Policy | Controller's Office

Financial Policy

The Controller's Office is responsible for a suite of University policies related to financial activities. Policies are not generally established to cover every specific eventuality, instead they are built to serve as a foundation to help units comply with laws or other regulatory requirements and assist in mitigating risk to the University.

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Accounting and Financial Oversight

Policy Title	Related Procedures
Agency Funds	Establishment and Use of Agency Funds
Charging of Facilities and Administrative/Indirect Costs to Sponsored Projects	Charging Facilities and Administrative (Indirect) Costs to Sponsored Projects Requesting Facilities and Administrative (Indirect) Cost Reductions Sharing Indirect Cost Recovery Among Collaborating Colleges/Intercollegiate Centers/University-wide Centers
Classifying and Recording Sponsorships for University-Hosted Events/Activities	Handling Sponsorships and Correlating Registrations
Documenting Financial/Accounting Transactions
Effort Certification	Effort Certification for Certifiers Documenting Effort Outside of ECRT
Financial Transaction Approvals and Routing	Guidelines for Approvals and Routing of Financial Transactions EFS Approver Expectations and Issue Resolution
Fixed Price Contracts, Including Clinical Trials	Fixed Price and Fixed Fee Contract - Closeouts Clinical Trial (Industry-Sponsored) Research Agreements and Payments
General Accounting	Non-Monetary Financial Transactions University Accounting and Reporting
Managing Billings to and Receivables from External Customers	Creating a Billing Collection and Write-off of Outstanding Receivables Moving Uncollectible Costs to Non- Sponsored Programs Receiving Payment
Managing Program Income Earned on Sponsored Projects	Handling Program Income at Proposal Time Handling Program Income During the Project Period Handling Program Income at Project Closeout
Offering Cost Sharing (including Matching and In-Kind Contributions) on Sponsored Projects	Handling Cost Sharing (including Matching and In-Kind Contributions) After Award Acceptance Including Cost Sharing (including Matching and In-Kind Contributions) in Proposal
Processing Accounting Transactions	Originating Accounting Transactions Adjusting/Correcting Non-Payroll Accounting Transactions on Non-Sponsored Accounts Adjusting/Correcting Non-Payroll Accounting Transactions on Sponsored Projects Adjusting/Correcting Payroll Accounting Transactions on Non-Sponsored Accounts Adjusting/Correcting Payroll Accounting Transactions on Sponsored Projects Financial Recording of Deposits for Use of University Property Non-Monetary Financial Transactions University Accounting and Reporting
Reconciling and Verifying General Ledger Accounts and Other Financial Information	Reviewing and Verifying Revenue, Expenses, and Other Financial Reports Non-Monetary Financial Transactions University Accounting and Reporting
Selling Goods and Services to External Customers	Obtaining Approval to Conduct External Sales Establishing an External Sales Accounting Structure Establishing External Sales Rates Establishing External Sales Agreements (Contracts) Tax Considerations Pertaining to External Sales Transactions Selling University-Developed Software and Services Review of External Sales Activity
Selling Goods and Services to University Departments	Approval for Internal Sales Activity Internal Sales Accounting Model Internal Sales Rates Unit Review of Internal Sales Activity Internal Sales Office Review of Internal Sales Activity Capital Equipment Acquisition: Internal Sales Capital Equipment Purchases

Budget

Policy Title	Related Procedures
Assessing Units for Institutional Business Systems	Planning and Charging of the Enterprise Assessment
Budget Development and Oversight for Current Non-Sponsored Funds	Budget Oversight for Current Non-Sponsored Funds
Funding and Approvals of Capital Projects	Managing In-Kind Donations on Capital Projects

Cash Management and Investments

Policy Title	Related Procedures
Accepting and Depositing University Revenue	Preparing the Deposit Making a Deposit at a Bursars office Making a Deposit at a Bank Making a Deposit at a Depository Drop Box Making a Deposit Using Courier Pick-up Making a Foreign Currency Check Deposit at a Bursars office Bank Lockbox Deposits EFT Deposits Denominated in US Dollars EFT Deposits Denominated in a Foreign Currency
Accepting Revenue Via Payment Cards	Obtaining Approval to Accept Payment Cards Managing Payment Card Accounts Requesting Changes to Payment Card Accounts Closing Payment Card Accounts
Participating in a University Investment	Selecting an Investment Pool Option Establishing an Investment Account Making a Deposit or Withdrawal of Funds from an Investment Account Changing an Income Distribution Allocation for an Investment Account
Treasury Management Services	Establishing and Maintaining Overseas Bank Accounts at Financial Institutions Maintaining or Discontinuing Use of a Legacy Bank Account Establishing a Change Fund

Equipment and Inventory

Policy Title	Related Procedures
Managing University Capital Equipment	Capital Equipment Acquisition: Donations Capital Equipment Acquisition: External Transfer Capital Equipment Acquisition: Furnished by a Sponsor Capital Equipment Acquisition: Internal Sales Capital Equipment Purchases Capital Equipment Acquisition: Purchase Capital Equipment Administration: Federal Reporting and Compliance Capital Equipment Administration: Off-Campus Use Capital Equipment Administration: Transfers Capital Equipment Disposals: Donating Capital Equipment Disposals: Selling Capital Equipment Purchased with Sponsored Funds from NSF Grants, NIH Grants or Non-Federal Grants Capital Equipment Disposals: Selling Capital Equipment Purchased with Sponsored Funds (does not include NSF Grants, NIH Grants and Non-Federal Grants) Capital Equipment Disposals: Scrap, Recycle or Cannibalize Capital Equipment Disposals: Selling Capital Equipment Assets to External Entities or Employees Capital Equipment Disposals: Trade-In Capital Equipment Disposals: Transfer to Another Institution

Policy Title

Related Procedures

Managing University Capital Equipment

Purchasing and Payment

Policy Title	Related Procedures
Accounts Payable: Paying Non-Payroll Expenses	Depositing Supplier Reimbursement Checks Making Payments Using Single Payment Supplier Numbers
Business Expenses	Applying for Expense Reimbursement in the Enterprise Financial System (EFS) Applying for Expense Reimbursement in Chrome River
Hospitality and Entertainment of Non-Employees	Applying for Expense Reimbursement in the Enterprise Financial System (EFS) Applying for Expense Reimbursement in Chrome River
Managing University Records and Information	Retention of University Records Destruction of University Records
Paying Human Participants and Maintaining Confidentiality	Making Payments to a Third Party Paying Human Participants Directly Making Payments Using Prepaid Debit Cards Making Payments Using Single Payment Supplier Numbers Submitting 1099 Reportable Non-Payroll Payment Information
Purchasing a Professional Service	Purchasing a Professional Service Establishing a Basis for Supplier Selection and Price, and Assuring a Reasonable Price Administering Contracts for the Purchase of Goods and Services Requesting a New Supplier or Changing an Existing Supplier
Purchasing Goods and Services	Purchasing Goods and Services Requesting a New Supplier or Changing an Existing Supplier
Using the University Procurement Card	Applying for the Procurement Card Verification and Approval of Procurement Card Activity Change Procurement Card Status Dispute Process

Travel

Policy Title	Related Procedures
Cash Advances
Relocating Employees
Traveling on University Business	Applying for Expense Reimbursement in the Enterprise Financial System (EFS) Registering International Travel (Faculty and Staff) Applying for Expense Reimbursement in Chrome River Creating a Billing
Using the University Travel Card	Applying for the University Travel Card Reconciliation and Approval of Travel Card Activity Change in University Travel Card Status Dispute Process for University Travel Cards Making University Tax Exempt Purchases
Using Vehicles for University Business	Renting or Leasing a Vehicle for University Business Managing Permanently Assigned University Vehicles Reporting Accidents involving University Vehicles Use of Personal Vehicles for University Business

Miscellaneous

Policy Title	Related Procedures
Accepting and Managing Gifts	Processing Gifts at the Foundations Requesting Disbursements from the Foundations
Alcoholic Beverage Sales and Service, and Venue Liquor Licensing	Applying for Alcohol License Purchase and Handling of Alcoholic Beverages at Licensed Venues
Property and Liability Insurance	Reporting Accidents and Claims

Contact Us

Financial Helpline: 612-624-1617
[email protected]

1300 2nd Street S Minneapolis, MN 55454 (WBOB)
Campus Mail Code: 7529

Controller's Office units are housed in the West Bank Office Building (WBOB) and in the McNamara Alumni Center on the Twin Cities campus.

Financial Policy

+ Accounting and Financial Oversight

+ Budget

+ Cash Management and Investments

+ Equipment and Inventory

+ Purchasing and Payment

+ Travel

+ Miscellaneous

Contact Us

Accounting and Financial Oversight

Budget

Cash Management and Investments

Equipment and Inventory

Purchasing and Payment

Travel

Miscellaneous