Controller's Office Forms, Policies, and Resources Library : Controller's Office : UMass Amherst

General Accounting

Name	Description
CHARTFIELD MAINTENANCE
Assignment of Account Administrator	This form is used to assign fiscal authority from a vice chancellor/dean/director/department head to a fiscal manager.
Chartstring Create Request Form	This form is used to request a new chartstring.
Chartstring Inactivation Request Form	This form is used to inactivate a chartstring. Make sure the chartstring is no longer used for payroll, recharges, open purchase orders or requisitions, or Bank Card travel.
Department ID Manager Change Request	This form is used to change the manager listed on a DeptID. Please use when a manager is changing (ex. New Department Head/Chair).
Signature Delegation for Departmental DeptIDs	This form is used for a Responsible signature Authority (ex. Department Manager) to delegate signing/approval authority on a non-sponsored chartstring.
Signature Delegation for Sponsored Projects	This form is used for a PI to delegate signing/approval authority on their sponsored grant accounts.
Signature Delegation Termination Form	This form is used to terminate a signature delegation.
FINANCIAL CLOSING CALENDARS
Financial Monthly Closing Calendars [2025]	Calendar for FY'25 showing monthly journal submission deadlines, when ledgers close for previous month, employee pay days, and campus close days (holidays).
FY2025 GL Month End Close Schedule	This resource shows the monthly financial closing dates for FY'25. It also explains the rules for determination of monthly closing dates.
JOURNAL ENTRY WORKFLOW
FY25 Journal Submission Deadlines	Calendar for FY'25 showing monthly journal submission deadlines, when ledgers close for previous month, employee pay days, and campus close days (holidays).
Journal Attachment Instructions	This resource explains how to add attachments to journal entries in PeopleSoft.
Journal Entry Guide	This guide is to assist and provide standards for users with access to journal entry workflow in PeopleSoft. Journal entry workflow gives departmental users access to make ledger corrections and various adjustments to non-payroll ledger accounts.
Journal Entry Import Instructions	This guide explains how to upload a journal entry into PeopleSoft using the Journal Upload Spreadsheet.
Journal Upload Spreadsheet	Excel Spreadsheet for uploading Journal Entries into the Administrative Accounting System (PeopleSoft).
Journal Upload Win10 Spreadsheet	Excel Spreadsheet (Windows 10 version) for uploading Journal Entries into the Administrative Accounting System (PeopleSoft).
Journal Workflow Guide	This guide gives step-by-step instruction on how to process journal entries.
RECHARGE
Recharge Account Codes	This reference guide spreadsheet in OneDrive lists allowable account codes for recharges.
Recharge Form	This form is used to process a recharge (an interdepartmental charge for approved services or products).
Recharge Upload Excel Spreadsheet for Windows11	This Excel spreadsheet is used to process a recharge (an interdepartmental charge for approved services or products).

Research Accounting

Name	Description
Certificate of Insurance	How to Request a Certificate of Insurance. Open a tab and link to Office of the President web site www.umassp.edu and log in for access. Then click on link for Certificate of Insurance to go directly to the page
Cost Share Allowable Companion Funds	Explanation of Cost Sharing on Sponsored Projects and list of allowable funds available for Cost Share
Expiring Award Notice	Sample Closeout Email when an award expires
Faculty / PI DeptID Lookup	Be sure to Enable Content on spreadsheet for it to work correctly. Aid for Faculty/PI to lookup their DeptID when applying for a Sponsored Grant. For search criteria, be sure to select either Manager ID: PeopleSoft Employee ID (starting with 1) or by Manager: either Last Name or by Last Name, First...
Finding Award Documents in Summit	Job Aid on how to view Award Documents within Summit
FY2023 - FY2027 Federal Indirect Cost Rate Agreement	Current indirect cost rate agreement
How to evaluate a cost to a Federally Sponsored Project	A guide to help identify if costs are direct or indirect per OMB Uniform Guidance (UG) Cost Principles
NIH Unobligated Balance Calculator	Updated version 2.0 of calculator
Participant Support Cost REU/RET Payments Procedure	Participant Support Cost REU/RET Payments Procedure
Participant Support Cost REU/RET Payments Form	Participant/REU/RET UMass Student Payments Form
Research Administration Financial Closeout Awards	Award closeout procedure Powerpoint Slides
Signature Delegation for Sponsored Projects and PI DeptID's	Complete and submit form to obtain signature delegation approval. NOTE: You must complete OWL training for Post-Award Financial Research Administration Training for Principal Investigator Signing/Approval Authority on Sponsored Projects before submitting
Tax Status of The University	Tax Status of the University. Net ID Log on required. Link to Office of The President web site
University Policies and Guidelines	University Policies and Guidelines. External Link to Office of The President

Compliance

Name	Description
CASH ADVANCES
Cash Advance Form for Human Subject Compensation	To form is to request a cash advance for Human Subjects Payments.
Cash Advance Form for International Travel	This form is used to request a cash advance for International Travel.
Cash Advance Settlement Form for International Travel	This form is required to settle an International Travel Advance.
COST TRANSFERS
Cost Transfer Policy	This link goes to the Cost Transfer Policy page on UMass Amherst's Campus Policy Library.
Non-Payroll Cost Transfer Kuali Build Form
E-VERIFY
UMass Guidance on E-verification	This document explains the E-verification requirement at UMass Amherst.
FEDERAL REGULATIONS
How to evaluate a cost to a Federally Sponsored Project	This guide helps users understand and follow OMB Uniform Guidance (UG) cost principles.
UMass Federal Costing Exception Form	For determining allowability of expenses on Federal Grants
Uniform Guidance	Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
FLY AMERICA
Fly America Act and Open Skies Agreement Decision Tree
Fly America Exception Form	Needed when claiming an exception to the Fly American Act
Fly America and Open Skies Training
Fly America Policy	This link goes to the Fly America Policy page on UMass Amherst's Campus Policy Library.
SUBRECIPIENT MONITORING AND MANAGEMENT
Job Aid - Submitting a Subrecipient Requisition in Buyways
Subrecipient Invoice Checklist
Subrecipient Invoice Process Memo for Subrecipient Invoices Payable to Outside Vendors
Subrecipient Invoice Process Memo for Subrecipient Invoices payable to Other UMass Campuses
Subrecipient Invoice Processing Via DocuSign
Subrecipient Invoice Template
Subrecipient Monitoring and Management Policy
US BANK DECLINING CARD APPLICATIONS
US Bank Declining Balance Card Application-Used to Purchase Gift Cards for Human Subject Participants	Used to purchase gift cards for human subject participants
US Bank Declining Balance Card Application-Used to Purchase Gift Cards (as allowed in the Campus Business and Travel Expense Policy)	Used to purchase gift cards for business use (as allowed in the Campus Business and Travel Expense Policy)
Employee Gift Card Receipt Form
Non-employee Gift Card Receipt Form

Property

Name	Description
Equipment Action Form	Use this form to account for the status of university equipment other than a transfer to a department on campus.
Equipment Coordinator Designation Form	The purpose of this form is to provide information on designated Equipment Coordinators within a department. The completed form should be e-mailed to the Property Office.
Equipment Disposal Form	Use this form to dispose of equipment that is not being sold, regardless of condition. For more details on what Surplus Property is and how to dispose of equipment, please visit the Surplus Equipment web page of Procurement and Campus Services.
Equipment Transfer Form	Use this form to notify the Property office on the transfer of university equipment to a department on campus.
Surplus Equipment Sale Form	Use this form for auctioning surplus property to the public on Municibid. More information can be here found here.

Financial Cost and Analysis

Name	Description
Cost Sharing Policy and Procedures	Link to Research & Engagement's website on cost sharing requirements and procedures.
Cost Transfer Policy [PDF]	Cost Transfer Policy applying to all cost transfers to or from sponsored awards, effective November 1, 2016.
CFR Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards	Link to Code of Federal Regulations website.
FY2023 - FY2027 Federal Rate Agreement [PDF]	2022 Negotiated Indirect Cost Rate Agreement (NICRA), outlines the indirect cost rates to be used on grants, contracts and other agreements with the Federal Government for FY'23 - FY'27.
GEO Graduate Tuition Charge Memo -FY2023 Academic Year Rates	Budget Office memo for FY'2023 explaining the tuition charge structure on grants.
GEO Graduate Tuition Charge- FY2022 Academic Year Rates	Budget Office memo for FY'2022 explaining the tuition charge structure on grants.
Guide to Indirect Costs for Sponsored Research [PDF]	This guide, revised in 2022, explains indirect costs on sponsored funds. Topics include: what indirect costs are, what kinds of expenditures are included in the computations for negotiated indirect rates, and how the University deals with agencies that won't pay our full indirect rate cost.
Service Center Guidelines [PDF]	Defines: what a service center is, how to get approval to set up a service center account, the collection process, record retention requirements, rate guidelines and components, and notification requirements to the Office of Financial and Costs Analysis when rates for goods or services change.
UMass Amherst Policies and Procedures	Link to the UMass Amherst Policy Library, the central repository for all campus-level policies.

Business & Travel Expenses (BTE)

Name	Description
BTE POLICY AND STANDARDS
Business and Travel Expense Policy 2021 and Administrative Standards for Business and Travel Expense Updated Jan 2024	This policy helps to clarify requirements for Business and Travel Expenses. The Policy outlines provisions and requirements for fiscal compliance with federal and state law, Internal Revenue Service (IRS) guidance, and funding agencies' grant and contractual terms and conditions.
University of Massachusetts Travel Policy - updated April 12, 2023	University Travel Policy updated 4/12/23. The Policy provides systemwide uniformity for addressing safety, security, and compliance during University Travel. It also establishes additional requirements for travel to high-risk destinations.
University Travel Policy - Overview for University Travelers PPT	PowerPoint for University Travel Policy, updated in 2023.
2024 Mileage Reimbursement Rate Memo	Annual Memo on New Standard for University Mileage Reimbursement Rate - Effective 1/1/24
CONCUR
Amherst Approval Workflow - SAP Concur	Flowchart for UMass Amherst approval workflow in Concur.
Concur Expense Type to Account Crosswalk	This Excel crosswalk reference guide shows what account code to use in Concur for each type of travel or business expense. Expense types are broken out out by foreign travel, out-of-state travel, in-state travel, and non-travel account codes.
Concur Resource Library	Link to UPST's website - Concur Resources and Job Aids.
Concur User Support and Information	Link to UPST's website - Resources for creating a case for help with Concur system problems, Concur Hotline contact information, FAQs for Common Concur Questions, Important information for First Time Concur Users, and information on upcoming Concur training.