Southern Oregon University Procedures Statement
Business Services - Accounting/Controller's Office

The SOU Fiscal Procedures Manual (under development) is intended to serve as an on-line resource for management and staff in fiscal positions throughout SOU. The SOU Fiscal Procedures Manual will include links to applicable statutes, administrative rules, Board policies, and other SOU fiscal policies.  The policy FASOM sections will be transitioned and updated as time and resources permit. When this update process is complete, FASOM will no longer exist; all applicable fiscal policies will have been transitioned into the SOU Fiscal Procedures Manual.

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SEARCH Procedure Reference (click on Title) to move to corresponding Procedure Section (below): 

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Title  SOU Policy Reference          Other
INTRODUCTION    
Formulation, Issuance, & Revision of System Fiscal Procedures   01.001          
     
ACCOUNTING AND FINANCIAL REPORTING 
   Procedure                                     
Roles & Responsibilities - Accounting and Financial Reporting  05.001  
SOU Financial Reporting Entity and Basis of Accounting  05.002  
Description of Accounting Periods  05.005  
Chart of Account Administration  05.110  
Accounting for Receivables  05.240  
Inter-institutional and Inter-fund Loans  05.271  
Accounting for Leases  05.281  
Insurance Reimbursements  05.282  
Compensated Absences Accounting Procedures  05.321  
Accounting for Other Post-Employment Benefits (OPEB)  05.331  
Accounting for Facilities & Administrative (F&A) Cost Recoveries  05.553  
Accounting for Interfund Transactions  05.650  
Budgeted Operations Fund Balances  05.711  
Accounting for Designated Operating Funds  05.712  
Fiscal Operation of Service Centers  05.713  
Accounting for Venture Development Funds  05.736  
Accounting for Capital Projects  05.780  
Accounting Index  FASOM-1  
General Accounting Index  FASOM-6  
Account Code Changes (xlsx)  05.800  
Account Code Definitions  FASOM-2  
   Revenue Account Codes  05.800-0  
   Labor Account Codes   05.800-1  
   Services and Supplies Codes  05.800-2  
   Travel & Subcontracts Codes  05.800-3  
     -Activity Codes for use with Athletics Bus Travel  05.800-3 List  
   Capital Codes  05.800-4  
   Student Aid Codes  05.800-5  
   Merchandise for Resale Codes  05.800-6  
   Internal Sales Codes  05.800-7  
   Depreciation/Amortization & Student Loan Account Codes  05.800-8  
   Transfer Account Codes  05.800-9  
      -Activity Codes for use with Transfer Transactions  05-800-9 List  
   General Ledger Asset Account Codes 05.800-A  
   General Ledger Liability Account Codes  05.800-B  
   General Ledger Control Account Codes  05.800-C  
   General Ledger Fund Balance Account Codes  05-800-D  
     
AUDITING
Roles & Responsibilities - Auditing  10.001  
Fraud, Waste, and Abuse Reporting  10.100  
     
AUXILIARY ENTERPRISES AND OTHER ACTIVITIES
Roles & Responsibilities - Auxiliary Enterprises & Other Activities  15.001  
Auxiliary Enterprise & Service Accounts Index  FASOM-9  
Auxiliary Enterprise Indirect Cost Allocation  15.105  
     
BUDGETING
Roles & Responsibilities - Budgeting  20.001  
Budgets Index  FASOM-4  
     
CONFIGURATION MANAGEMENT
Installation of FIS and HRIS OUS Baseline Changes in Production  25.005  
     
COST ACCOUNTING
Cost Accounting Index  FASOM-3  
     
DEBT FINANCING AND MANAGEMENT
Roles & Responsibilities - Debt Financing & Management  35.001  
Returning Excess Bond Proceeds  35.100  
Debt  Board  
Interest Rate Risk Management  Board  

Debt Management

 35.200  

 

   
ELECTRONIC COMMERCE
Policy Guidelines for Electronic Commerce  40.005  
     
ENDOWMENT MANAGEMENT
Roles & Responsibilities - Endowment Management  45.001  
     
FACILITIES MANAGEMENT 
Roles & Responsibilities - Facilities Management  50.001  
     
FIXED ASSETS ADMINISTRATION
Fixed Assets Accounting Procedures  55.100  
Fixed Asset Type Codes (pdf)  55.100.752  
Fixed Assets Library Accounting  55.105  
Fixed Assets Building Component Depreciation  55.110  
Accounting for Intangible Assets  55.115  
Equipment Building Reserves  55.120  
        Equipment Building Reserves (pptx)  55.120.782  
Asset Accounting  FASOM-8.01  
Rental of Facilities  FASOM-8.02  
Non-Expendable Personal Property  FASOM-8.03  
Expendable Property  FASOM-8.04  
Rededication of Facilities  FASOM-8.05  
     
FRINGE BENEFITS
Bicycle Commuter Benefit  66.100  
Football Bowl Games  66.150  
Moving Expenses  66.200  
Other Fringe Benefits  66.300  
Pre-tax Parking  66.400  
Pre-tax Transit Pass  66.500  
Vehicles  66.600  
     
GENERAL OPERATIONS
Non-travel Meals, Refreshments, and Hospitality Expenses  56.100  
Distribution of Moneys Appropriated for Clinical
     Legal Education Programs through Provisions of
     Oregon Laws 2007, Chapter 666, §1(4) and §(3)
 56.200  
House Bill 2500 Reporting  56.250  
Identity Theft Prevention Program  56.300  
Information Security  56.350  
Lost and Unclaimed Property  56.400  
Vendor Payments to Nonresident Aliens  56.450  
Vendor Tax Levies  56.500  
Taxpayer Identification Number (TIN) Matching  56.550  
     
HUMAN RESOURCES
Military Leave Donation Procedures  57.100  
Employee Recognition Awards  57.200  
Employment Related Liabilities  57.300  
     
LEGAL ISSUES
Roles & Responsibilities - Legal Issues  60.001  
     
PAYROLL
Roles & Responsibilities - Payroll  65.001  
HRIS Reconciliations  65.100  
Personnel-Payroll Index  FASOM-10.00  
Aggregate HR Data Warehouse Access   FASOM-10.81  
Certification of Certain Distributed Payroll Processes   FASOM-10.82  
Encumbrance Processing (PDF)  FASOM-10.83  
Overpayment/Repayment Processing (password protected)   FASOM-10.84  
Payroll Checks and Earnings Statements   FASOM-10.85  
Payroll Processing Calendar and Related Issues  FASOM-10.86  
Payroll Processing Checklist (Excel)  FASOM-10.87  
Payroll Processing Flowchart   FASOM-10.88  
     
PROCUREMENT & CONTRACTING
Roles & Responsibilities - Procurement  70.001  
Purchasing - Procurement Card  70.100  
Contractor Travel Reimbursements  70.200  
Purchasing and Accounts Payable  70.400  
  70.400A  

Procurement and Contracting Code to replace FASOM 13.02

 70.500  
Competitive Procedures for the Purchasing, Procurement, 
     and Contracts of Goods and Services
 FASOM-13.02  
Encumbrances  FASOM-13.04  
Independent Contractor  FASOM-13.06  
Personnel Recruiting Firms  FASOM-13.09  
Equity Contracting and Purchasing Procedures
     and Data Reporting Procedures
 Board  
     
RESEARCH AND SPONSORED PROGRAMS
Roles & Responsibilities - Research & Sponsored Programs  75.001  
Section 1512 Reporting Requirements -
Roles and Responsibilities
 75.100  
General Administration  FASOM-5.01  
Graduate Fee Remissions  FASOM-5.02  
Specialized Service Facilities  FASOM-5.03  
Building and Equipment Use or Depreciation Allowance  FASOM-5.04  
Time and Effort Reporting  FASOM-5.05  
     
RISK MANAGEMENT AND INSURANCE
Roles & Responsibilities - Risk Management & Insurance  80.001  
Insurance Index  FASOM-7  
     
STUDENT FINANCIAL AID 
Roles & Responsibilities - Student Financial Aid  85.001  
Student Financial Aid & Services Index  FASOM-12  
     
TAXATION
Roles & Responsibilities - Taxation  90.001  
Use of Institutional Tax Identification Numbers  90.100  
SOU Tax Exempt Status  90.200  
     
TRAVEL
Travel and Transportation Administration and Expenses  95.100  
Air Travel and Use of Mileage Bonuses  Board  
     
TREASURY MANAGEMENT
Roles & Responsibilities - Treasury Management  105.001  
Treasury Management Operations  105.100  
(Internal) Bank  Board  
Foreign Programs and Payments  105.200  
Replacement & Returned Checks  105.300  
Advances of Federal Funds  105.400  
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