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). |
| Faculty PI DeptID Lookup | This Excel sheet is used to identify the PI associated with a DeptID. Helpful for departments to know what DeptIDs to use for the Dean & Department F&A split by entering the faculty member's name or Employee ID. |
| Signature Delegation Kuali Build Form | This form is used for a Responsible Signature Authority (ex. Department Manager, PI) to delegate signing/approval authority on a chartstring. NOTE: You must complete OWL training for Post-Award Financial Research Administration Training for Principal Investigator Signing/Approval Authority on Sponsored Projects before submitting this form to receive delegation for sponsored projects / PI DeptIDs. |
| Signature Delegation Termination Form | This form is used to terminate a signature delegation. |
| FINANCIAL CLOSING CALENDARS | |
| FY25 Fiscal Year-end Dates | Shows the cutoff dates for year-end processing for FY25 (subject to change). |
| Financial Monthly Closing Calendars [2026] | Calendar for FY'26 showing monthly journal submission deadlines, when ledgers close for previous month, employee pay days, and campus close days (holidays). |
| FY2026 GL Month End Close Schedule | This resource shows the monthly financial closing dates for FY'26. It also explains the rules for determination of monthly closing dates. |
| JOURNAL ENTRY WORKFLOW | |
| FY26 Journal Submission Deadlines | Calendar for FY'26 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 |
|---|---|
| Budget Levels 4- 6 | Sponsored Grant Budget Levels |
| 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 |
| Kuali Build Forms R&E Page | Link to Research and Engagement's webpage on Kuali Build Forms which houses quick links into Kuali Build, a list of Research Admin Kuali Build Forms and FAQs. |
| 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 2.1 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 |
| PSC/REU/RET - Blank Invoice Template | Blank Invoice Template for PSC/REU/RET Payments |
| Research Administration Financial Closeout Awards | Award closeout procedure Powerpoint Slides |
| Signature Delegation Kuali Build Form | This form is used for a Responsible Signature Authority (ex. Department Manager, PI) to delegate signing/approval authority on a chartstring. NOTE: You must complete OWL training for Post-Award Financial Research Administration Training for Principal Investigator Signing/Approval Authority on Sponsored Projects before submitting this form to receive delegation for sponsored projects / PI DeptIDs. |
| 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 | |
| Compensating Human Subjects | This guidance explains the three different mechanisms available at UMass for compensating human subjects (USBDC, Advances, AP). |
| 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 | |
| Kuali Build Forms R&E Page | Link to Research and Engagement's webpage on Kuali Build Forms which houses quick links into Kuali Build, a list of Research Admin Kuali Build Forms and FAQs. |
| 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 | |
| Compensating Human Subjects | This guidance explains the three different mechanisms available at UMass for compensating human subjects (USBDC, Advances, AP). |
| 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 & Furniture Removal Request Form | Use this form to request the moving of equipment or furniture from one space to another. Also use this form to request the disposal of equipment or furniture. Please note: One form per pick-up location. For computers, hard disk drives, backup tapes, floppy disks, zip drives, streaming tapes, and other types of electronic media, it is your department’s responsibility to complete Hard Drive & Magnetic Tape Destruction. Please contact the Property Office at @email with questions. |
| 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. |
| January 2025 Tuition Charge Memo - Correction Notice | Budget Office memo notifying that January 2025 GEO Charges were initially assessed at an incorrect rate and have since been rectified via journal. |
| GEO Graduate Tuition Charge Memo - FY2025 Academic Year Rates | Budget Office memo for FY'2025 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. |
| Cell Phone Agreement Form | Cell Phone or Other Communication Device Business Use Statement. |
| 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. |
| 2025 Mileage Reimbursement Rate Memo | Annual Memo on New Standard for University Mileage Reimbursement Rate - Effective 1/1/25 |
| 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. |
Campus Policies and Memos
| Name | Description |
|---|---|
| Amherst Campus Credit Card Information Policy | UMass Amherst policy for accepting and handling Credit Card information. |
| Amherst Campus Policies | Memorandum - Amherst Campus Policies, sent out annually by Vice Chancellor for Administration & Finance. |
| Board of Trustees Policies and Guidelines | University Policies and Guidelines. External Link to Office of The President. |
| Campaign Finance Law Memo (University Employees and Political Campaigns) | This memorandum provides a general summary of certain provisions of the laws related to campaign finance law that are of particular importance to University employees. All University employees intending to participate in political campaigns should familiarize themselves with the laws’ requirements. |
| Campus Policy Library | The UMass Amherst Policy Library is the central repository for all campus-level policies. |
| Fraudulent Financial Activities Policy | Policy Statement on steps to be taken when fraud, misappropriation, or similar dishonest activities are suspected. |
| Research Trust Fund Expenditure Guidelines | UMass Amherst policy to comply with MA General Laws Chapter 29, Section 6B Paragraph g. on the uses of overhead generated by the institution. |
| Treasurer's Office Policies | Treasurer's Office Policies. External link to the Office of The President, Treasurer's Office. |
| University Record Retention and Disposition Schedules | Records Retention and Disposition Matrix |
| UMass Club in Boston - Campus Sponsored Events | Memo to provide guidelines on campus sponsored events occurring at the UMass Club in Boston. |
| Whistleblowing Policy | Massachusetts General Laws c. 149, § 185 protects employees from retaliation for engaging in what is commonly known as "whistleblowing" activities. |
Topics