Controller Library

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Title Purpose Updated
Amherst Campus Credit Card Information Policy UMass Amherst policy for accepting and handling Credit Card information. 3/1/22
Amherst Campus Policies Memorandum - Amherst Campus Policies 1/26/23
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. n/a
Business & Travel Expense Policy Current Business & Travel Expense Policy for the University of Massachusetts 11/16/23
Business Expense Form For use with payments/recharges made directly to vendor for business meals/meetings. 6/15/16
Cell Phone Agreement Form To certify substantial business use of cell phone. 5/10/17
Cell Phone or Home Internet Termination Form Termination of Cell Phone or Home Internet reimbursement 8/13/18
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. n/a
Certificate of Record Destruction To log records to be destroyed 2/20/14
Chartfield Lookup Job Aid Step by step Instructions for looking up chartfield information 12/14/20
Chartstring Create Request Form This form is used the request a new chartfield string for the purpose of financial accounting. 8/30/23
Chartstring Inactivation Request Form This form is used to request the inactivation of existing chartfield strings. 4/13/17
Check (Non Payroll) Distribution Special handling of Non Payroll checks 11/27/18
Closing Dates - Monthly Financial FY 2024 Closing Dates Month Fiscal Period ACTUAL Ledger Closing Date ADJUST Ledger Closing Date July, 2023 1 08/11/2023 08/18/2023 August 2 09/08/2023 09/15/2023 September 3 10/06/2023 10/20/2023 October 4 *11/09/2023 11/17/2023 November 5 12/08/2023 12/15/2023 December 6 01/12/2024 01/26/2024... read more 9/11/23
Closing Dates - Monthly Financial [PDF] Monthly closing dates for FY23 5/10/22
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... read more 2/20/19
Commodity Codes Commodity Code list for Purchase Orders.  Link located on Procurement Website. 2/2/22
Commonwealth of Massachusetts Bill Paying Policy and General Paying Policies Commonwealth of Massachusetts Bill Paying Policy and General Paying Policies 5/19/11
Controller's Office Advance To request cash advance for Human Subjects Payments 5/3/23
Cost Share Allowable Companion Funds Explanation of Cost Sharing on Sponsored Projects and list of allowable funds available for Cost Share. 10/28/22
Creating and Modifying Expense Reports PeopleSoft 9.2 guide to creating and modifying Expense Reports. 6/18/18
Department ID Manager Change Request Used to make changes to the Department ID Account Administrator 8/23/21
Deposit Slip Used to record receipts.  Also see the guidelines on how to fill out your deposit slip. 12/18/18
Direct Payment in BuyWays Job Aid for Direct Payment in BuyWays 7/7/17
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... read more 7/7/17
Disbursement Voucher-Foundation Foundation Disbursement Voucher 1/3/18
Employee Gift Card Receipt Form To acknowledge receipt of a gift card by an employee 7/1/22
Endowment Budget Inquiry Job Aid Associated Revenue Budget Job Aid Use for Gift, RTF% and Endowment Funds. 9/2/08
Equipment Action Form Use this form to account for the status of university equipment other than a transfer to a department on campus. 2/9/22
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 Disposal Form Use this form when you need to dispose of  University-owned equipment. n/a
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
Event Ticket Use Report To report attendence and business purpose of event ticket. 3/1/16
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... read more 3/9/17
Expenditure Classification for Reimbursements Accounts/Object Codes for Employee Reimbursement Handbook 6/2/14
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
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... read more 9/28/23
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... read more 4/20/16
Finding Award Documents in Summit Job Aid on how to view Award Documents within Summit. 11/14/13
Fly America Act and Open Skies Agreement Decision Tree 9/24/18
Fly America Act Exception Form Needed when claiming an exception to the Fly American Act 9/24/18
Fly America and Open Skies Training Fly America and Open Skies training 9/27/18
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... read more 2/2/22
FY2023 - FY2027 Federal Indirect Cost Rate Agreement 4/6/23
FY24 Journal Submission Deadlines 6/29/23
Gift Card Log Gift card log to help departments document the distribution of gift cards 7/1/22
Guidance for Travelers 1/19/21
Home Internet Service Agreement Campus Policy for Dean/Vice Chancellor approved University reimbursement for Home Internet Use:  3/1/16
Homeland Security Invoice 4/17/19
How to evaluate a cost to a Federally Sponsored Project 2/1/22
How to Generate / Resend Approvals Job Aid for Travel Registry - How to Generate / Resend Approvals 11/14/17
Human Subject Participant Payment for participating in a study. 12/8/17
Internal Authorization Used to grant spending authority to a delegated departmental staff for on campus transactions (recharges). 6/7/16
International Travel Advance Request Form This form is used to request a cash advance for International Travel  5/3/23
International Travel Advance Settlement Form This form is required to settle an International Travel Advance 3/8/23
Invoice Customizable University Invoice 6/7/16
Job Aid - Non-Payroll Cost Transfer PowerForm FY'24 Job Aid for Non-payroll Cost Transfer PowerForm 9/9/23
Job Aid -How to use DocuSign Templates to Complete Business and Travel Expense Forms This job aid is available to assist DocuSign users to complete required business and travel expense forms in DocuSign templates. 3/17/23
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
Journal Entry Guide The guide provides standards for users with access to journal entry workflow.  2/28/15
Journal Entry Import Instructions Instructions on how to import a Journal Entry Upload Spreadsheet into Administrative Accounting System. 2/1/12
Journal Upload Spreadsheet Excel Spreadsheet for uploading Journal Entries into the Administrative Accounting System. 5/18/16
Journal Upload Win10 Spreadsheet Excel Spreadsheet for uploading Journal Entries into the Administrative Accounting System.  Spreadsheet is for Window 10 users 10/26/17
Journal Workflow Guide A workflow guide for Journals in the Administrative Accounting System. 12/13/17
Mileage Log To record driving miles travelled on a trip. 12/15/14
Mileage Reimbursement Rate 1/5/23
MMARS Codes MMARS Codes.  Link found on Procurement Website. 4/26/18
Municibid Question Form for Sale of Surplus Equipment 5/30/23
Non-Employee Gift Card Receipt Form To acknowledge receipt of a gift card by a non-employee 7/1/22
Non-Payroll Cost Transfer PowerForm For use in transferring non-payroll expenses from/to a sponsored project.   9/6/23
Non-Payroll cost Transfer Request For use in transferring expenses from/to a sponsored project 7/28/16
Off-Site Equipment Form Use this form to account for equipment that will be used off the Amherst Campus. 2/21/17
Organizational Chart, Controller's Office (as of June 2023) 6/6/23
Participant Support Cost REU/RET Payments Form Particpant/REU/RET UMass Student Payments Form 6/26/23
Participant Support Cost REU/RET Payments Procedure Participant Support Cost REU/RET Payments Procedure 6/26/23
Payment Input Form For state funds only - payment voucher to request payment. 7/1/16
Pre-Travel Authorization Pre-Travel Authorization Memo 3/8/17
Procurement Policy University of MA Procurement Policy n/a
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
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
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 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 or 1-on-1 Training on using this form please email Andrew Tan at atan [at] umass.edu. 11/15/23
Record Retention and Disposition Schedules Statewide Records Retention Schedule 5/26/17
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
Research Administration Closeouts 7/1/23
Research Administration Financial Closeout Awards n/a
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
Sale of Surplus Property Terms and Conditions 3/22/21
Sales Tax Forms ST-5, ST-2, Universities W-9 Tax & Compliance, Tax Forms found at the Treasurer's Office/UMass President's Office 6/27/19
Signature Delegation for Departmental DeptID's with Non-Sponsored Chartstrings To give approval signature delegation for Non-Sponsored Chartstrings under Departmental DeptID's (DeptID's ending in 000).  This request will not change the Account Manager name on the DeptID(s), use the CM_DeptID_Mgr_Change form to change the DeptID manager.  7/21/23
Signature Delegation for Sponsored Projects and PI DeptID's To give approval signature delegation for PI DeptID's (DeptID's ending in 001-999) and Sponsored Grant Charstrings.   Must complete OWL training for Post Award-Financial Research Administration Training for Principal Investigator Signing/Approval Authority on Sponsored Projects before submitting... read more 7/21/23
Signature Delegation Termination Form To terminate approval signature delegation.  This form will remove current delegations. 3/1/16
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
Single Payment Voucher for Reimbursement Used when making a Reimbursement payment to a "US Resident" Non-Employee One Time Vendor. 7/7/17
Sponsored Activities Fact Sheet n/a
Subrecipient Invoice Checklist 1/18/23
Subrecipient Invoice Memo for Processing Invoices to Other UMass Campuses 3/2/20
Subrecipient Invoice Memo for Processing Invoices to Vendors 3/2/20
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. 7/1/22
Tax Status of The University Tax Status of the University. Net ID Log on required.  Link to Office of The President web site. n/a
Travel Authorization Requirement for travel n/a
Travel Registry Controller's Homepage n/a
Travel Registry Job Aids Job Aids for Travel Registry How to Register Your Own Travel... read more 7/24/19
Travel Registry-How to Approve Travel Job aid for Travel Registry - How to Approve Travel 11/14/17
Travel Registry-How to Register Proxy Travel Job aid for Travel Registry-How to register proxy travel 11/14/17
Travel Registry-How to Register Someone Else's Travel Job aid for Travel Registry-How to register someone else's travel 9/25/18
Travel Registry-How to Register Your Own Travel Job aid for Travel Registry-How to register your own travel. 11/14/17
Travel Registry-How to Search for Registries Job aid for Travel Registry-How to Search for Registries 11/14/17
Travel Registry-How to Set Up Blanket Travel Authorizations Job Aid for Travel Registry - How to Set Up Blanket Travel Authorizations 6/22/22
Travel Registry-Remove unwanted/junk registry from Terra Dotta Travel Registry Form to remove unwanted Travel Registry items from Terra Dotta 7/24/19
Treasurer's Office Policies Treasurer's Office Policies.  External link to the Office of The President, Treasurer's Office. n/a
UMass Amherst Financial Statement FY21 n/a
UMass Amherst Financial Statement FY22 n/a
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
UMass Federal Costing Exception Form For determining allowability of expenses on Federal Grants 2/25/20
University Employees and Political Campaigns Guidelines for University Employees and Political Campaigns 2/4/19
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. n/a
University Policies and Guidelines University Policies and Guidelines.  External Link to Office of The President. n/a
University Records Classification and Retention Matrix Records Retention and Disposition Matrix 5/26/17
US Bank Declining Balance Card Application for Human Subject Participant Gift Cards The US Bank Declining Balance Card Application for Human Subject Participant Gift Cards can be requested for the purpose of distributing gift cards to human subject participants (limit is $100 per person per study). University Institutional Review Board (IRB) approval is required. An Application... read more 5/3/23
US Bank Declining Balance Card Application for Purchasing Gift Cards The US Bank Declining Balance Card Application for Purchasing Gift Cards can be requested for the purpose of purchasing gift cards as allowed in the Campus business expense policy (limit is $100 per person per event). If you are requesting gift cards for human subject participants, please complete... read more 5/2/23
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
Wire Transfer Request Documentation General link for all Wire Request Information (instructions, forms, signature authority).  Scroll down and click Wire Transfers under the General Information section.   9/12/23
Year End Close Deadlines 5/31/22
Year End Close Deadlines FY24 Deadlines will be available as we approach the end of the fiscal year in May 2024 FY23 Dates Year End Closing Dates (Dates are subject to change) Date Due Transaction Type June 02 All FY23 or FY24 Payroll Funding Swaps are due to HR by June 2nd for processing. If funding is not changing for... read more 9/11/23
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