cash advance for Human Subjects and Programs 2/20/18 Accounts Payable, General Accounting
Controller's Office Internal Control Document Internal Control Procedure - used for document/transaction processing by the Financial Services division of the Amherst Campus of the University of Massachusetts. It details the procedures used for State-Appropriated Funds, Grants & Contracts and Non-Appropriated Funds. It further details the... 3/3/17 Accounts Payable, General Accounting, Research Accounting
Cost Share Training 6/14/18 Research Accounting
Cost Transfer Policy Applies to all cost transfers to or from sponsored awards 10/20/16 Research Accounting
Creating and Modifying Expense Reports PeopleSoft 9.2 guide to creating and modifying Expense Reports. 6/18/18 Travel
Department ID Manager Change Request Used to make changes to the Department ID Account Administrator 6/30/16 Chartfield Maintenance
Deposit Slip Used to record receipts. Also see the guidelines on how to fill out your deposit slip. 1/1/10 General Accounting
Direct Payment in BuyWays Job Aid for Direct Payment in BuyWays 7/7/17 Accounts Payable
Disbursement Voucher *Use Direct Payment form in BuyWays for Direct Payments that have Account Code equal to 7XXXXX.  Use this form for Account Codes other than 7XXXXX.  This form is used to make payments without a Purchase Order... 7/7/17 Accounts Payable
Disbursement Voucher-Foundation Foundation Disbursement Voucher 1/3/18 Accounts Payable, Travel
Echo Sign Process for Subrecipient Invoices Adobe EchoSign Electronic Signature Process-Subrecipient Invoices 9/1/16 Research Accounting
Endowment Budget Inquiry Job Aid Associated Revenue Budget Job Aid Use for Gift, RTF% and Endowment Funds. 9/2/08 General Accounting
Equipment Action Form Use this form to account for the status of university equipment other than a transfer to a department on campus. 2/21/17 Equipment
Equipment Coordinator Designation Form The purpose of this form is to provide information on a designated Equipment Coordinators within a department.  The completed form should be e-mailed to the Property Office. 2/21/17 Equipment
Equipment Disposal Form Use this form when you need to dispose of  University-owned equipment. Equipment
Equipment Transfer Form Use this form to notify the Property office on the transfer of university equipment to a department on campus. 2/21/17 Equipment
Event Ticket Use Report To report attendence and business purpose of event ticket. 3/1/16 Accounts Payable
Expenditure Classification Crosswalk The handbook includes the codes, code descriptions and instructions for the encumbering and expenditure of funds on requisitions/purchase orders. It does not include codes for Payroll, Employee Reimbursements, or Recharges, as they are inappropriate for use on requisitions/purchase orders. The... 3/9/17 Equipment
Expenditure Classification for Reimbursements Accounts/Object Codes for Employee Reimbursement Handbook 6/2/14 Accounts Payable, General Accounting
Expiring Award Notice 12/11/17 Research Accounting
Fabricated Equipment Cost on Federal Research Grants and Contracts Procedure The purpose of this Guidance is to define criteria and procedures for the inclusion of Fabricated Equipment on research projects sponsored by the federal government, so that such charges are in compliance with federal regulations and University policies. 10/11/12 Equipment
Federal Trade Commissions Red Flag Rule Policy The Federal Trade Commissions (FTC) issued a regulation known as the Red Flag Rule that is intended to reduce the risk of identity theft. The Red Flag Rule applies to UM Amherst due to our participation in the Federal Perkins Loan program, the Nurse Faculty Loan Program, our institutional loan... 4/20/16 General Accounting
Financial Research Adminstration 12/11/17 Research Accounting
Finding Award Documents in Summit Job Aid on how to view Award Documents within Summit. 11/14/13 Research Accounting
Fly America Act and Open Skies Agreement Decision Tree 4/24/14 Research Accounting, Travel
Fly America Act Exception Form Needed when claiming an exception to the Fly American Act 11/12/14 Research Accounting, Travel
Fly America Policy 9/26/14 Research Accounting, Travel
Foreign Source Memo 3/31/17 Foreign Visitor Payments
Foreign Vendor Document Requirements 6/7/18 Foreign Visitor Payments
Fraudulent Financial Activities The Board of Trustees has issued a Policy Statement on Fraudulent Financial Activities (Doc. T00-051, adopted August 2, 2000) [PDF]. Described herein are... General Accounting
Glacier Training Guide 3/31/17 Foreign Visitor Payments
Grant Fund Crosswalk Research Accounting
Home Internet Service Agreement Campus Policy for Dean/Vice Chancellor approved University reimbursement for Home Internet Use:  3/1/16 General Accounting
How to evaluate a cost to a Federally Sponsored Project 11/1/15 Research Accounting
How to Generate / Resend Approvals Job Aid for Travel Registry - How to Generate / Resend Approvals 11/14/17 Travel
Human Subject Participant Payment for participating in a study. 12/8/17 Accounts Payable, General Accounting
Insurance Information University of Massachusetts Insurance Information.  Link to Office of the President web site. Accounts Payable, General Accounting, Research Accounting
Internal Authorization Used to grant spending authority to a delegated departmental staff for on campus transactions (recharges). 6/7/16 General Accounting
Invoice Customizable University Invoice 6/7/16 Accounts Payable
IRS Form W-8 BEN Requirement for adding or changing a foreign individual on the finance system. 8/14/17 Foreign Visitor Payments
IRS Form W-8 BEN-E Requirement for adding/changing a Foreign Entity on the finance system. 8/14/17 Foreign Visitor Payments
IRS Form W-8 ECI Used for Foreign Entities who have Effectively Connected Income to the United States. 8/14/17 Foreign Visitor Payments
IRS Form W-8 EXP Used for Foreign Entities who are Tax-Exempt in the United States, 6/26/17 Foreign Visitor Payments
IRS Form W-8 IMY Used for Foreign Intermediaries or Flow-Through Entities. 8/14/17 Foreign Visitor Payments
IRS Form W-9 Requirement for adding/changing a vendor on the finance system. 7/1/16 Vendor File
Journal Attachment Instructions PSoft 9.1 has the ability to attach supporting documentation directly into your GL Journal. Should you chose this option you would not need to print your Journals as the support is electronically attached. 4/30/12 General Accounting, Journal Workflow
Journal Entry Guide The guide provides standards for users with access to journal entry workflow.  2/28/15 Journal Workflow
Journal Entry Import Instructions Instructions on how to import a Journal Entry Upload Spreadsheet into Administrative Accounting System. 2/1/12 Journal Workflow
Journal Upload Spreadsheet Excel Spreadsheet for uploading Journal Entries into the Administrative Accounting System. 5/18/16 General Accounting, Journal Workflow
Journal Upload Win10 Spreadsheet Excel Spreadsheet for uploading Journal Entries into the Administrative Accounting System.  Spreadsheet is for Window 10 users 10/26/17 General Accounting, Journal Workflow
Journal Workflow Guide A workflow guide for Journals in the Administrative Accounting System. 12/13/17 General Accounting, Journal Workflow
Lookup Budget Balance and Encumbrance How to check budget balances on the University PeopleSoft Financial Accounting System. 1/6/16 Chartfield Maintenance
Lookup Cash Balance and Liabilities How to check cash balances on the University PeopleSoft Financial Accounting System. 1/6/16 Chartfield Maintenance
Lookup Fund Balance Ho to look up Fund Balances on the University PeopleSoft Financial Accounting System. 1/6/16 Chartfield Maintenance
Mileage Log To record driving miles travelled on a trip. 12/15/14 Travel
Mileage Reimbursement Rate     Memorandum TO: Deans, Directors, Department Heads, and Travel Preparers FROM: Norm Gousy, Interim Controller DATE: December 22, 2017 SUBJECT: 2018 University Mileage Reimbursement Rate & Travel to Canada and Mexico The Internal Revenue Service issued Notice 2017-204 outlining the increase... 1/12/18 Employees Moving, Travel
Missing Itemized Receipt/Documentation Affidavit for Travel/Employee Reimbursement Necessary when itemized receipt is lost or missing for Employee Reimbursements and Travel 4/11/14 Accounts Payable, General Accounting, Travel
MMARS Codes MMARS Codes.  Link found on Procurement Website. 4/26/18 General Accounting
Moving Expense Tax Form 2015 Used to ensure proper tax reporting and withholding. 1/1/15 Employees Moving
Moving Expense Tax Form 2016 Used to ensure proper tax reporting and withholding. 1/1/16 Employees Moving
Moving Expense Tax Form 2017 Used to ensure proper tax reporting and withholding. 2/1/17 Employees Moving
Moving Expense Tax Form 2018 Used to ensure proper tax reporting and withholding. 1/23/18 Employees Moving
NCURA University of Massachusetts Amherst Final Report Dec 22 2015 The National Council of University Research Administrators (NCURA) is a national organization of over 7,000 members.  NCURA serves its members and advances the field of research administration through education and professional development programs, the sharing of knowledge and experience, and by... 7/12/16 General Accounting
Non-Payroll cost Transfer Request For use in transferring expenses from/to a sponsored project 7/28/16 Research Accounting
Off-Site Equipment Form Use this form to account for equipment that will be used off the Amherst Campus. 2/21/17 Equipment
Participant Support Cost REU/RET Payments Form Particpant/REU/RET UMass Student Payments Form 7/12/16 Research Accounting
Participant Support Cost REU/RET Payments Procedure Participant Support Cost REU/RET Payments Procedure 4/14/16 Research Accounting
Payment Input Form For state funds only - payment voucher to request payment. 7/1/16 State Funds
Paymode Enrollment 7/30/18 Vendor File
PeopleSoft Fluid 9.2 User Guide Guide to get started with the new PeopleSoft Financials Interface. 6/12/18 General Accounting
Pre-Travel Authorization Pre-Travel Authorization Memo 3/8/17 Travel
Procard Archive Submission Form 4/9/18 Procard Audit and Compliance
Procard Explanation / Justification Affidavit 4/25/18 Procard Audit and Compliance
Procard Forms / Procurement Forms related to the University of Massachusetts Amherst - Procurement Credit Card Program. Procard Audit and Compliance
Procard Log It is recommended that you use this log to help you to keep track of your Procard purchases and receipts. The information that it contains also will help you to reconcile your monthly Procard statement. 5/15/18 Procard Audit and Compliance
Procard Missing Itemized Receipt / Documentation Affidavit 4/6/18 Procard Audit and Compliance
Property Management Procedures Policy and Procedures to track of all University equipment and capital assets, conduct periodic inventory observations, and dispose of surplus equipment in accordance with Federal and State regulations and University policies. Section 1 -... 6/10/16 Equipment
Quasi Endowment Request Form Request Form for Amherst Departments to transfer restricted funds, primarily gift balances not expected to be used over a five year period, to the University foundation by creating a quasi endowment. 12/10/14 General Accounting
Quasi Endowment Transfer Policy Amherst campus departments may transfer restricted funds, primarily gift balances not expected to be used over a five year period, to the University foundation by creating quasi endowments.   9/1/08 General Accounting
Recharge Form To record intra campus revenue cost center activities (for non-state accounts only).  The PDF version when completed, should be submitted to General Accounting. This form for use with MAC computers and departments without ability to use Recharge Upload Spreadsheet 8/13/18 Recharge
Recharge Upload Excel Spreadsheet for Win 7 or Win 10 To record intra campus revenue cost center activities (for non-state accounts only).  The Excel form is to be used for uploading recharges into PeopleSoft.  For information on using this form please contact Andrew Tan 5-3325. 9/19/18 Recharge
Record Retention and Disposition Schedules Statewide Records Retention Schedule 5/26/17 General Accounting
Reimbursements to Resident Nonemployees Memo: To reduce paperwork currently needed to reimburse resident nonemployees it is no longer necessary to obtain a W-9. 12/18/15 Accounts Payable
Research Administration Financial Closeout of Awards 12/11/17 Research Accounting
Research Trust Fund (RTF) Expenditure Guidelines The RTF policy of the University of Massachusetts is to comply fully with Massachusetts General Laws Chapter 29, Section 6B (Federal Grant Funds; Definitions; Applications; Notice and Procedural Requirements; Restrictions on Expenditure of Funds; Institutions of Higher Learning). 4/28/89 General Accounting, Research Accounting
Signature Delegation for Non-Sponsored Chartstrings To give approval signature delegation for Non-Sponsored Chartstrings.  This request will not change the Account Manager name on the DeptID(s).  1/19/17 Chartfield Maintenance
Signature Delegation for Sponsored Projects To give approval signature delegation for Sponsored Grants.  Must complete OWL training for Cost Allowability on Federal Sponsored Grants.  This request will not change the Account Manager name in the DeptID(s). 1/19/17 Chartfield Maintenance, Research Accounting
Signature Delegation Termination Form To terminate approval signature delegation.  This form will remove current delegations. 3/1/16 Chartfield Maintenance
Single Audit Reports 12/19/17 Research Accounting
Single Payment Voucher for Refund This form is used to make a refund payment only for a one-time vendor without having to create and store the vendor in the system. 7/7/17 Accounts Payable
Single Payment Voucher for Reimbursement Used when making a Reimbursement payment to a "US Resident" Non-Employee One Time Vendor. 7/7/17 Accounts Payable
Sponsored Grant Budget Levels A budget level defines the level of restriction for the use of funds provided by a Sponsor.  Within each level are unique Budget Account Codes that categorize how funds are to be expensed.  The budget level for an Award is determined according to to the Award terms and conditions.  Sponsored... 7/31/14 Research Accounting
Student Payments - Power Point Presentation 5/4/18 Accounts Payable
Subrecipient Invoice Template Subrecipient invoices must contain current and cumulative costs, UMass Subaward # and proper certification. Subrecipients may use this template or provide their own invoice which has the required elements as indicated in the terms of the award. 11/8/17 Research Accounting
Subrecipient Monitoring Procedures 5/20/16 Research Accounting
Tax Status of The University Tax Status of the University. Net ID Log on required.  Link to Office of The President web site. Accounts Payable, General Accounting, Research Accounting
Travel Authorization Requirement for travel Travel
Travel Manual To provide a uniform policy regarding approval and control of travel by employees on University business and to establish guidelines for the management of travel expenditures. This policy applies to all employees of the University of Massachusetts Amherst campus.  1/12/18 Travel
Travel Registry Controller's Homepage Travel
Travel Registry Job Aids Job Aids for Travel Registry How to Register Your Own Travel How... 11/14/17 Travel
Travel Registry-How to Approve Travel Job aid for Travel Registry - How to Approve Travel 11/14/17 Travel
Travel Registry-How to Register Proxy Travel Job aid for Travel Registry-How to register proxy travel 11/14/17 Travel
Travel Registry-How to Register Your Own Travel Job aid for Travel Registry-How to register your own travel. 11/14/17 Travel
Travel Registry-How to Search for Registries Job aid for Travel Registry-How to Search for Registries 11/14/17 Travel
Travel Registry-How to Set Up Blanket Travel Authorizations Job Aid for Travel Registry - How to Set Up Blanket Travel Authorizations 11/14/17 Travel
Treasurer's Office Policies Treasurer's Office Policies.  External link to the Office of The President, Treasurer's Office. General Accounting
UMass Club in Boston - Campus Sponsored Events Memo to provide guidelines on campus sponsored events occuring at the UMass Clib in Boston. 2/23/06 General Accounting
University of Massachusetts Annual Reports This is a web link to the Financial Annual Reports and Annual A-133 Audit Reports at the University Controller's web site. General Accounting
University Policies and Guidelines University Policies and Guidelines.  External Link to Office of The President. Accounts Payable, General Accounting, Research Accounting
University Records Classification and Retention Matrix Records Retention and Disposition Matrix 5/26/17 General Accounting
Vendor Add Change Form Use to add or change Vendor and information. 7/7/17 Vendor File
What is Surplus Property? This is a web link that describes what Surplus Property is and how to properly dispose of equipment. Equipment
Whistleblowing Policy Massachusetts General Laws c. 149, § 185 protects employees from retaliation for engaging in what is commonly known as "whistleblowing" activities. 8/28/17 General Accounting
Wire Transfer Form required for requesting wire payments. 7/1/16 Accounts Payable
Year End Close Deadlines FY18 Year End Closing Dates Transaction Type Date Explanation Cash Deposits June 28 Walkups/in-person deposits must be in the Bursar's Office by 4:00 pm. Endowment Payout Accounts (Funds 53800 & 53810) June 15 This Fiscal Year Scholarship requests must be submitted to Suzanne Schilling in... 5/7/18 General Accounting