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Forms & Information of Accounting Services and Controls UCSB
Forms & Information
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Account Payable
Title Format Date
Form-5 Payment Requests & Instructions
Attached List Spreadsheet Web page 11/15/06  
Business Meeting & Entertainment Expense Reimbursement Forms and Information Web page 7/20/09  
Memberships: Form & Information Web page 6/01/00  
Miscellaneous Form 5 - Forms and Instructions Web page 1/11/01  
Online Form 5 Web page 10/19/10  
Special Handling Fees for Payment Processing Services -Instructions and Form Web page 6/01/07  
Miscellaneous Disbursements Forms, Helpful Lists & Charts
Cell Phone Examples (PPS) PDF Format 6/08/09  
Cell Phone Policy PDF Format 6/08/09  
Cell Phone Policy FAQ - as of 5/1/09 PDF Format 5/01/09  
Cell Phone Policy Information PDF Format 5/01/09  
Change Fund Policy and Application PDF Format 8/01/05  
Changing the Capitalization Threshold for Equipment PDF Format 6/25/04  
Declaration of Lost Check Form (Stop Payment Request) PDF Modifiable 1/31/09  
Declaration of Missing Evidence Form PDF Modifiable 5/13/03  
Department Mail Codes List PDF Format 10/07/03  
Object Code Listing PDF Format 5/17/11  
Petty Cash Fund Policy and Application PDF Format 8/10/05  
Petty Cash Reimbursement Request Form PDF Modifiable 11/01/02  
Pre/Post-Payment Invoice Change/Correction Request Form PDF Modifiable 6/24/03  
Request For Delivery Form PDF Modifiable 9/16/03  
Wire / Draft Information & Authorization Form PDF Modifiable 11/10/03  
Payroll and Non-Payroll Deposit Authorization Form PDF Modifiable 11/17/11  
Nonresident Alien Documentation & Guidance
Glacier Nomination Form PDF Format 3/12/09  
Inviting Nonresident Foreign Persons to Document Through Glacier PDF Format 2/11/11  
Nonresident Alien and International Visitor Information - Glacier Web page 3/19/08  
Payment Processing at UCSB - Classes & Guidance
Instructions for Accessing ALLN01 for Check Queries and Information PDF Format 12/12/03  
Payment Processing - Guidance PDF Format 11/14/03  
Payment Processing - Selected Topics PDF Format 11/24/03  
Sales/Use Tax & Audit Finding Web page 10/12/01  
Summary of Authorizations Required for Payment PDF Format 12/05/03  
Payments to undergraduates
2011-2012 Student Resource Reporting Form PDF Format 11/07/11  
2012-2013 Instructions for Reporting Undergraduate Student Resources PDF Format 5/09/12  
2012-2013 Student Resource Reporting Form PDF Format 5/09/12  
Vendor Information
Vendor Business Information Form (coming soon) Web page 12/01/06  
Vendor Guide Web page 12/01/06  
Vendor Number Request Form Web page 6/15/10  
Vendor Payment Direct Deposit Authorization Form PDF Capable 12/01/06  


Accounts Payable
Title Format Date
Form-5 Payment Requests & Instructions
Attached List Spreadsheet Web page 11/15/06  
Business Meeting & Entertainment Expense Reimbursement Forms and Information Web page 7/20/09  
Memberships: Form & Information Web page 6/01/00  
Miscellaneous Form 5 - Forms and Instructions Web page 1/11/01  
Online Form 5 Web page 10/19/10  
Special Handling Fees for Payment Processing Services -Instructions and Form Web page 6/01/07  
Miscellaneous Disbursements Forms, Helpful Lists & Charts
Cell Phone Examples (PPS) PDF Format 6/08/09  
Cell Phone Policy PDF Format 6/08/09  
Cell Phone Policy FAQ - as of 5/1/09 PDF Format 5/01/09  
Cell Phone Policy Information PDF Format 5/01/09  
Change Fund Policy and Application PDF Format 8/01/05  
Changing the Capitalization Threshold for Equipment PDF Format 6/25/04  
Declaration of Lost Check Form (Stop Payment Request) PDF Modifiable 1/31/09  
Declaration of Missing Evidence Form PDF Modifiable 5/13/03  
Department Mail Codes List PDF Format 10/07/03  
Object Code Listing PDF Format 5/17/11  
Petty Cash Fund Policy and Application PDF Format 8/10/05  
Petty Cash Reimbursement Request Form PDF Modifiable 11/01/02  
Pre/Post-Payment Invoice Change/Correction Request Form PDF Modifiable 6/24/03  
Request For Delivery Form PDF Modifiable 9/16/03  
Wire / Draft Information & Authorization Form PDF Modifiable 11/10/03  
Payroll and Non-Payroll Deposit Authorization Form PDF Modifiable 11/17/11  
Nonresident Alien Documentation & Guidance
Glacier Nomination Form PDF Format 3/12/09  
Inviting Nonresident Foreign Persons to Document Through Glacier PDF Format 2/11/11  
Nonresident Alien and International Visitor Information - Glacier Web page 3/19/08  
Payment Processing at UCSB - Classes & Guidance
Instructions for Accessing ALLN01 for Check Queries and Information PDF Format 12/12/03  
Payment Processing - Guidance PDF Format 11/14/03  
Payment Processing - Selected Topics PDF Format 11/24/03  
Sales/Use Tax & Audit Finding Web page 10/12/01  
Summary of Authorizations Required for Payment PDF Format 12/05/03  
Payments to undergraduates
2011-2012 Student Resource Reporting Form PDF Format 11/07/11  
2012-2013 Instructions for Reporting Undergraduate Student Resources PDF Format 5/09/12  
2012-2013 Student Resource Reporting Form PDF Format 5/09/12  
Vendor Information
Vendor Business Information Form (coming soon) Web page 12/01/06  
Vendor Guide Web page 12/01/06  
Vendor Number Request Form Web page 6/15/10  
Vendor Payment Direct Deposit Authorization Form PDF Capable 12/01/06  


Administration
Title Format Date
Accounting Town Hall Summary 10/13/09 PDF Format 11/13/09  
Administrative Responsibilities Handbook PDF Format 7/24/01  
Annual Report of Finances and Philanthrophy Web page 6/07/03  
Holiday Closure Schedule Memo 11-12 PDF Format 12/01/11  


BARC
Title Format Date


Cash Handling & Credit Card Acceptance
Title Format Date
Change Fund Change of Custodian Form PDF Format 9/08/11  
Change Fund Policy and Application PDF Format 10/04/11  
Handling Cash and Cash Equivalents Received Business and Finance Bulletin BUS 9 PDF Format 10/04/11  
Handling Cash and Cash Equivalents Received- Business and Finance Bulletin BUS-49 PDF Format 9/07/11  
Petty Cash Fund Change of Custodian Form PDF Format 9/08/11  
Petty Cash Fund Policy and Application PDF Format 10/04/11  


Cash Handling and Credit Card Acceptance
Title Format Date
Change Fund Change of Custodian Form PDF Format 9/08/11  
Change Fund Policy and Application PDF Format 10/04/11  
Handling Cash and Cash Equivalents Received Business and Finance Bulletin BUS 9 PDF Format 10/04/11  
Handling Cash and Cash Equivalents Received- Business and Finance Bulletin BUS-49 PDF Format 9/07/11  
Petty Cash Fund Change of Custodian Form PDF Format 9/08/11  
Petty Cash Fund Policy and Application PDF Format 10/04/11  


Computer Support
Title Format Date
PPS - Access Request Form PDF Modifiable 2/02/10  
PPS - Employee Data Base (EDB) Instructions Web page 5/02/03  
PPS - Organizational Chart PDF Modifiable 12/03/07  
PPS - Post Authorization Notification (PAN) Instructions Web page 4/21/04  
PPS - Printer Setup Instructions PDF Format 12/30/08  
PPS - User's Guide PDF Format 11/04/05  
PPS - Web Logon and Navigation Instructions Web page 5/02/03  
PPS - Web Logon Page Web page 12/03/02  
PYLV01 Request for Access through Com-Plete Service Web page   


Extramural Fund Management
Title Format Date
Classes
Cost Accounting Standards Web page 8/18/97  
Cost Sharing Web page 8/21/97  
Cost Sharing for Investigators Powerpoint Capable 6/24/11  
Effort Reporting System Coordinator Powerpoint Capable 1/03/12  
Effort Reporting System DSA Powerpoint Capable 6/23/11  
STAR Class No2 Cost Accounting Standards & Costing Principles Powerpoint Capable 3/12/12  
STAR Course No8 Financial Mgt Part A 2012 Powerpoint Capable 3/12/12  
STAR Course No8 Financial Mgt Part B 2012 Powerpoint Capable 3/12/12  
Training on Effort Reporting - Investigators Powerpoint Capable 6/24/11  
Effort Reporting (ERS)
Certifier Job Aid PDF Format 1/03/12  
Coordinator Job Aid PDF Format 6/24/11  
DSA Job Aid PDF Format 6/24/11  
How To Build PI Searches PDF Format 2/05/12  
How To Build PI Searches Using Subscribe Feature PDF Format 2/05/12  
Recommended Best Practices PDF Format 6/24/11  
Training Manual Coordinator PDF Format 6/24/11  
Training Manual DSA PDF Format 6/24/11  
Miscellaneous Forms & Lists
Award Closeout Process PDF Format 6/02/10  
Close Memo PDF Modifiable 7/20/09  
Fund Number Block Assignment PDF Format 4/20/07  
IDC Rate Agreement (2003-06-23) PDF Format 6/12/03  
IDC Rate Agreement (2006-09-11) PDF Format 10/27/06  
IDC Rate Agreement (2011-11-15) PDF Format 2/06/12  
Incoming (Non-Student) Wire Notification Form Web page 4/10/08  
Late Cost Transfer Escalation Procedures (revised) PDF Format 10/28/10  
Late Cost Transfer Exception Signature Form PDF Modifiable 3/24/12  
Miscellaneous Form 5 - Forms and Instructions Web page 1/11/01  
Object Code Listing PDF Format 5/17/11  
Par Template - Blank PDF Format 6/25/10  
Santa Barbara Disclosure Statement DS-2 PDF Format 10/26/06  
Signature Authorization Form PDF Modifiable 5/04/11  
Typical F&A Unallowable Object Codes PDF Format 3/21/11  
UFIN 120-Non-Payroll Adjustment Expenditure Request PDF Modifiable 11/17/11  
User Manuals
Changing the Capitalization Threshold for Equipment PDF Format 6/25/04  
Departmental Costing Guidelines PDF Format 5/30/97  
How to Create A Par Using Data Warehouse PDF Format 6/25/10  
Personnel Activity Report (PAR) Web page 8/21/97  
Transfer of Expense User Manual PDF Format 4/27/09  
Transfer of Funds/Transfer of Soft Funds Manual PDF Format 5/05/08  


General Accounting
Title Format Date
Accounting Manual Web page 12/11/03  
Annual Report of Finances and Philanthrophy Web page 6/07/03  
Business and Finance Bulletins Web page 12/11/03  
Fiscal Closing Information (2011-12) PDF Format 4/16/12  
GASB 35 Depreciation Reporting PDF Format 12/18/07  
Incoming (Non-Student) Wire Notification Form Web page 4/10/08  
Intercampus Charge Form PDF Modifiable 12/11/08  
Object Code Listing PDF Format 5/17/11  
UFIN 120-Non-Payroll Adjustment Expenditure Request PDF Modifiable 3/01/02  


Payroll
Title Format Date
Direct Deposit Announcement PDF Format 9/24/09  
Payroll and Non-Payroll Deposit Authorization Form PDF Modifiable 11/17/11  
Benefits
Benefit Rate Table (Effective January 1, 2012) PDF Format 1/18/12  
Benefit Rate Table (Revised August 18, 2011) PDF Format 8/18/11  
Benefit Rate Table (Effective January 1, 2011) PDF Format 12/22/10  
Benefit Rate Table (Effective January 1, 2010) PDF Format 1/20/10  
Distribution of Payroll Expense
Payroll Expenditure Single Transfer (UPAY 773) PDF Format 5/19/08  
Tips & Information PDF Format 11/01/01  
Mass transfer UPAY 774 PDF Format 3/17/08  
Frequently Asked Questions
General Payroll - FAQ Web page   
Payroll Personnel System - Employment
HIRE Act PDF Format 5/07/10  
IRS Form W-11 HIRE Act Employee Affidavit PDF Format 4/20/10  
Employment - Eligibility Verification (I-9) PDF Format   
Employment - New Employee I.D. Number Assignment PDF Modifiable 6/08/01  
Employment - New Hire and Rehire Instructions PDF Format 12/23/08  
Employment - New Hire Cover Sheet PDF Modifiable 8/15/08  
Employment - Online Earnings Statement - FAQ PDF Format 7/31/06  
Employment - Federal/State withholding allowance W-4 Form PDF Format 10/27/09  
Employment - Instructions - Changing Your Withholding Online (W-4) PDF Format 8/10/07  
Employment - Out-of-State Income Tax Withholding (UPAY 830) PDF Format 11/24/03  
Employment - International Employee (Glacier) PDF Format 8/31/09  
Employment - PreTax Transportation Enrollment or Cancellation Form (Opt-Out) PDF Modifiable 3/20/05  
Employment - Separation - 72 Hour Wage Rule - FAQ PDF Format 5/31/01  
Employment - Separation - Department Separating Employee Checklist PDF Format 2/18/07  
Employment - Separation - Separation Payment Form PDF Format 11/17/10  
Employment - State Oath of Allegiance, Patent Policy & Patent Acknowledgment (UPAY 585) PDF Format 12/06/11  
Payroll Personnel System - Leave Reporting
Leave Reporting - Financial Leave Reporting - FAQ PDF Modifiable 9/28/04  
Leave Reporting - Prorate Leave Usage PDF Format 5/26/05  
Leave Reporting - PYLV - Access Request through Com-Plete Service Web page   
Leave Reporting - PYLV - Instructions PDF Format 8/18/07  
Leave Reporting - PYLV - Leave Reporting Help PDF Format 6/07/05  
Payroll Personnel System - Online Time Report
Time Reporting - Online Time Reporting Payroll Calendar Jan - June 2012 PDF Format 12/20/11  
Time Reporting - Online Time Reporting Payroll Calendar Jul - Dec 2011 PDF Format 11/30/11  
Time Reporting - Online Time Reporting Payroll Calendar Jan - June 2011 PDF Format 12/15/10  
Time Reporting - Exempt vs. Nonexempt Status - FLSA and Overtime Web page 11/18/05  
Payroll Personnel System (PPS)
Direct Deposit - Instructions for Changing Direct Deposit Notification PDF Format 10/26/06  
Payroll Personnel System (PPS) - Help
Using PPS - Access Request Form PDF Format 2/02/10  
Using PPS - Employee Database (EDB) Instructions Web page 5/02/03  
Using PPS - Hints and Reminders PDF Format 6/01/99  
Using PPS - Post Authorization Notification (PAN) Enhancements PDF Modifiable 3/20/05  
Using PPS - Post Authorization Notification (PAN) Instructions Web page 5/02/03  
Using PPS - PPS Organization Plan PDF Modifiable 12/03/07  
Using PPS - Printer Setup Instructions PDF Format 12/30/08  
Using PPS - User's Guide PDF Format 11/04/05  
Using PPS - Web Logon and Basic Navigation Instructions Web page 5/02/03  
Using PPS - Web Logon Page Web page 12/03/02  


Travel
Title Format Date
Corporate Travel Card
Application PDF Modifiable 2/22/06  
User's Guide Web page 6/01/01  
Foreign Visitors
Declaration of Immigration Status by Non-U.S. Citizens PDF Format 3/04/08  
Policy & Procedures
Travel Less than 24 Hours PDF Format 8/07/08  
UC Business and Finance Bulletin G-13 - Policy and Regulations Governing Moving and Relocation Web page 1/01/01  
UC Business and Finance Bulletin G-28 - Policy and Regulations Governing Travel Web page 12/15/00  
UC Business and Finance Bulletin G-28-Summary PDF Format   
State of California Contract Airfares
2009-10 YCAL City Pair List PDF Format 10/02/09  
Instructions for Purchasing Airfare through UCLA Travel Center PDF Format 12/19/03  
UCLA Travel Center Reservation Request Form Web page 11/13/02  
Travel Forms
Business Meeting & Entertainment Expense Reimbursement Forms and Information Web page 1/22/10  
Declaration of Missing Receipt PDF Modifiable 12/19/01  
Domestic Travel Reimbursement Worksheet PDF Modifiable 4/15/04  
Foreign Travel Reimbursement Worksheet PDF Modifiable 4/15/04  
Form 5 Payment Request (Form) PDF Modifiable 12/08/03  
Form 5 Payment Request (Instructions) PDF Format 12/08/03  
Request for Travel Approval PDF Modifiable 11/13/02  
Travel Advance Request (Form) PDF Modifiable 12/08/03  
Travel Advance Request (Instructions) PDF Format 12/08/03  
* New Business Travel Accident Insurance * Web page 11/21/07  
Web-Travel Expense Voucher
Online Travel Voucher Web page   
Vendor Number Request Form Web page 6/15/10  
Web-TEV Instructions PDF Format 3/31/05  



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