Controller Library

Displaying 1 - 151 of 151

Title Purpose Updated
Accounts Codes Account Codes.  Link found on Procurement Website. 4/26/18
Amherst 2015 Statement of Net Assets Statements of Net Position - As of June 30, 2015 and 2014 10/27/16
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
Amherst 2016 Statement of Net Assets Statements of Net Position - As of June 30, 2016 and 2015 1/3/17
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
Amherst Bank Card This file is the powerpoint slideshow from Amherst Campus Bank Card Transition Information Sessions on 10/29/2020, 11/3/2020, 11/9/2020 and 11/12/2020. Click the file name. The file will download to your computer. The Controller's Office is available as a resource to the Amherst campus on how to... read more n/a
Amherst Campus Credit Card Information Policy UMass Amherst policy for accepting and handling Credit Card information. 5/18/17
Amherst Campus Policies Memorandum - Amherst Campus Policies 12/20/12
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
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
B Eligibility Certification 4/4/18
Business Expense Form For use with payments/recharges made directly to vendor for business meals/meetings. 6/15/16
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... read more 12/10/18
BuyWays Vendor Information Used for Active PeopleSoft (PS) Vendors that need to be added to BuyWays. 7/1/16
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.  Link to Office of the President web site. n/a
Certificate of Record Destruction To log records to be destroyed 2/20/14
Chartstring Create Request Form This form is used the request a new chartfield string for the purpose of financial accounting. 11/6/20
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 2021 Closing Dates Month Fiscal Period ACTUAL Ledger Closing Date ADJUST Ledger Closing Date July, 2020 1 08/07/2020 08/14/2020 August 2 09/11/2020 * 09/18/2020 * September 3 10/09/2020 * 10/23/2020 * October 4 11/06/2020 11/13/2020 November 5 12/11/2020 12/18/2020 December 6 01/08/2021 01/22/... read more 7/7/20
Closing Dates - Monthly Financial [PDF] Monthly closing dates for FY21 7/7/20
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. 4/26/18
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 and Programs 10/28/20
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... read more 11/16/18
Core 5 Training 3/2/20
Cost Share Allowable Companion Funds Explanation of Cost Sharing on Sponsored Projects and list of allowable funds available for Cost Share. 11/27/18
Cost Share Training 11/16/18
Cost Transfer Policy Applies to all cost transfers to or from sponsored awards 2/25/20
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 6/30/16
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
Echo Sign Process for Subrecipient Invoices Adobe EchoSign Electronic Signature Process-Subrecipient Invoices 9/1/16
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. 2/21/17
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
Expiring Award Notice 11/16/18
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
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
Financial Research Adminstration 7/8/19
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
Fly America Policy 9/24/18
Foreign Source Memo 9/24/18
Foreign Vendor Document Requirements 9/28/18
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 n/a
Glacier Quick Guide 9/28/18
Grant Fund Crosswalk n/a
Guidance for Travelers 4/10/20
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 11/1/15
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
Insurance Information University of Massachusetts Insurance Information.  Link to Office of the President web site. n/a
Internal Authorization Used to grant spending authority to a delegated departmental staff for on campus transactions (recharges). 6/7/16
Invoice Customizable University Invoice 6/7/16
IRS Form W-8 BEN Requirement for adding or changing a foreign individual on the finance system. 8/14/17
IRS Form W-8 BEN-E Requirement for adding/changing a Foreign Entity on the finance system. 8/14/17
IRS Form W-8 ECI Used for Foreign Entities who have Effectively Connected Income to the United States. 8/14/17
IRS Form W-8 EXP Used for Foreign Entities who are Tax-Exempt in the United States, 6/26/17
IRS Form W-8 IMY Used for Foreign Intermediaries or Flow-Through Entities. 8/14/17
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 Submission Deadlines 7/7/20
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
Lookup Budget Balance and Encumbrance How to check budget balances on the University PeopleSoft Financial Accounting System. 1/6/16
Lookup Cash Balance and Liabilities How to check cash balances on the University PeopleSoft Financial Accounting System. 1/6/16
Lookup Fund Balance Ho to look up Fund Balances on the University PeopleSoft Financial Accounting System. 1/6/16
Mileage Log To record driving miles travelled on a trip. 12/15/14
Mileage Reimbursement Rate 1/27/20
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
MMARS Codes MMARS Codes.  Link found on Procurement Website. 4/26/18
Motor Vehicle Surplus Equipment Sale Form 4/21/20
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... read more 7/12/16
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
OMB A-21 Quick Reference Tool 9/27/18
Participant Support Cost REU/RET Payments Form Particpant/REU/RET UMass Student Payments Form 7/12/16
Participant Support Cost REU/RET Payments Procedure Participant Support Cost REU/RET Payments Procedure 4/14/16
Payment Input Form For state funds only - payment voucher to request payment. 7/1/16
Paymode Enrollment 7/30/18
PeopleSoft Fluid 9.2 User Guide Guide to get started with the new PeopleSoft Financials Interface. 6/12/18
PO Terms and Conditions Terms and Conditions - Amherst Specific n/a
Pre-Travel Authorization Pre-Travel Authorization Memo 3/8/17
Procurement Policy University of MA Procurement Policy n/a
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 -... read more 6/10/16
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 on using this form please contact Andrew Tan 5-3325. 9/19/18
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 Financial Closeout of Awards 11/16/18
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
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 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
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). 5/2/19
Signature Delegation Termination Form To terminate approval signature delegation.  This form will remove current delegations. 3/1/16
Single Audit Reports 12/19/17
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
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... read more 7/31/14
Student Payments - Power Point Presentation 5/4/18
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 Processing Using DocuSign 3/3/20
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. 11/8/17
Subrecipient Monitoring Procedures 7/8/19
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 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.  1/30/20
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 11/14/17
Travel Registry-Remove unwanted/junk registry from Terra Dotta Travel Registry Form to remove unwanted Travel Registry items from Terra Dotta 7/24/19
Travel to Mexico and Canada     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... read more 1/12/18
Treasurer's Office Policies Treasurer's Office Policies.  External link to the Office of The President, Treasurer's Office. n/a
UM-W9 Requirement for adding/changing a vendor on the finance system. 7/1/16
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
What is Surplus Property? This is a web link that describes what Surplus Property is and how to properly dispose of equipment. n/a
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) 8/31/20
Year End Close Deadlines FY20 Year End Closing Dates (Dates are subject to change) Date Due Transaction Type June 05 All FY20 or FY21 Payroll Funding Swaps are due to HR by June 5th for processing.  If funding is not changing for FY2021, do not send in the paperwork. For those that process their funding swaps via ePAFs... read more 5/28/20