University of Arizona
Financial Services Office
Manual Home Detailed Contents Introduction to the Manual, Contact List Structure of the FRS Accounting System Account Controls List and Definitions Revenue Object Codes Lists and Definitions Expense Object Codes List and Definitions General Policies and Procedures Budget Overview Cash Receipts and NonCash Receipts, Gifts Expenditure Policies and Procedures Purchasing and Receiving, OLR, dPR Interdepartmental Billing Units and Form, Stores Student Payments Travel Policies and Procedures Capital Equipment and UA Property Reports and Reconciliations Service Center Policies and Procedures Payroll Policies and Procedures Glossary, Acronyms, Building and Dept Lists Departmental Manual Index Search the FRS Departmental Manual

Topical Index

last updated: 08/05/08
A, B, C, D, E, F, G, H, I, J, L, M, N, O, P, Q, R, S, T, U, V, W



10 Digit SL Snapshot (FA Screen 041), 16.51
10 Digit GL Snapshot (FA Screen 040), 16.51

A

A-4, 19.10
ABC, 7.01
ABR, 7.01
Account Controls
Accounts
Account Statement Report, FBM090, 16.50
Account Update Memo, 6.14
Accreditation fees (Business Related Expenses), 9.10
Administrative Service Charge, 5.02
Ads recruiting, 9.10
Advances, see specific advances
Advice of Deposits (Paychecks) 19.10 (New Employee Fact Sheet)
Affidavit of Death to the State of Arizona, 19.40
Affiliated Foundation, 6.15
Agency Funds, Defined, 2.01
Aircraft charters, 9.10, 14.10
Airline Tickets, Prepayment of employees', 14.10

Allowable Expenditures, 9.10
Approvals, 9.10 or see specific transaction/form
Asset Control Sheet, 16.54
Assets, 2.01, 3, Account Controls
Asset Snapshot (FFX Screen 531), 16.55
Audit Management, 6.11
Authorized Signers, Changing, 6.14
Authorizing alternate employee to pick up paychecks, 19.31
Automatic Budget Reallocation (ABR) 7.01
Auxiliary Enterprise Funds, 2.01, 18.10, 18.41

B

Backstop accounts, 16.01
Bank Accounts, 8.10
Bank Deposits, 8.10
Batch Log On-Line Sessions (IDB Units)
Batch Reference Source Codes, 16.70
Beginning Balances
Bid Procedures, 10.14
Biweekly payroll overview , 19.20
Blanket Orders, 10.14
Budget, 7.01
Budget Changes
Budget style accounts, 16.01, 16.30
Bus charters, 9.10
Business Meetings
Business Related Expenses, 9.10

C

Camping, 14.13
Cancellations
Capital Reserve Accounts, 18.10
Cashiering, 8.10
Cash Receiving, 8.10
Cash style accounts, 7.01, 16.01
Catering, 9.10
Change Fund, 8.10
Change in Status from Nonexempt to Exempt, 19.40
Change Orders, 10.14
Changing time roster information, 19.22
Check Request, 9.10, eForms
Clinical fellow, 13.00
Collecting Receipts, 8.10
College reimbursement fund, establishing, 9.10
Commissions & Royalties, 9.10
Comp time, 19.10 (New Employee Fact Sheet), 19.23
Conferences, 9.10, 14.10, 14.14, 14.16
Consultants (Independent Contractor), 9.12
Contact List, 1.03
Cost Accounting Guidelines, 18.10
Credits & Debits, 2.01
Current Operating Funds, 2.01

D

Daily Balance Sheet (Change Fund), 8.10
Damaged, Defective, Incorrect Goods or Shortages, 10.30
Debits & Credits, 2.01
Debt Service Funds, 2.01
Deceased employees, 19.40
Deleting/Undeleting dPRs/dPR Lines, 10.14
Departmental Awards Departmental Notes (FFX Screen 538), 16.55
Departmental OLR Approval Setup Form, 10.13
Departmental Selection Query List (FFX Screen 539), 16.55
Deposits, 8.10 Depreciation Usage Factors, 18.10
Designated Funds, 2.01
Direct Deposit Log (Change Fund), 8.10
Disbursements, 2.01, 16.72
Dishonored Check Notification Letter, 8.32
Distribution of Deposit Form, 8.10, 8.12 (Online Gift Report/DDF) 16.30, 16.71
Double Entry Bookkeeping, 2.01
dPR (Departmental Purchase Requisition), 10.00, 10.11
Drop Bag Depository, 8.10
Dues, 9.10

E

Employee awards, 9.10
Employer/Employee Relationship 9.12, 13.00
Employee Fact Sheet, 19.10
Employee recruiting expense, 9.10
Employee reimbursement, 9.10
Employee Related Expenses (ERE), 5.02
Encumbrances Encumbrance Status Detail Report (PSOS090), 16.53
Endowments, 2.01, 8.12
Entertainers, 9.10, 9.12
Error Correction
ETA 750-Part A, 9.16, 9.55
ETA9035, 9.55
Exempt employees, 19.23, 19.40
Exceptions to Travel Policy 14.10
Expenditures

F

FA Interface - On-Line Data Control Form, 11.50
FAM accounts, 13.10
FBM061, General Ledger Fund Group Summary, 16.50
FBM061, Subsidiary Ledger Summary, 16.50
FBM090, Account Statement, 16.50
FBM091, GL Report of Transactions, 16.50
FBM091, SL Report of Transactions, 16.50
Fellowships, 8.12
FFX (Fixed Assets Module), 16.55
Filling a position while still paying a terminated employee, 19.40
Final Lump Sum Payments, 19.40
Financial Accounting Screens, 16.51
Financial Records System (FRS) Fiscal year, 16.01
Fixed Travel Expenses, 14.10
Foreign Checks, 8.10
Foreign Expense Reimbursement, 14.16
Forms, see specific form
Foundation, 6.15
Food, see business entertainment, 9.10
FPR (purchasing module), 1.02
Freezing dPRs, 10.14
Freight Invoices, 9.10
FRS (Financial Records System), 1.02
FRS Departmental Manual, 1.01
FRS Document Types and Reference Formats, 16.71
Fund Additions, 3
Fund Balance, 3
Fund Deductions, 3
Funding Restrictions

G

Garage (Motor Pool)
General Ledger Fund Group Summary, FBM061, 16.50
Gifts, 8.12
Gift Report/DDF, 8.12
GL Account Inquiry (FA Screen 09W), 16.51
GL Report of Transactions, FBM091, 16.50
GL/SL Relationships, 2.01

H

Hiring new employees, 19.10

I

I-9, 19.10
I-20 A-B, 9.55
I-94, 9.16
I-129N, 9.55
I-797C, 9.55
I-797N, 9.55
IAP-66, 9.55
Independent Contractor, 9.12
Independent Contractor Form, 9.12
Instate Travel, 14.10
Insurance, state liability, 14.10
Interdepartmental Billing (IDB) Interdepartmental Journal Entry Screens, 11.50
Internships, 8.12
Investment in Plant Funds, 2.01
Invoice Line Inquiry (FPR Screen 248), 10.50
Invoices, receiving, 10.30
Invoicing Arizona State Agencies, 8.10

J

Journal Entries, 2.01, 16.71, 16.72
Jury Duty, 8.10

L

Liabilities, 3
Licensing & Trademarks, 6.15, 9.10
List 6 Digit GL (FA Screen 018), 16.51
List 10 Digit SL-OC(FA Screen 020), 16.51
List Associated SL Accounts (FA Screen 045), 16.51
List OC File(FA Screen 021), 16.51
List Six Digit SL (FA Screen 019), 16.51
List SL Budget Data (FA Screen 022), 16.51
Loan Funds, 2.01
Local/Designated funds, 2.01
Lodging Reimbursement
Lost Paychecks, 19.31
Lump sum payments for terminating employees, 19.40

M

Management Fee, Endowments, 8.12
Meals/Lodging Cost Index, 14.71
Memorials, 8.12
Memberships, 9.10
Miscellaneous IDB Unit
Missing paychecks, 19.31
Motor Pool Expenses, 9.10,
Motor Pool Vehicles
Moving expenses, 9.14

N

Named Fellowships, 8.12
New Account Proposal Form, 6.14
New employees, 19.10
No Charge Lines, 10.14
Noncourse travel by students
Nonexempt employees, 19.23, 19.40
Nonresident Aliens, 9.16
Nonoperating Funds, 2.01
Not Sufficient Funds (NSF) Checks, 8.32

O

Object Codes


OC (Open Commitments) By Reference No. (FA Screen 027), 16.51
OC (Open Commitments)Record Snapshot (FA Screen 042), 16.51
OLR (On Line Requisitioning), 10.00
One GL to Many SL Relationship, 2.01
One GL to No SL Relationship, 2.01
One GL to One SL Relationship, 2.01
On Line Access (FRS, FFX, FPR, OLR)
On Line Requisitioning (OLR), 10.00
Operational Advance, 9.15
Operational Advance Responsibilities Memo, 9.15
Other Restricted Funds, 2.01
Outside Professionals (Independent Contractor)
Overtime, 19.23
Owner/Location Data (FFX Screen 504), 16.55

P

Passwords Paychecks, 19.00, 19.10 (New Employee Fact Sheet), 19.31
Payday Overview, 19.30
Payroll, 19
Payroll Expenditure Listing (PEL), 16.52
Payroll Expense Transfer (PET)
Payroll Time Roster, 19.22
Per Diem Reimbursement, 14.13
Performance Arrangement, 9.12
Performance Contract, 9.12
Permanent Endowments, 2.01
Personal Services Operating System (PSOS), 2.01
Personal services Personal travel, 14.10
Petty Cash Funds
Plant Funds, 2.01
PO Line Inquiry (FPR Screen 228), 10.50
PO/PPO Dept Info (FPR Screen 29D), 10.50
PO/PPO Line Detail (FPR Screen 29F), 10.50
PO/PPO Vendor Info (FPR Screen 29C), 10.50
Posted Invoice Inquiry (FPR Screen 249), 10.50
Postage, 9.10
Postdoctoral fellows, 13.31
Prepaid Purchase Orders, 10.14, 10.30
PR/FO/Bid/Response Line Inquiry (FPR Screen 258), 10.50
Prior Month FRS Access
Private, Rental, and Chartered Aircraft, 14.15 Probationary employees, 19.10 (New Employee Fact Sheet)
Probationary Employee with Sick Leave Balances Report, 19.33
Professional Consulting Services (Independent Contractor), 9.12
Professional Organization Dues, 9.10
Project year, 16.01
Promissory Note, 9.15
Property Control Data (FFX Screen 503), 16.55
Property Management Notes (FFX Screen 508), 16.55
PSOS (Personal Services Operating System), 2.01
PSOS090, Encumbrance Status Detail Report, 16.53
Public Records Policy

Pulled paychecks, 19.31
Purchase Order Summary Screen (FPR Screen 284), 10.50
Purchase Requisition (dPR), 10.00

Q

Quasi-endowments, 2.01

R

Rate Calculation, 18.10, 18.41
Receipts Receiving Header History (FPR Screen 232-1), 10.50
Receiving Info by PO Line (FPR Screen 239), 10.50
Receiving Line Inquiry (FPR Screen 232-2), 10.50
Receiving Merchandise, 10.30
Receiving Report, 10.30
Reconciliation, 16.30
Record of Operational Advance Expenditures, 9.15
Records Retention Schedule
Recruiting expense, 9.10
Refunds, 9.10
Refunds to Sponsors, 9.10
Reimbursements, 9.10
Relocation, 9.14
Renewal & replacement funds, 2.01
Reporting Damaged, Defective, Incorrect Goods or Shortages, 10.30
Report codes, 16.01
Reports, 16.50
Request for Accounting Assistance
Request for Budget Change (RBC)
Request for Motor Pool Vehicles
Requisitions/Reimbursements, 9.10
Requisition Status (FPR Screen 29B), 10.50
Resident Aliens, 9.10
Responsible Person Restricted Funds, 2.01
Retention Schedule
Revenues
Routing, 9.10 or see specific form/transaction
Royalties, 9.10

S

S number, 9.10
Sales Tax, 8.11
Scholarships, 13.00
School related expense reimbursement, 13.00
Segregation of Duties (Payroll), 19.01
Selling to University Departments, 18.10
Separation of Duties, 8.10
Service Organization, 9.10
Services/Rentals, receiving, 10.30
Sick Leave, 19.33
Sign up packet, 19.10
SL Report of Transactions, FBM091, 16.50
SL Acct Inquiry (FA Screen 09X), 16.51
SL Acct Report (FA Screen 09R), 16.51
SL Acct Summary (FA Screen 09S), 16.51
Social Security Number Solicitation of Gifts, 8.12
Speakers/Lecturers, 9.12
Sponsored project Grant and contract accounts State Funds State Warrants, 19.10 (New Employee Fact Sheet)
Students Student Payments, 13.00
Student Scholarship Authorization Form, 13.10
Subcodes, 2.01
Subject pay, 9.10
Subscriptions, new & renewal, 9.10
Subsidiary Ledger Summary, FBM061, 16.50
Support requirements, 9.10 or see specific transaction/form

T

Taxes, sales and use, 8.11
Telephone/Telegram Charges, travel reimbursement, 14.16
Temporary Office personnel charges, 9.10
Term Endowments, 2.01
Terminating Employees, 19.40
Text Lines, Adding to a dPR, 10.14
Ticket Stock, 8.10
Trademarks Transaction Inquiry Transactions Transfers Transportation Regulations, 14.10
Travel, 14
Travel Advances, 14.10
Travel Authorization, 14.10
Travel Expense Report, 14.12
Travel Expense Report - Continuation Form, 14.12

U

Unallowable Expenditures, 9.10
Undistributed Paychecks, 19.31
Unexpended Plant Funds, 2.01
Uniform reimbursement, 9.10
University Development Fund, 8.33

V

Vacation and Sick Leave, 19.33
Vacation/Sick/Comp Leave Hours Adjustment Form, 19.33

W

W-4, 19.10
Wages, 13.00, 19.22