University System of New Hampshire

USNH Financial Services Policies and Procedures

    Introduction
01   Audit
02   Financial Accounting and Controls
04   Assets and Liabilities
06   Purchasing
07   Travel
08   Business Expenditures
09   PCard Guides
10   Revenue and Cash Receipts
11   Equipment
12   Contracting
    Appendix
20

  Operational Procedures

21   Accounting Operational Procedures
23   Accounts Payable Operational Procedures

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

Introduction

  Issued Date Revised Date  
i 01/01/1994 10/01/2013 Introduction from Management
ii     What's New
iii   07/01/2011 Comments & Suggestions
iv     Draft Procedures

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

Introduction from Management

The statements contained in this document are designed to:

  1. Document financial transaction procedures applicable to all campuses of the University System.
  2. Serve as a reference for both experienced and infrequent users of the USNH ERP system, BANNER Finance.
  3. Provide guidance and reference for all persons performing financial functions.
  4. Promote administrative efficiency by clearly documenting correct methods of transaction processing.
  5. Promote consistency and uniformity in the treatment of financial transactions.
  6. Complement training of personnel to meet financial reporting and management control requirements.
  7. Reduce the need of central processing support staff to spend time answering each individual inquiry on a particular subject. With these documents, departmental users will be referred to the appropriate procedure in the documentation.

If there is a question on any of the material covered in the procedures, users are urged to contact the USNH Corporate Accounting Manager at 603-862-3127 or e-mail accounting.operations@usnh.edu.

Comments, suggestions, input and additional draft procedures are needed and encouraged to make this document more complete and useable for everyone at USNH with financial responsibilities. Your continued support is essential.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

01. Audit

  001 01/02/2013 BOT.IV.C Board of Trustees' Internal Audit Policy
  501 04/11/2013 BOT.IV.D Board of Trustees' External Audit Policy

 

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02. Financial Accounting and Control - Table of Contents

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 002 Business Officer's Code of Ethics

A. PURPOSE

Institutions of higher education are entrusted by society with great resources and commensurately great responsibilities for creation, dissemination, and preservation of knowledge. College and university business officers play a key role in assuring that high standards of ethical practice attend to the custody and use of these resources. The business officer's personal and professional conduct reflects on his or her institution, the collective profession, and the higher education enterprise at large. To guide business officers in setting and practicing high standards of ethical conduct, the University System of New Hampshire (USNH) has devised the following code of Ethics. USNH embraces the values expressed in this Code and advocates their observance by the members of the USNH community.

B. POLICY

The business officer's conduct should be characterized by integrity and dignity, and he or she should expect and encourage such conduct by others.

1. The business officer should adopt and be faithful to personal values that:

  • accord respect to self and others;
  • preserve honesty in actions and utterances;
  • give fair and just treatment to all;
  • accept intellectual and moral responsibility;
  • aspire to achieve quality;
  • refuse conflict, or the appearance of conflict, between personal and institutional interests; and
  • engender forthright expression of one's own views and tolerance for the views of others.

2. The business officer should act with competence and should strive to advance competence, both in self and in others.
3. 
The business officer should communicate to institutional colleagues the content of this Code of Ethics and should strive to ensure that the standards of professional conduct contained therein are met.
4. 
In discharging his or her duties in accordance with this Code of Ethics, the business officer should enjoy the following rights:

  • the right to work in a professional and supportive environment;
  • the right to have a clear, written statement of the conditions of his or her employment, procedures for professional review, and a job description outlining duties and responsibilities;
  • within scope of his or her authority and policy, the right to exercise judgment and perform duties without disruption or harassment; and
  • freedom of conscience and the right to refuse to engage in actions that violate the ethical principles contained in this Code or provisions of law.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 020 Definition of a Banner Fund

A. DEFINITION OF A BANNER FUND

Fund is the "F" in "FOAPAL"-- the set of elements that makes up an accounting string in Banner.

A Banner Fund IS:

  • A Fund is a self-balancing set of accounts, grouped by major purpose in accordance with current accounting standards. The major fund groups are classified in accordance with activities or objectives, which include funds for university system operations--unrestricted and restricted--loan funds; endowment funds; plant funds and agency funds.
    • These fund groups are similar to distinctions you may make in your personal financial management--such as a checkbook for your regular income and operating expenses such as rent, food, gas; a savings account for accumulating money for big-ticket items such as furniture or a new car; an investment portfolio for longer-term items such as retirement.
  • A Fund maintains a Fund Balance, which is a cumulative record of the monies that have flowed in and out of the fund--like your checkbook balance after you have recorded your paycheck and deducted the checks you have written.
  • Funds are organized in Banner by "Fund Type” (general, internally designated, auxiliary, etc.). Fund types allow various processes to include or exclude major groups of funds. Banner’s rule codes also use the fund types to appropriately generate accounting entries.
  • One use of fund can be to designate grant or other multi-year operations – each grant and each R&R project must have at least one fund unique to that grant or R&R project.
  • Individual funds will be used for all grant and contracts, plant fund projects, and buildings.

A Banner Fund is NOT:

  • An event is not a Fund. This may be an activity within a fund-org.
  • A department is not a Fund. This is represented by an ORGN code in Banner.

B. QUESTIONS TO ASK BEFORE REQUESTING A NEW FUND CODE:

  • Do the related activities need to maintain their own unique fund balance? (Example 1: Each UNH RC Unit has it own general operating fund in Banner. Example 2: Each grant must have at least one unique fund, and may have more than one unique fund in Banner).
  • Is this a source of funds?
  • Does this represent a one time or recurring event? If so, perhaps it is more appropriately represented as an Activity Code in Banner.

See Also:

2-021: USNH Fund Descriptions
2-022: General Coding Conventions
2-023: USNH Grant Fund Coding Conventions
2-024: Banner Fund Matrix


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 021 USNH Fund Descriptions

A. CURRENT FUNDS

1. Unrestricted Current Funds

Unrestricted Current funds include all funds received for which no stipulation was made by a donor or other external agency as to the purpose for which they may be expended. They include the general operating funds of USNH related to its primary mission as well as internally designated funds and auxiliary services.

a. Educational and General (E&G)

i. Undesignated E&G Funds: In Banner, these funds are designated with a "U" as the second letter and are included in the fund type "U".   Following are some examples of the general funds at each of the campuses:

1U0000 - University of New Hampshire (UNH) Institutional Educational and General
5U0000 - Keene State College (KSC) General Operating
6U0000 - Plymouth State University (PSU) Educational and General
7U0000 - Granite State College (GSC) Education and General
9UG000 - Chancellor's Office (SYS) University System E&G

Campuses may create additional E&G funds as needed.  In addition to specific general funds for each Responsibility Center (RC) unit, UNH has six Program Appropriation Unit (PAU) fund's associated with its general fund activities:

1UR020 - Industrial Research & Consulting Center
1UB022 - Agricultural Experiment Station - State Station
1UB023 - Agricultural Experiment Station - State Forestry Offset
1UR024 - Marine Research and Development
1UX026 - Cooperative Extension Service - State PAU
1UX028 - CES - Extension Work in Counties

Undesignated E&G Revenues are recorded according to their source. Examples include student tuition and fees; State of NH general appropriations; general sales and services of educational departments and undesignated investment income.

Undesignated E&G Expenditures include those incurred for goods and services used in the conduct of the institution's general operations which are supported by Unrestricted, Undesignated E&G Current Revenue.  Expenditures are recorded by natural classification in account pools representing the following spending categories: salaries and wages, fringe benefits, supplies and services, financial aid and participant support, grant subcontracts, capital equipment and construction related expenses.

ii. Internally Designated Funds:

The Internally Designated classification of E&G funds includes balances that are not restricted by an outside donor or agency but have been formally designated for a specific purpose by campus administration. Internally Designated funds are generally self-supporting and require full budgetary spending controls. All revenues are recorded in account codes relating to the type of revenue source, and expenditures are recorded in account codes related to the natural classification of the expense (salaries, supplies, etc).  For financial reporting purposes, Internally Designated funds are treated as a separate segment of Current Unrestricted fund balance. This is due to the fact that these funds are not viewed as being immediately available for general operating needs (although administration may remove their designation at any time and, thus, make them available for general operations).  Internally designated funds use a "D" as the second character of the fund code. 

b. Auxiliary Enterprises

An Auxiliary Enterprise is an operation that exists to furnish goods or services to the university community (students, faculty and staff) and which charges a fee directly related to the cost of the goods or services sold. Auxiliary enterprises are managed as self-supporting operations and, therefore, are allocated their appropriate share of administrative overhead, fringe benefits, facilities maintenance, etc. Auxiliary Enterprises require unique fund(s) to account for their operations. Auxiliary funds are coded with an "A" as the second character of the fund. Examples of Auxiliary operations include, but are not limited to:

  Housing
  Dining Services
  Telecommunications
  Student Union Services
  Printing Services

Note: Athletics are accounted for as an Auxiliary Enterprise at UNH only. KSC and PSU athletic programs are accounted for under other Unrestricted Current funds as Student Services.

c. Deferred Revenue and Prepaid Expense Funds

USNH no longer maintains separate funds for different types of balance sheet accounts. All assets and liabilities are recorded within the fund of origin, unless otherwise stipulated by the users. The exception to this is the use of certain funds for deferred revenues and prepaid expenses. These are holding funds during the fiscal year and related balances are moved to the proper balance sheet accounts weekly via an automated process

i. Prepaid Expense Funds
Examples of activity charged to these funds include supply purchases made during the academic year for summer session classes, etc. All of these funds are coded per the convention of their campus current funds. The last three characters must be "PPD".
ii. Deferred Revenue Funds
Examples of activity recorded in these funds include advance tuition payments, student deposits, summer session tuition revenues, etc. All of these funds are coded per the convention of their campus current funds. The last three characters must be "DEF".

2. Restricted Current Funds

Restricted Current funds are those available for financing operations, but which are limited by donors or external agencies, foundations, etc., for specific purposes, programs, departments or schools. Included in this group are grants and contracts, gifts externally designated as to purpose, and restricted endowment income payout funds.

Expenditures of amounts which are externally restricted for the support of specific operations are recorded in the specific restricted funds. In other words, if the source of the funds is restricted as to use, then the use is a restricted expenditure even though the benefit may be derived by an otherwise unrestricted department. For example, when UNH receives a gift from a donor for general support of the Biology department these funds are restricted for use by the Biology department and are recorded as revenue and expenditures within the Biology Department Restricted Gifts fund.

Within Banner, all restricted current funds related to sponsored programs used a numeric value for the second character of the fund code. All other fund types have an alpha character in this location. Sponsored program funds are assigned a Fund Type of "P1" or "P2". Restricted Current-Use Gift funds have a second character of "G" and are assigned Fund Type "G".

a. Sponsored Research and Sponsored Programs
Maintained for externally sponsored activities organized to produce research outcomes, support training activities and account for state and federally sponsored student financial aid funds. Organizations are established as "Multi-Year Project" or grant in Banner and are grouped into funds based on funding agency or source. These funds are included in fund type "P1". Separate funds are created and maintained in Banner for each grant award received.
b. Agricultural/Environmental Research, Public Service and Other
Th
ese funds are used by the UNH College of Life Sciences and Agriculture and UNH Cooperative Extension Service units to maintain accountability for activities sponsored by agricultural research sales, and other governmental sources such as Hatch and Smith Leaver funds. These funds are assigned fund type "P2".
c. 
Restricted Current Gifts and Endowment Income
Th
e annual payout for each restricted endowment fund, and most current-use restricted gifts require a separate fund code in Banner. These funds are included in fund type "G"

B. LOAN FUNDS

Loan funds have been designated by a donor, the institution, or other legal agreements to be made available for loans to students, faculty and staff. The activity in USNH Loan funds is primarily managed through each campus' student accounts office. In Banner these funds all have an "L" as the second character, and are assigned fund type "L" if created with restricted grant or gift funding or "LU" for unrestricted institutional loan funds.

C. ENDOWMENT AND SIMILAR FUNDS

Endowment funds function similarly to a trust. A sum of money is invested. The income from the investment is made available for use, and the principal remains invested and intact.

Unless there are additional gifts to an endowment fund, the balance of the fund will only change semi-annually when gains/losses on the investments are posted to the funds. Exceptions to this are: donor agreements requiring all income be added to the principal balance until it reaches some pre-designated level, or agreements stipulating any unused income be moved back to principal. In the latter case, the income becomes a permanent part of the principal.

Within Banner, all endowment and similar funds are recorded in funds with a second character of "T" or "Q".

1. True Endowment Funds (Fund type T1 = unrestricted, Fund type T2 = restricted)

These are funds for which donors have stipulated that the principal of the fund is not expendable. That is, the historic gift balance is to remain inviolate in perpetuity (True Endowment) or for an expressed period (Term Endowment) and is to be invested for the purpose of producing income to be expended for the stated purpose.

True Endowment funds may be either restricted or unrestricted. This is determined by the requirements placed upon the use of the income by the donor. As an example, one donor leaves $500,000 to be invested in perpetuity with the income available for general support of the UNH campus; and another donor leaves $100,000 to be invested in perpetuity with the income available to support the UNH College of engineering and Physical Sciences (CEPS). Both are True Endowment funds. They both require the principal balance to be invested. This is a specific request of the donor, not an interpretation of the governing board. The first gift ($500,000) is unrestricted, and the second gift ($100,000) is restricted. In the first instance, the income is available for any use determined by the management. The second requires the funds be used to benefit CEPS. How CEPS spends the funds is determined by the College. However, it is still restricted for financial statement purposes.

The spendable income from endowment funds is recorded in Current funds called a "Payout funds." If the use of the annual endowment payout is restricted, the payout fund in Banner will be a current restricted gift fund. Alternately, if the use of the payout is unrestricted the payout fund will be a current internally designated fund.

2. Quasi-Endowment (Funds functioning as Endowments) [Fund type Q1=unrestricted, Q2=restricted]

These are funds that USNH Presidents (rather than a donor) have requested be retained and invested. Since these funds are not required by the donor to be retained and invested, the principal as well as the income may be utilized at the discretion of the governing board, subject to any donor imposed restrictions on use.

Similar to True endowments Quasi-endowments may be either restricted or unrestricted. The key distinction is that True endowments are binding legal agreements with a third party, whereas Quasi-endowments are designated by the USNH Board of Trustees or campus presidents; as such, they are subject to revocation.

To establish a Quasi-endowment of up to $1,000,000, the President/Chief Executive Officer of the campus should request such a fund in writing via the USNH Treasurer. Quasi-endowment funds greater than $1,000,000.00 must be approved by the Board of Trustees as noted in: http://www.usnh.edu/policy/bot/iv-financial-policies/g-quasi-endowments-also-known-funds-functioning-endowments. Each such request should include the following:

  • A brief description of why management feels the institution is better served by investing the amount as a Quasi-endowment.
  • An indication of how the income will be used (in accordance with the donor's wishes, if applicable).
  • Signature of the President/Chief Executive Officer denoting approval.

3. Life Income and Annuity Funds

Life Income and Annuity funds have an "M" as the second character and are included in the fund type "M".

a. Annuity Funds:
These funds are acquired under agreements whereby money or other property is made available to the institution with the condition that it bind itself to pay stipulated amounts periodically to the donor. The payments terminate at a time specified in the agreement, and the remaining balance is retained by the institution.
b. Life Income Funds:
These funds are acquired under agreements where money or other property is available to the institution with the condition that it bind itself to pay the donor the income earned by the assets during their lifetime. Depending upon the agreement, the principal then becomes available to the institution as either Current funds or Endowment funds.

D. PLANT FUNDS

1. Unexpended Plant Funds

Fund balances of Unexpended Plant funds represent amounts earmarked for plant projects which remain unexpended at the reporting date. Additions to unexpended plant fund balances include State of N.H. capital appropriations and transfers from other fund groups to support specific construction projections. Reductions include disbursements for construction and plant operations. Unused unexpended plant balances are returned to the original source of funds upon completion of the related project.

Amounts budgeted annually for campus Renovation and Adaption (R+A) amounts reside in Unexpended Plant funds until expended on a related project.

2. Net Invested in Plant Funds

The Net Investment in Plant fund balance represents the excess of the depreciated cost of plant assets over associated liabilities. Additions to this fund arise from capitalization of plant project costs; purchases of buildings and capital equipment; or from gifts of plant assets (i.e., gifts in kind). Reductions in the fund balance result from the recording of depreciation; disposal, abandonment, or sale of plant assets; or the issuance of external debt to fund costs of new construction or renovation projects.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 022 General Coding Conventions

General Coding Conventions

  • All funds have 6 characters

  • Character value, see full description below:

    • Campus designation in first character.

    • Fund type designation in second character.

    • Third character is campus designated

  • For sponsored programs funds, the second and third character provide recognition of the sponsor (See Procedure 02-023 USNH Grant Fund Coding Conventions for more details).

  • Be mindful that sort sequence will advantage/disadvantage users when using desktop applications (Excel) to manipulate down loaded data.

  • Try to avoid data entry gremlins such as:

    • # 0 vs. letter O

    • # 1 vs. I vs. letter l

    • E as the only character in the code, meaning all the other elements in the code are numeric (Excel thinks this is an exponential number)

  • Thorough coding conventions, enable efficient Banner look-ups/queries (use of % for wildcarding)

Fund Coding Conventions by character

First character of the fund = Campus:

Value

Campus

1

University of New Hampshire - Durham (UNH)

1

University of New Hampshire - Manchester (UNHM)

1 University of New Hampshire - School of Law (UNHL)

4

University of New Hampshire - Foundation (UNHF)

5

Keene State College (KSC)

6

Plymouth State University (PSU)

7

Granite State College (GSC)

9

Chancellor's Office (SYS)

 
 

Second character of the fund = Fund Group:

Value

Fund Grouping

U

Educational and General Funds (E&G)

D

Internally Designated Funds

A

Auxiliary Funds

00-9Z

Sponsored Programs

G

Restricted Gift/Payout Funds

L

Loan Funds

M

Life Income and Annuity Funds

N

Net Invested in Plant

Q

Quasi Endowment Funds

T

True Endowment Funds

X

Unexpended Plant Funds

Z

Agency Funds

BK

Bank Fund (Banner Use Only)

 

Third character of the fund = Campus Defined Values:

For UNH, the third character will represent RC unit for general funds, internally designated funds, auxiliary funds, and gift/payout funds:

Value

BSC Unit

A

Academic Affairs

B

College of Life Sciences and Agriculture

C

College of Liberal Arts

D

College of Engineering and Physical Sciences

E

Peter Paul College of Business and Economics

F

College of Health and Human Services

G

Central Administration

​H

​UNH School of Law

J

Student Affairs

K

Computing and Information Systems

L

Library

M

UNH at Manchester

Q

Business Affairs

R

Research and Public Service

S

Intercollegiate Athletics

T

Facilities

U

Institutional

X

Cooperative Extension

Z

Institute of Earth, Oceans and Space (EOS)

For KSC, the third character will represent major administrative unit for general funds, internally designated funds, auxiliary funds, and gift/payout funds:

Value

KSC Area

A

Academic Affairs

D

Financial Aid

E

Executive

F

Finance and Planning

G

General Institutional

H

Arts and Humanities

J

Athletics

L

Library

P

Professional and Graduate Studies

R

Student Affairs and Enrollment Management

S

Sciences

T

Physical Plant

For PSU , the third character will represent major administrative unit for general funds, internally designated funds, auxiliary funds, and gift/payout funds:

Value

PSU Area

A

Academic Affairs

B

Administrative Services

C

College Relations

F

Financial Management

G

General Institutional

H

Intercollegiate Athletics

I

Graduate Studies & Community Outreach

P

President

S

Student Affairs

T

Student Activities Accounting

GSC has chosen not to specify the use of the second character.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 023 USNH Grant Fund Coding Conventions

Sponsored Programs Fund Codification

For second and third characters of Banner Fund Code

Sponsors

Banner Fund Code
Characters 2 & 3

US Government Sponsors

 

 

Agency for International Development (USAID

98

 

Corporation for National and Community Service

94

 

Environmental Protection Agency

66

 

Federal Emergency Management Agency

83

 

Homeland Security

97

 

National Aeronautics and Space Administration

43

 

NASA Contracts

43C (Ref Note 2)

 

National Archives and Records Administration

89

 

National Foundation on the Arts and Humanities

45

 

National Science Foundation

47

 

Securities and Exchange Commission

58

 

Small Business Administration

59

 

Social Security Administration

96

 

US Department of Agriculture

10

 

AES Funding (McIntyre-Stennis, etc.)

11H,11R,11M

 

Cooperative Extension Funding (Smith-Lever, etc.)

1X

 

US Department of Commerce

11

 

US Department of Defense

12

 

US Department of Education

84

 

US Department of Energy

81

 

US Department of Health and Human Services

93

 

US Department of Housing and Urban Development

14

 

US Department of the Interior

15

 

US Department of Justice

16

 

US Department of Labor

17

 

US Department of State

19

 

US Department of Transportation

20

 

US Department of the Treasury

21

 

US Department of Veterans Affairs

64

 

Other US Government Sponsors

9Z

State of NH Sponsors

 

 

NH Department of Agriculture

3A

 

NH Department of Cultural Resources

3C

 

NH Department of Education

3D (Ref Note 7)

 

NH Department of Employment Security

3M

 

NH Department of Environmental Services

3V

 

NH Executive Department

3G (Ref Note 4)

 

Office of State Planning

3P (Ref Note 4)

 

Office of Energy and Community Services

3G

 

NH Fish and Game Department

3F

 

NH Department of Health and Human Services

3H

 

NH Department of Justice / Attorney General

3J

 

NH Department of Labor

3L

 

NH Department of Resources & Econ Dev.

3R

 

NH Department of Safety

3S

 

NH Department of Transportation

3T

 

Other State Agencies

3Z (Ref Note 5)

 

Emergency Management

3Z (Ref Note 5)

 

Highway Safety Agency

3Z (Ref Note 5)

 

Liquor Commission

3Z (Ref Note 5)

 

NH Port Authority

3Z (Ref Note 5)

 

NH Administrative Services Department

3Z (Ref Note 5)

 

Public Utilities Commission

3Z (Ref Note 5)

Other Sponsors

 

 

US Business and Industrial Sponsors

4B

 

Foreign and Multinational Sponsors

4F

 

US State/Local/Regional Government Sponsors

4S

 

US Non- and Not-for-Profit Sponsors

4N

 

US University and College Sponsors

4U


Notes:

  1. Fund codes: These represent the CFDA prefixes for each department/agency
  2. NASA Contracts - 43C: We have added a third reserved character will distinguish NASA contracts from NASA grants.
  3. State of New Hampshire Sponsors: We suggest using a 3 to start the state sequence.  The char 3 is clearly recognizable as a number. In general, the 2nd char in this cell (the 3rd char in the fund string) bears some relationship to the state agency name.
  4. NH Executive Department/Office of State Planning: OSP has sufficient volume to warrant its own codification.
  5. Other State Agencies: All miscellaneous state agencies will be coded as 3Z.
  6. Other Sponsors: We suggest using a 4 for these large sponsor groups.  Again, 4 is a clearly recognizable number.   The 2nd char (the 3rd char in the fund string) bears some relationship to the sponsor group name.
  7. New Hampshire Department of Education:  At finance go live, this was indicated by use of 3E as the second and third characters in the fund. Effective 30 June 2004, the coding convention of NHED grants changed from 3E to 3D in order to avoid the WEBI/EXCEL insistence of displaying these grants in scientific notation.  This change affects UNH only as KSC and PSU have not altered their coding conventions.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 024 Banner Fund Matrix

Procedure 02-024 USNH Banner Fund Matrix updated 05/30/2017

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

 

02 - 029 Deficit Fund Balances

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

Campus Chief Financial Officers (CFO's) are responsible for resolving deficits. The USNH Vice Chancellor for Financial Affairs is responsible for monitoring deficits and establishing appropriate deficit spending controls.

1. Definition of deficit spending. Each fund in the USNH general ledger (Banner) is a separate accounting entity with a self-balancing set of accounts for recording assets, liabilities, fund balance (i.e., net assets), revenues, expenditures, and transfers. Each fund has a source of funding, whether it be revenue from external or internal sources, or a transfer of funds from another fund. If the expenditures within a Banner fund exceed the funding sources, a deficit occurs. In other words, a deficit results when the sum of current year-to-date revenues plus the beginning fund balance is less than the current year-to-date expenses. 
2. Deficit spending is prohibited. At all times during the fiscal year, funds must maintain a fund balance of zero or greater. The funding source should be identified, secured and recorded in Banner before expenses may be incurred. To do otherwise would cause the cash balance in the fund to be negative, similar to an overdrawn personal checking account. 
3. Exceptions for deficit spending. Auxiliary enterprise funds may, with proper campus CFO approval, incur temporary deficits during the fiscal year due to the business nature of their operations, i.e., they must often incur expenses before generating revenue. However, auxiliary enterprises must end the fiscal year with a positive fund balance. Internally designated funds may, with proper campus CFO approval, incur temporary deficits during the year provided that the CFO notes when the deficit will be corrected and identifies a specific Unrestricted Undesignated E&G FOAPAL that will absorb any remaining deficit at year end. Restricted sponsored projects and Plant fund capital manifest accounts will typically run deficits since most contracts require USNH to incur costs prior to seeking reimbursement from the agencies. All other funds require specific written permission as defined under section B. below to be in deficit position.
4. Responsibilities regarding deficit spending. Each campus CFO is responsible for assuring compliance with this procedure for all funds at his/her campus. The USNH Controller is responsible for the monitoring and periodic reporting of deficit spending to the Vice Chancellor for Financial Affairs. A periodic report of auxiliary enterprise activities and fund balance is also presented to the Financial Affairs Committee of the Board of Trustees. 

B. DETAILED OPERATING PROCEDURES

This procedure details the establishment of appropriate deficit spending authorization.

1. Unrestricted, undesignated funds (Education/general funds with a U in the second character of the funds code) may be permitted to incur deficits with approval from the campus CFO or higher designee.
2. Auxiliary Enterprise Funds (funds with second character of A) may be permitted to incur deficits with written approval from the campus CFO or his/her designee. 
3. Internally Designated funds will generally be expected to maintain a fund balance of zero or greater. Exceptions may be allowed only when adhering to the following:
 

a. The requesting department will document the purpose of the activity in this fund and the level of deficit being requested.
b. A specific plan as to how the deficit will be eliminated prior to year end will be identified.
c. An Unrestricted Undesignated E&G FOAPAL will be identified that will absorb any open deficit remaining in the fund at year end.
d. The campus CFO authorizes all of the above, in writing, and submits it to the Controller's Office for annual monitoring.

It is the responsibility of the Campus CFO to make certain any outstanding deficit is cleared at year end. Any deficit not cleared by the end of 13th month will be journaled by the Controller's Office to the Unrestricted Undesignated E&G FOAPAL identified in 3.c. above.

4. Restricted current funds, other than gifts and endowment income funds, (P1 and P2 funds) will be permitted to operate at any amount (positive or negative) upon written authorization from the campus CFO or the UNH Sponsored Programs Administration Office. It will be these individuals' responsibility to ensure the prudent management of these funds, in accordance with all USNH policies and procedures. Adequate spending controls should be exercised through Banner budget mechanisms.
5. Plant funds including capital manifest accounts and certain auxiliary renovation/adaption (R&A) projects are allowed to carry temporary deficit balances. Capital manifest accounts are large construction/improvement projects funded by the state. USNH incurs the expense and "bills" the state for reimbursement, so these funds will always be in deficit during the life of the project. Some auxiliary R&A projects, funded by Housing, Dining, etc., must be encumbered prior to the beginning of the fiscal year, and therefore operate in a deficit during those times.
6. All other funds in Banner are not expected to have deficit balances.  These include loan funds, endowment funds, agency funds, and restricted current fund gifts/endowment income funds. Deficits in these fund groups require written approval from the campus CFO or his/her designee. 

02 - 030 Definition of a Banner Organization (ORGN) Code

A Banner Org is literally the institution's organizational structure. To be a Banner Org it more than likely will have personnel costs and be an identifiable organization that would be defined as a department or sub department of the institution.  As an example, a very rough structure for UNH might look something like this.

The Banner ORG may cross funds, and be associated with many aspects in the chart of account. The Banner ORG can be considered the center of the chart of account.

 

Banner supports eight (8) levels of hierarchy for the Org code. At USNH we have adopted a coding convention that uses the first four levels systematically for several reporting and routing purposes. Beyond that, each campus is at liberty to use the remaining levels as they see fit.

The Banner Org code is the primary value that is used to route transactions through approvals. The routing, with very few exceptions, is based on the level-3 org code which will route all dependent orgs to the same approval queue Because of this, changes to org codes at or above level-3 become much or cumbersome to manage.

02 - 031 Organization (ORGN) Level Structure

Banner Organization (ORGN) Code Hierarchy

 

 

Hierarchy Level

     

Description

Level 1

 

Campus

Level 2

 

Vice President

Level 3

 

Director/Dean/BSC

Level 4

 

Organizational Unit

Levels 5 - 8

 

Department designated sub-departments,
Principal Investigators, etc.

 

Level 1 represents each campus. As of this writing, there are 5 level 1 orgs at USNH. These orgs are not data enterable and are primarily used for reporting purposes.

Campus

University of New Hampshire

Plymouth State University

Keene State College

Granite State College

Chancellor's Office

 

Level 2 represents a Vice President or major organization structure.

Level 3 is designed to be the approval level for each department. At UNH this typically is the BSC responsible for the area. At KSC and PSU some additional granulation was required which places their routing at level 4. This is also the level where sub-campuses such as UNHF become identified.

Level 4 through 8 will allow for additional sub-groupings within the organizational units. Some uses of Level 5 through 8 could be for Principal Investigator orgs, programs, and other sub-departmental groupings.

Each of the lower levels is controlled or responsible to the org defined as it's predecessor. Ultimately, all orgs will lead back to one of the level 1 orgs. Approvals routing is based on a combination of level 3 and level 4 orgs.

Further stratification of detail may be obtained through the use of activity codes, rather than additional organizations.

The following questions are intended as guidelines to assist in determining if an entity is an ORG in Banner.

A. Does this unit have both management & personnel? If yes, it could be a Banner ORG.

B. Is this unit considered a department? If yes, it could be a Banner ORG

C. Is this a program that, for accounting/management purposes, requires separate reporting? If yes, it could be a

  • Fund
  • Org
  • Account, or
  • Activity

D. Is this a restricted funding source (i.e. gift/grant)? If yes, then it could be a fund.

E. Is this a group of related expenditures that need to be reported for separately? If yes, it could be an activity.

F. Is this a revenue source (i.e. Biology fee, Admin fee)? If yes, this could be a "revenue" account code.

G. Is this a specific type of expense (i.e. financial aid contingency, bad debts)? If yes, then this could be an "expense" account code or an activity.

 

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

02 - 032 Organization (ORGN) Coding Conventions

General Coding

  • All data enterable orgs will have 6 characters
  • First character represents campus
  • Second character represents campus division
  • Remaining characters assigned by users/campuses/central offices

 

First character = Campus:

Value

     

Campus

U

 

University of New Hampshire - Durham (UNH)

U

 

University of New Hampshire - Manchester (UNHM)

U   University of New Hampshire - School of Law (UNHL)

F

 

University of New Hampshire - Foundation (UNHF)

K

 

Keene State College (KSC)

P

 

Plymouth State University (PSU)

C

 

Granite State College (GSC)

Y

 

Chancellor's Office (SYS)

 

Second character:

For UNH

Value

     

BSC Unit

A

 

Academic Affairs

B

 

College of Life Sciences and Agriculture

C

 

College of Liberal Arts

D

 

College of Engineering and Physical Sciences

E

 

Peter Paul College of Business and Economics

F

 

College of Health and Human Services

G

 

Central Administration

H

 

UNH School of Law

J

 

Student Affairs

K

 

Computing and Information Systems

L

 

Library

M

 

UNH Manchester

Q

 

Business Affairs

R

 

Research and Public Service

S

 

Intercollegiate Athletics

T

 

Facilities

U

 

Institutional

X

 

Cooperative Extension

Z

 

Institute of Earth, Oceans and Space (EOS)

 

For KSC

 

Value

     

Department/Area

 

A

 

Academic Affairs

 

D

 

Financial Aid

 

E

 

Executive

 

F

 

Finance and Planning

 

G

 

General Institutional

 

H

 

Arts and Humanities

 

J

 

Athletics

 

L

 

Library

 

P

 

Professional and Graduate Studies

 

R

 

Student Affairs and Enrollment Management

 

S

 

Sciences

 

T

 

Physical Plant

 

For PSU

Value

     

Department

A

 

Academic Affairs

B

 

Administrative Services

C

 

College Relations

F

 

Financial Management

G

 

General Institutional

H

 

Intercollegiate Athletics

I

 

Graduate Studies & Community Outreach

P

 

President

S

 

Student Affairs

T

 

Student Activities Accounting


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 036 Definition of a Banner Account (ACCT) Code

What is a Banner Account?

  • Account is the first "A" in FOAPAL -- "the set of elements that defines an accounting string in Banner".
  • It is a 6 character alpha-numeric code.
  • It is used to identify assets, liabilities and fund balances as well as revenue, expense and transfers activities.
  • It is also used as a mechanism for budget controls similar to an appropriation unit.
  • Account codes are shared across USNH, there is no need to have department or campus specific account codes as there is with funds and orgns.
  • It can have one of three data-entry codes:

Y

Any transaction type may use this code

B

Can only be used with Budget transactions

N

Does not allow any transactions of any type.

  • All data-enterable account codes are 6 characters long

    • Account has four levels of hierarchy built into the structure. Each level of the hierarchy is distinguishable by the number of characters in the code.

         

Level

# of Characters Example
One 2 71
Two 3 711
Three 4 7111
Four 6 711100
  • Account also has attributes that can be related to the codes for reporting flexibility. See Procedure 02-054 for a list.

What does the Account represent?

These codes represent accounting classifications used to ensure consistency of budget and actual activity across all units;

  • Examples of balance sheet account codes

    • Assets

      • Cash

      • Investments

      • Receivables

      • Pre-paids

      • Equipment

      • Buildings

    • Liabilities

    • Fund Balance

  • Examples of revenue account codes

    • Tuition

    • Fees

    • Financial Aid

    • Other Income

  • Examples of expenditure account codes

    • Personnel

    • General Expenditures

      • Supplies

      • Travel

      • Non-Capital Equipment

  • Examples of transfer account codes

    • Mandatory Transfers - In

    • Non-Mandatory Transfers - In

    • Mandatory Transfers - Out

    • Non-Mandatory Transfers - Out

Questions to ask before requesting a new Account:

Is the activity considered a revenue, expense, transfer, asset or liability? If yes, it is probably an Account.

Account codes should NOT be campus or department specific, instead those would use Activity codes.

Account codes are established infrequently and typically at the request of central offices working in cooperation with the campuses.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 039 Account Coding Conventions

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 043 Inter-fund Transfers - Mandatory

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement defines a mandatory transfer and provides specific procedures for processing mandatory transfer transactions in Banner.

1. Definition of a mandatory transfer. See Procedure 2-044, Inter-fund Transfers, Non-mandatory, for the definition of an non-mandatory inter-fund transfer.

a. Mandatory transfers arise out of binding legal agreements. They are required transfers of resources to other funds for the purpose of meeting these legal agreements. Examples include:
b. Transfers to Plant funds due to legal obligations specified in bond resolutions or indenture agreements, and Transfers to Plant funds for payments on capital leases (see Procedure 8-115, Leases and Rental Agreements.)

B. DETAILED OPERATING PROCEDURES

Generally it is not recommended that a mandatory transfer be created outside the Controller's Office. Please contact the USNH Accounting Services if you have any questions regarding new transactions which may require mandatory transfer codes.

1. Responsibility for recording mandatory transfers. The Controller's Office generally handles mandatory transfers for bonded debt service. Lease payments are generally initiated by departments directly. It is the department's responsibility to properly record payments as an operating lease expense or a capital lease mandatory transfer, after consultation with the USNH Accounting Services (see Procedure 8-115, Leases and Rental Agreements.) Persons responsible for entering and authorizing mandatory transfer transactions are also responsible for using proper Banner account codes.

2. Reporting requirements. Generally Accepted Accounting Principles (GAAP) require that all funds expended for repayment of debt related to property and equipment (including capital leases) be recorded as expense in the Plant fund. The source of funds for the payment of principal and interest is through normal current fund operations. The movement of these funds to Plant funds from Current funds for this purpose is a mandatory transfer. Mandatory transfers are reported separately from operations and non-mandatory transfers in the campus. These transactions are required by GAAP to be separate line items in calculating changes in fund balances. The financial statements required for monthly, quarterly and annual reporting in accordance with GAAP are totally dependent on the proper coding of inter-fund transfer transactions in Banner.

3. How to read the transfer code listing The proper codes are determined by the purpose of the transfer. Locate the purpose on the table. The account code listed under the first column labeled "DEBIT ACCOUNT CODE" is the  code you will use for the debit side of the entry. The account code listed under the second column labeled "CREDIT ACCOUNT CODE" will be used for the credit side of the entry - REGARDLESS OF THE FUND AFFECTED.

4. All entries for transfers must balance. Mandatory transfer debits must equal mandatory transfer credits and all lines must be valid mandatory transfer codes. The exception to this rule is capital lease payments generated by departments on INVs. The INV debits a valid mandatory transfer code and credits cash because it is generating a check. The credit side of the transfer code and the debits in the Plant fund will be recorded by the Controller's Office on a quarterly basis.

5. Banner documents to use for mandatory transfers. Most inter-fund transfers are processed on a JV document in Banner. Exceptions to this rule are mandatory transfers for debt service and capital lease payments, which can be processed on a INV.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 044 Inter-Fund Transfers - Non-Mandatory

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This procedure describes the purpose of an inter-fund transfer and defines non-mandatory as opposed to mandatory transfers (see Procedure 02-043, Inter-Fund Transfers - Mandatory). Inter-fund transfers are subject to certain restrictions imposed by Generally Accepted Accounting Principles (GAAP). Finally, this statement provides specific procedures for processing non-mandatory transfers in Banner.

1. Definition of an inter-fund transfer. An inter-fund transfer is an accounting transaction which moves fund balance (reserves) from one fund to another fund. By definition, transfers cannot occur within the same fund. There is never a net economic impact on USNH as a whole due to a transfer, since the transaction is entirely between funds. There is no external cash involved. A transfer does not increase or decrease total USNH revenues or expenses. Except for those transactions processed monthly on recurring feed entries made by central offices (for example, internal borrowing and debt service repayments, etc.), transfers should not be routine transactions. Fund accounting is the practice by which resources are maintained in separate fund accounts to provide proper stewardship over the resources entrusted to administration. If transfers among funds are routine, it means either stewardship is lacking or the funds were not properly established or budgeted.
2. Mandatory versus non-mandatory transfers. Transfers are classified as either mandatory (see Procedure 02-043, Inter-fund Transfers - Mandatory) or non-mandatory.

Non-mandatory transfers are authorized only by the governing board or administration. Unlike mandatory inter-fund transfers, there is no legally binding requirement to make the transaction. Examples include:

a. Transfers to a Plant fund for purposes of renovating or constructing fixed assets.
b. Transfers by campus central offices in support of departmental initiatives.
c. Transfers to internally designated funds to support research projects of new faculty members.

B. DETAILED OPERATING PROCEDURES

1. All inter-fund transfers must be approved by the Accounting Services department of the USNH Controller's Office as detailed below:

a. Transfers to or from an Unrestricted Undesignated Educational and General (E&G) fund and any other fund require prior approval from the Campus CFO or his/her designee, unless:

i. the transfer was part of the original budget as approved by the Trustees, or
ii. the transfer is of a type which has received previous blanket approval from the Trustees, or
iii. the transfer is to fund a grant cost sharing commitment made at the time the award is accepted, or
iv. the transfer is from Unrestricted, Undesignated E&G to Internally Designated funds for Indirect Cost Revenue credited to the account of specific Principal Investigators (PIs) for future competitive research initiatives, or
v. the transfer (or the aggregate of similar transfers) is less than $50,000.

b. Transfers to Quasi Endowment funds require USNH Treasurer approval for amounts up to $1,000,000 and Financial Affairs Committee approval for amounts over $1,000,000.  In addition all transfers out of Quasi Endowment funds require trustee approval. 
c. Transfers from Internally Designated or Auxiliary Enterprise funds to Plant funds require campus CFO written approval unless include in the approved Original All Funds Budget (OAFBUD) for the year. Transfers to Plant for annual campus Renovation and Adaption (R&A) costs, if part of the original approved budget, are exempted from CFO approval.
d. Transfers to or from Restricted Current funds or True Endowment funds generally cannot be made. Please contact the USNH Controller if you feel such an transactions is warranted.

2. Transactions which are not transfers.

a. Budget moves are not accounting entries at all. When additional budgeted funds are required in a Banner account and are being used from another account within the same fund, this is a budget move, not an inter-fund transfer. The current budget and spending authority is modified through journal vouchers using budget class codes.  Increases and decreases in expense or revenue budgets within undesignated, unrestricted current educational and general funds do not usually require funds to be transferred by Accounting Services. If an inter-fund transfer is required in these cases, the USNH Budget Office or Campus Finance Office handles the budget move and the Controller's Office handles the inter-fund transfer.
b. Internal allocations (Internal Vouchers). These are instances where the actual expense incurred is shared by more than one department, fund or campus. In these cases, all costs are paid to vendors from one account to manage the cost of operating the department, project or event. Then periodic (usually monthly or quarterly) accounting entries are made to allocate the costs to the department benefiting from the expense. Examples of this type of activity are telecommunications, administrative service charges to auxiliary enterprises, and facility service support charges to auxiliaries. Transfer codes are not needed for internal allocations. Instead, the 76 series of account codes are used for both the debit and credit so the integrity of total USNH expenses within each expense grouping may be maintained.
c. Purchases with multiple sources of funding. Occasionally, departments charge an entire purchase to one fund, planning to recoup a portion of the cost from other funds at a latter date. When this accounting entry occurs, it is an allocation of costs not a transfer. It should not be accomplished with transfer codes. Instead, the journal entry (JV) should debit and credit the appropriate expense object code as charged on the original purchase order (PO) or invoice (INV). The PO/INV should be referenced on the JV either in the description field or in the document reference number field. This method should be used only in circumstances where it is not possible to charge each source directly on the original PO/INV.

It is far more preferable to charge the specific FOAPAL of the source(s) of the funds on the PO when the item is initially ordered. There can be multiple funds referenced including both restricted and unrestricted funds on a single PO. By charging the specific FOAPAL on the original PO/INV, USNH's fiduciary responsibility for the proper management and use of funds is more easily proven since payments to vendors for specific purchases can be readily seen by reviewing the Banner online invoice distribution accounting form (FAAINVE). By charging another account initially, the transaction trail is more difficult to follow.
3. Reporting requirements. Transfers are reported in summary and in detail as part of the year end financial audit work papers.  All reporting on inter-fund transfers is dependent on the proper coding of inter-fund transfer transactions in Banner. These transactions can materially misstate fund balances classifications if not coded correctly in Banner. Therefore, careful attention to the detailed operating procedures which follow is required.
4. How to use the transfer code listing. The proper codes are determined by the purpose of the transfer. Locate the purpose in the title of the account code. The "revenue credit account code listed under the first column labeled "ACCT CODE" under the title "Transfers In (Credit)" is the account code you will use for the credit side of the entry. The account code listed under the fourth column under the heading "Transfers Out (Debit)" labeled "ACCT CODE" will be used for the debit side of the entry - REGARDLESS OF THE FUND AFFECTED.

Example: Assume a transfer is needed from the General funds to Plant funds to help fund a major new construction project. The purpose of the transfer is to fund a capital project. The correct codes are:

For Capital projects not R&R 

Debit - 8O1039 Credit - 8I1039

The JV should debit the account code 8O1039 and credit the appropriate plant fund using account code 8I1039.

5. Proper supporting documentation. As with all documents to be processed through Banner, proper supporting documentation is essential. This is especially true for inter-fund transfers since approvals are centrally held. To process the document as quickly as possible, all information a reader of the document should reasonably need to know to authorize this document should be included in the document text field or attached to the document through the Banner Document Management System. Simply put, proper supporting documentation means adequate (but not excessive) relevant documentation (e.g., document text, calculations, report totals, external invoices, contracts, etc.) that explains the transaction so an uninformed reader can understand the transaction.
6. All entries for transfers must balance. That is, the transfer debits must equal the transfer credits and all the lines must be valid transfer codes.
7. Banner documents to use for non-mandatory transfers. All non-mandatory transfer documents, except those processed as part of an automated Banner feed, should be prepared and entered into Banner via a JV document using a rule code beginning with JE. A non-mandatory transfer is not an original receipt of funds, therefore it should not be on a CR (Cash Receipt class code). Nor is it a legitimate expenditure, therefore it should not be on any kind of a purchasing or payment document.
8. Processing time required. Transfer transactions require time to secure approvals before they can be posted within Banner. This can only occur when these procedures are followed and proper documentation accompany the document. Omitting documentation of approvals outside of Banner or relevant documentation will slow the approval process. Please allow enough time. To facilitate the processing turnaround time required on these documents the following should be addressed prior to forwarding the documents to the Controller's Office:

a. Make sure there is sufficient available fund balance to process the document.
b. All supporting documentation must be attached. (See B.5 above)
c. All required approvals have been secured and documented in the available text fields. (See B.1 above)


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 045 Definition of an ACTV Code

Definition of a Banner Activity (ACTV) Code

An Activity is the second "A" in FOAPAL - - the set of elements that defines an accounting string in Banner.

It is a 6 character user-defined alpha-numeric code.

The Banner Activity is used to aggregate revenues or expenses across funding sources by related purpose for reporting that cannot be captured in other elements of the FOAPAL. It is typically used to account for special activities or events.

It is possible to budget at the activity level, but spending is not controlled at this level.

The creation, use and maintenance of Banner Activity codes is decentralized, allowing users to add Activity codes as needed by directly updating the table in Banner.

Questions to ask to determine whether an Activity:

If the answer is "Yes" to one or more of the following, Activity will more than likely be needed-

  • Is activity relatively simple or not ongoing?
  • Is activity minimal?
  • Are there little or no payroll expenses?
  • Is little management required by the activity?
  • Is activity an internal designation rather than an external designation such as a gift?
  • Is the user trying to report on activity not already recorded in other elements of the FOAPAL? For example, segregating a travel budget by faculty member?
  • Is activity related to a conference, workshop, event or function?

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 046 Activity (ACTV) Coding Conventions

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 048 Definition of Attributes in Banner

What is the purpose of this document?

The purpose of this document is to outline the definition, structure, and format of the attribute reporting solution designed by USNH and SCT and the implementation of that solution across the FOAPAL elements at USNH.

What is an Attribute?

An attribute is an alphanumeric field associated with individual values of an element of the FOAPAL string.  They exist to provide flexibility in reporting data from the financial system.  Attribute values can be attached to individual FOAPAL element values to tag them as belonging to a particular category.  Financial reports are run for selected attribute values.  The attributes collect the data in a variety of meaningful ways. 

Attributes are attached to FOAPAL element values and therefore are not associated with detailed transactions.  Banner neither supports use of attributes as a control or data entry restriction nor are there any on-line forms associating attributes with transaction data.  Attributes solely support the reporting environment.

Attribute Definitions

Attribute Type - A reporting component that supports grouping of data in some  meaningful way.  The assignment of the values within a type should all bear similar characteristics supporting some logical grouping or totaling function.  Some attribute types may collect data that can be used for multiple reporting processes.

Attribute Set - Is designed to collects attribute types together in a manner that facilitates the assignment of new FOAPAL elements.  For example, a new fund at KSC would be assigned attribute values for all attribute types in the USNH and KSC sets.

Sets are not in use at USNH. 

Attribute Value - Represent all the possible values that could be assigned to a FOAPAL element for each Attribute Type. For example:

Attribute Type Attribute Value
Type Value Description Value assigned Description
FDIVRCM
Fund Attribute: for Division or RC Unit
UNHB
UNH COLSA
UNHD
UNH CEPS
KSCE
KSC Executive
KSCA
KSC Academic Affairs

Ownership

Attributes exist to meet both central and departmental reporting needs. Many attribute types will be used by a variety of both user types.

All attributes are established and maintained centrally.  Attribute types are defined through collaboration between central, campus and departmental stakeholders. When a new type is created it is assigned a "steward" or owner.   The steward is responsible for defining individual values to the attribute and endorsing any future changes to the values. Initial assignment or changes to values assigned on individual FOAPAL elements can be requested by either the party responsible for the FOAPAL element, i.e. the fund manager for the fund, or the steward of the Attribute Type.

For example, an attribute type for a NCAA report is developed jointly between central, campus and Athletics staff and established in Banner.  Someone in Athletics, at UNH this could be the BSC Manager, would then have the responsibility for defining the attribute values and initially assigning the values to the appropriate FOAPAL element. Once completed, the data is sent to Banner Finance Production at USNH Financial Services - FAST, to be updated in Banner.

  1. A reporting need expected to require attributes should be submitted to the campus Business Office or VPFA office for evaluation and approval. The request will be reviewed by campus and central staff to verify there is not already a solution in place that will meet the need.
  2. The Campus Business Office will forward the request to FAST at Banner Finance Production.
  3. FAST will review the request for a new type.
  4. If approved, the process outlined above will be used to establish the attribute.

Other Issues

  1. We will not cross FOAPAL elements within the same Attribute Type.  For example, if we need campus associated with both fund and org, we will create one attribute type called FCAMPUS to be associated with fund and a different attribute type called OCAMPUS to be associated with org.  While Banner supports attributes being used for multiple FOAPAL elements, at USNH the use of each attribute type will be restricted to one of the FOAPAL elements in an attempt to simplify the system and increase end user understanding.
  2. We will avoid creating attribute types that replicate existing FOAPAL hierarchy functionality which Banner and our reporting environment already leverage.  For example, there is no need to specify an attribute for expense budget pools because we can use a report based on Account Level 2 for this purpose.  Likewise, the Org hierarchy lends a lot of flexibility to reporting based on various levels of responsibility.

Banner Forms

FTMATTT - Attribute Type Maintenance Form - where the attribute types.  Types are associated with the FOAPAL elements. 

FTMATTV - Attribute Value Maintenance Form - where you define the values for the attribute types.  In essence you are creating a pick lists of acceptable values.

FTMFATA - FOAPAL Attribute Assignment Form - where can assign attributes to FOAPAL elements.  Can also do through each elements individual form such as FTMFUND, FTMORGN, etc.

 

Other Forms

FTMATTS - Attribute Type Set Maintenance Form - attributes can be grouped into sets. The FTMATTS form is used to define the sets of attribute types. 

FTMCOAS - Chart of Accounts Code Maintenance Form - You must define on the FTMCOAS form, by FOAPAL element, if you will use sets.  For instance, you can mandate the use of sets for the Fund element but not the Account.

FTIFATA - FOAPAL Attribute Association Query Form - allows users to query by FOAPAL element or attribute type associated values.

FTQATTS - Attribute Type Selection Form - is used in FTMFATA form to show types assigned to FOAPAL elements.

The FOAPAL validation forms (FTVFUND, FTVORGN, etc.) were changed to provide an assign attributes option. 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

02 - 049 Coding Conventions for Attribute Types

General Coding

The first character of each attribute type will reflect the FOAPAL element it is associated with. This is applied consistently as follows:

First Character FOAPAL Element
F
F und
O
O rganization
A
A ccount
P
P rogram
T
ac T ivity
L
L ocation

The Activity code begins with an A as does the Account code. To date, there has not been a need identified to construct an attribute associated with the Activity code. As the Account code is a significant user of the attributes - the A was retained for the Account code and T annexed for the Activity code

Attribute types have values which are associated with individual FOAPAL elements. This includes all elements of the FOAPAL as well as Fund Types and Account Types. USNH has not yet exercised the use of coding attributes to the types, but it is available for future use.

The remaining 7 characters are not prescribed. In general, numbers or alpha characters have been used that will support some sort of visual identification as to the type's purpose. For example; FCAMPUS is an attribute type used for the Fund and indicates which campus the fund belongs to. Other than that - the choice of code structure is open to the requestor.

The Attribute types themselves are not hierarchical. However, through careful coding and use in programs, USNH has used many of these as hierarchical grouping and totaling mechanisms.

As and example, the fund attributes FCAMPUS, FGRPMAJ, and FGRPMIN are all individual fund attribute types. With careful coding these three attribute types along with their related values assigned to the appropriate elements can create a report that will sub-total or group funds.

  • Campus - FCAMPUS Value
    • Highest level of Fund Type - FGRPMAJ Value
      • Next level of Fund Type - FGRPMIN Value
        • Finally a listing of the funds within these groupings

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 050 Coding Guidelines for Attribute Values

Attribute Values General Coding

The attribute value is 8 characters long. Any number of these characters may or may not be used - at the discretion of the creator. The description associated with the value is 50 characters long, this is what will be printed on a report when this attribute type and value are used.

There are several guidelines to consider as one builds values for their attributes.

  • Sorting
    • The attribute values will be what is sorted in the report. The user-friendly title related to the value will be printed, but the value is what is sorted.
    • When it is important that some value appear before another in a report, the values must sort that way or the report will not appear as desired.
    • The reporting uses an alpha-numeric sort, with numbers sorting before letters
    • Recommendation: use the first two characters of the value code as being numeric - then the remaining 6 characters to identify the value's purpose at your discretion.
    • Include a leading "0" when referencing single digit numbers. This will keep the sorting in proper order
    • Example:
      • 05SOMETH
      • 10SOMEEL
      • 15EVERMR
      • 20ATTOP2
  • Leave room for expansion
    • When initially creating values - leave gaps in the numbering so that future needs may be met without significant effort.
    • Begin numbering at "05xxxxxx" or "10xxxxxx" and continue in increments of 5 or 10 respectively. When there is a need for an intervening value there are available numbers that will keep the report sorting correctly
    • If you have a type with a large number of values - you may want to use the first three characters for the number fields and the last five to identify the purpose
    • Example:
      • 005SOMET
      • 010SOMEE
      • 015EVERM
      • 020ATTOP
  • Other Existing conventions
    • Maintain the use of existing conventions described elsewhere when codification involves campus or department identification
    • Such as:
      • Campus indicators of 1, 5, 6, etc.
      • Campus letter indicators of U, P, K, Y etc.
    • See
      • Procedure 02-022-USNH General Coding Conventions for FUND
      • Procedure 02-032-Organization (ORGN) coding Conventions
  • Include "ZZNOTAPP" as a value that can be assigned to elements which are not to be included in your report.
    • The "ZZ" at the front will typically sort below anything else that has values which will include anything with these values in the report, but will confine them to the very bottom of the report until properly classified.
    • Doing this makes it possible to determine when there are elements that do not yet have values assigned.

The attributes provide significant flexibility and control over how a report can be generated. Proper coding of the values related to the types is critical to achieving the desired reporting outcomes.

Example

The example below helps to demonstrate the utility of the codes as well as the need to carefully code each type-value combination to each FOAPAL element.

In the following example, using the

Attribute Type Color Coding
FCAMPUS Blue
FSUBCAMP Green
FDIVRCM Light Red

 

FCAMPUS, FSUBCAMP and FDIVRCM types and the values assigned to the funds - a tiered report can be created and would also support subtotals for dollars at each level.






Attribute Type - Color Coding FCAMPUS FSUBCAMP FDIVRCM
UNH - Durham, UNHF, Manchester and UNH Law,
UNH (1)
 
 
 
UNH Durham
UNH (1)
UNHD (1D)
 
 
 
Academic Affairs
UNH (1)
UNHD (1D)
UNHAA (1A0)
 
 
College of Liberal Arts
UNH (1)
UNHD (1D)
COLA (1C0)
 
 
General Administration
UNH (1)
UNHD (1D)
CAdmin (1G0)
 
 
 
 
 
 
UNH Foundation
UNH (1)
UNHF (4F)
 
 
 
UNH Foundation
UNH (1)
UNHF (4F)
UNHF (4A0)
 
 
 
 
 
 
UNH at Manchester
UNH (1)
UNHM (1M)
 
 
 
 
 
 
 
UNH Law School
UNH (1)
UNHL (1H)
 
 
 
 
 
 
 
Plymouth State University
PSU (6)
 
 
 
Plymouth State University
PSU (6)
PSU (6P)
 
 
 
Academic Affairs
PSU (6)
PSU (6P)
PSUAA (6A0)
 
 
Administrative Services
PSU (6)
PSU (6P)
PHYPLNT (6B0)
 
 
College Relations
PSU (6)
PSU (6P)
UNIVREL (6C0)
 
 
Financial Management
PSU (6)
PSU (6P)
FINMGT (6F0)
 
 
General Institutional
PSU (6)
PSU (6P)
GENINST (6G0)
 
 
Intercollegiate Athletics
PSU (6)
PSU (6P)
ATHL ()
 
 
Grad Studies & Comm Outreach
PSU (6)
PSU (6P)
OUTRCH ()

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 052 Fund Related Attributes

Fund Attributes:

USNH currently has 25 attribute types defined for FUND grouping.  Each is designed to support a specific type of reporting or grouping, although any user may incorporate any of these into their own reports.   




Type Code Description Steward Purpose
FBIGBOOK Big Book Subtotals USNH Financial Services Financial Statements
FBS23L1 Grouping for Combined Balance Sheet- Highest Level USNH Financial Services Financial Statements
FBS23L2 Grouping for Combined Balance Sheet - Second Level
(this is coded in a way to be a child of the FBS23L1)
USNH Financial Services Financial Statements
FBSC BSC
(has not been maintained)
UNH Finance & Administration Groups the funds by BSC responsible unit
FCAMPUS Campus Fund USNH Financial Services Financial Statements
FDIVRCM Division or RC Unit UNH Finance & Admin (for BSCs)
each of the other campuses should they choose to use this element
Identifies funds associated with each of the RCM units at UNH or major departments at the campuses
FGARRA ARRA Funding Indicator UNH Sponsored Programs Administration Provided to support the additional reporting requirements for American Recovery and Reinvestment Act Reporting
FGCAT Sponsor Hierarchy: Category UNH Sponsored Programs Administration Groups grant funds into distinct categories
FGGROUP Sponsor Hierarchy: Group
(this is coded in a way to be a child of the FGCAT)
UNH Sponsored Programs Administration Groups of grant funds breaking down the categories in smaller segments
FGIFT1 Gift Funds
(has not been maintained)
UNH Finance & Admin Gift reporting
FGIFT2 Gift Funds Detail
(has not been maintained)
UNH Finance & Admin Gift reporting
FGIFT3 Gift Funds by Department
(has not been maintained)
UNH Finance & Admin Gift reporting
FGP1TYPE P1 Type UNH Sponsored Programs Administration Grouping for Grants by type of award
FGRPMAJ Fund Group Major USNH Financial Services Highest level of fund type for financial reporting
FGRPMIN Fund Group Minor
(this is coded in a way to be a child of the FGRPMAJ)
USNH Financial Services More detailed fund type reporting
FGSOF Sponsored Projects Source of Funds UNH Sponsored Programs Administration Source of grant funds or agency reporting
FPAU Fund by PAU USNH Budget Office Group funds for state reporting
FPROJGRP Projections USNH Financial Services Groups like funds for projection purposes
FPSCPLNT PSU Physical Plant
(has not been maintained)
PSU Finance & Admin  
FPSUDEPT PSU Department Owner PSU Finance & Admin  
FSUBCAMP Sub-campus Fund USNH Financial Services Used to break out data within campuses
FT2BOTAC BOT Activities Report Grouping USNH Financial Services Groups find types for BOT reporting for Campuses
FT2EXSUM Executive Summary Fund Type Grouping USNH Financial Services  
FUNASCHD Net Assets - Unrestricted - BOT USNH Financial Services Groups find types for BOT reporting for Campuses
ZSECURE Secure - to support UM security FAST Not for reporting - used with Unimarket

If a user has need of any additional Values for any of the attributes noted above, the Steward of the attribute should be consulted. If that is not possible, there may be need for a new Attribute, see Procedure 02-051 - Establishing a New Attribute.

For a list of Values available for each of these items - please see Appendix F.

02 - 053 Orgn Related Attributes

Orgn Attributes

Type Code Description Steward
OCAMPUS PBCS Campus Entity-Campus USNH Financial Planning & Analysis (formerly USNH Budget)
ODIVRCM Div or RC Unit by org UNH Finance & Admin
OPBCSDIV PBCS Campus Entity-Division USNH Financial Planning & Analysis (formerly USNH Budget)
OPBCSPAR PBCS Campus Entity-Parent USNH Financial Planning & Analysis (formerly USNH Budget)
OPSUFUNC PSU Org Functions PSU Finance & Admin
OSUBCAMP PBCS Campus Entity-SubCampus USNH Financial Planning & Analysis (formerly USNH Budget)

If a user has need of any additional Values for any of the attributes noted above, the Steward of the attribute should be consulted. If that is not possible, there may be need for a new Attribute, see Procedure 02-048, Definition of Attributes in Banner.

For a list of Values available for each of these items - please see Appendix G.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 054 ACCT Related Attributes

Type Code

Description

Steward

Purpose

Status

AAZFUNDS

Month End P&L Reports

UNH Business Affairs

Departmental Financial Reporting for UNH Business Affairs area​

Active

ACHGREST

Statement of Changes in Restricted Funds

USNH Financial Services

USNH and Campus Statement of changes in restricted funds​

Active

ACRFBAL

Current Restricted Fund Balance Categories

USNH Financial Services

USNH and Campus financial statements - Current Restricted Funds - Fund balances​

Active

ACTVSDET

Activity Statement Detail - BOT

USNH Financial Services

Provides detail of activity for Board reporting requirements ​

Active

ACTVSTMT

Activity Statement - BOT

USNH Financial Services

Provides detail of activity for Board reporting requirements ​

Active

ADINDET

UNH Dining Detail

UNH Business Affairs

Departmental financial reporting specifically designed for UNH Dining Services​

Active

ADINSUM

UNH Dining Summary P&L Reports

UNH Business Affairs

Departmental financial reporting specifically designed for UNH Dining Services​

Active

AFNETAST

UNHF GASB 35 Net Assets

USNH Financial Services

UNH Foundation GASB 35 - Statement of Net Assets​

Active

AFRINGE

Fringe Benefit Pool

USNH Financial Services

USNH Financial Reporting for Fringe Benefit pool to assist in maintaining and determining the USNH fringe rate​

Active

AFSRECNA

UNHF GASB 35 P&L

USNH Financial Services

UNHF GASB 35 - Statement of Changes in Net Assets​

Active

AFUNCGRP

Natural Grouping for Functional Reports

USNH Financial Services

 

Active

AGROUP

Major Account Grouping

USNH Financial Services

Highest level of Account Code summary - by design and coding convention, AGRPMIN should roll up under this attribute.​

Active

AGRPMIN

Account Group Minor for P & L

USNH Financial Services

Account code summary - by design and coding this attribute rolls up to AGROUP​

Active

AGRT110

Expense Summary A110 Budget Control Reporting

UNH Office of Sponsored Program Administration

A110 Reporting requirements - Expense summary Budget control reporting​

Active

AGRTNHED

Expense Summary for NHED Budget Control Reporting

UNH Office of Sponsored Program Administration

NHED Reporting requirements - Expense summary Budget control reporting​

Active

AGRTPROF

Grant Profile

UNH Office of Sponsored Program Administration

Enables reporting for Grants in support of the PI operational needs​

Active

ARCMPL

RCM Profit and Loss Statements

UNH Finance & Admin

UNH RCM Profit and Loss Statements

Active

ARCMPL2

RCM Profit and Loss Subtotals

UNH Finance & Admin

UNH RCM Profit and Loss Statements - rolls up to ARCMPL​

Active

ATRTBEN

USNH Trustee Report Detail Lines w/ Benefit Level

USNH Budget Office

USNH Board of Trustee reporting for Salary Budgets​

Active

ATRTJOB

USNH Trustee Report Detail Lines w/ Position Type

USNH Budget Office

USNH Board of Trustee reporting - Position Budget​

Active

ATRTSUB

USNH Trustee Report Major

USNH Budget Office

USNH Board of Trustee Budget reporting - Consolidated Budget​

Active

ATRUSTEE

USNH Trustee Report Detail Lines

USNH Budget Office

USNH Board of Trustee Budget Reporting - Detailed Budget report​

Active

AUNADEBT

Debt grouping for UNA Debt Ratio

USNH Financial Services

 

Active

AUNETAST

USNH GASB 35 Net Assets

USNH Financial Services

USNH Consolidated GASB 35 Statement of Net Assets​

Active

AUSALCAT

Salary Category

USNH Financial Services

USNH management reporting - salary expense by category​

Active

AUSRECNA

USNH GASB 35 P&L

USNH Financial Services

USNH Consolidated GASB 35 Statement of Changes in Net Assets​

Active

AATHLTCS

Athletics Reports

UNH Athletics

Developed for NCAA reporting

Available - Not maintained

ZSECURE

Secure - to support UM security

FAST

Non-reporting attribute used for security and classifications with eProcurement via Unimarket

Banner Baseline - DNU

 





The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 060 Unallowable Costs per Uniform Guidance

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy explains the handling of Uniform Guidance defined unallowable costs in the accounting system. Costs that are disallowed by USNH financial and administrative policies are addressed in Chapter 8, Business Expenditures, of this Financial and Administrative procedures Manual.

1. Definition: Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, commonly called Uniform Guidance, defines those costs that are allowable and which are unallowable. The tests of allow ability under these principles are: (a) the costs must be reasonable; (b) they must be allocable to sponsored agreements under the principles and methods provided herein; (c) they must be given consistent treatment through application of those generally accepted accounting principles appropriate to the circumstances; and (d) they must conform to any limitations or exclusions set forth in these principles or in the sponsored agreement as to types or amounts of cost items. Unallowable items fall into two categories: expenses which are by their nature unallowable (e.g., alcohol), and unallowable activities (e.g., fund raising).
2. Why is an Unallowable Costs Policy Necessary? Uniform Guidance defines which costs may be charged as direct costs to federal programs as well as which costs may be included as Facilities and Administrative (F&A) costs (indirect costs). Since USNH engages in federally sponsored programs, all institutional costs must comply with Uniform Guidance.

Uniform Guidance requires USNH to maintain an accounting system that properly captures and eliminates from our F&A cost proposal all unallowable costs. Since all department expenditures are a part of the F&A cost rate calculations, it is important that all staff understand and consistently follow this policy.
3. Guidelines on the proper handling of Uniform Guidance Unallowable Costs: Non-employment Advertising, Bad Debts and Legal Costs must be charged to specific account codes as described insection B.1. Alcohol is an expense that is allowed only on specific accounts (see section B.1.). In addition, the activities listed in section B.2. have predefined FOAPAL's that were established to specifically account for these activities. All such activities must be in one of these FOAPALS and should not be charged to other kinds of accounts. Directly associated costs must be captured as well. A directly associated cost is any cost which is generated solely as a result of the incurrence of another cost, and which would not have been incurred had the other cost not been incurred.
4. Responsibility: Responsibility for following these guidelines lies with project directors; department chairs; and administrators charged with the financial oversight of the campuses, colleges, schools, and divisions. Sponsored programs administration offices at each campus, the USNH Controller's Office and other administrative offices are responsible for guidance, training and insuring compliance through periodic reviews. Questions on the allowability of costs should be directed to sponsored programs administration offices at each campus. As questions on allowability of certain costs can require interpretation and judgment, departments are encouraged to ask for assistance in making those determinations.

B. DETAILED OPERATING PROCEDURE

1. Unallowable Expenses: Unique object code ranges have been assigned to properly track and eliminate specific types of expenses that may not be charged to federally sponsored agreements, either directly or indirectly. The one exception is alcohol, which is authorized only on specific accounts.

a. Advertising (Non-Employment), Selling and Marketing Expense (account codes 71C0%): These are costs of selling and marketing any products or services of the institution to the public. This includes radio, television and newspaper marketing costs associated with campus student recruitment. It also includes posters and pamphlets for recruiting graduate students, per Uniform Guidance §200.421. The only allowable advertising costs are those which are solely for recruitment of personnel, the procurement of goods and services, or the disposal of scrap and surplus materials, and program outreach and other specific purposes necessary to meet the requirements of the federal award. Further guidance is contained in Procedure 8-002, Advertising.
b. Bad Debts and Collection Costs (account codes 71C3%): Per Uniform Guidance §200.426, any losses (whether actual or estimated) arising from uncollectible accounts and other claims and related legal and collection costs are unallowable.
c. Legal Expenses & Settlements, Fines and Penalties (account code 71C400): Per Uniform Guidance §200.435 and §200.441, all legal, settlement, and fine expenses (including the costs of legal, accounting and consultant services incurred in connection with any criminal, civil, or administrative proceeding commenced by the Federal, State, local or foreign government) are unallowable.
d. Alcohol for consumption: While alcohol is an item of expense, a separate object code range has not been established. Only specifically identified accounts (approved by the applicable campus president) may incur costs for alcohol, per Uniform Guidance §200.423. Further guidance is contained in Procedure 8-003, Alcohol.

2. Unallowable Activities: In addition to the account codes used to track unallowable expenses noted above, specific FOAPALs are used to track the costs of activities that may not be charged to federal programs. Some of these activities are explicitly unallowable under other USNH policies (see cross-reference below). Other items, such as alumni activities or public relations, are entirely appropriate and permissible activities of USNH. However, none of these costs are allowable for the purpose of calculating indirect costs based on Uniform Guidance. These items are noted below (followed by their Uniform Guidance section reference):

a. Commencement and convocation costs, per Uniform Guidance §200.429.
b. Contributions to a contingency reserve or any similar provision made for events, the occurrence of which cannot be foretold with certainty as to time or intensity, per Uniform Guidance §200.433.
c. Costs in excess of normal severance (e.g., golden parachutes), per Uniform Guidance §200.431(i).
d. Costs incurred for, or in support of, alumni/ae activities, per Uniform Guidance §200.424.
e. Costs of investment counsel and staff and similar expenses incurred solely to enhance income from investments, per Uniform Guidance §200.442.
f. Costs of organized fund raising, including financial campaigns, endowment drives, solicitations of gifts and bequests, and similar expenses incurred solely to raise capital or obtain contributions, per Uniform Guidance §200.442.
g. Donations and contributions made by USNH to benefit other individuals or organizations, per Uniform Guidance §200.434. (Further guidance is contained in Procedure 8-006, Contributions - Charitable and Political.)
h. Entertainment costs, including amusement, diversion, and social activities and any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities), per Uniform Guidance §200.438.
i. Excessive recruitment costs, per Uniform Guidance §200.463. (Further guidance is contained in Procedure 8-001, Introduction to Business Expenditures.)
j. Goods and services for personal use of the institution's employees, regardless of whether the cost is reported as taxable income to the employees, per Uniform Guidance §200.445. (Further guidance is contained in Procedure 8-001, Introduction to Business Expenditures.)
k. Housing allowances and personal living expenses of the institution's officers, regardless of whether the cost is reported as taxable income to the employees, per Uniform Guidance §200.445.
l. Interest on borrowed capital or temporary use of endowment funds, however represented, per Uniform Guidance §200.449. (An exception exists for the costs of interest paid to an external party which is associated with the purchase, construction or replacement of buildings or equipment §200.449(b) of the Uniform Guidance outlines exception conditions in more detail.
m. Legal Counsel Office costs, per Uniform Guidance §200.435.
n. Lobbying costs, per Uniform Guidance §200.450. These are specifically not allowed at USNH. (Further guidance is contained in Procedure 8-006, Contributions - Charitable and Political.)
o. Losses, where expenses exceed income under any other sponsored agreement or contract of any nature, per Uniform Guidance §200.451. (This includes, but is not limited to, the Institution's contributed portion under cost-sharing agreements and any under-recoveries resulting from the negotiation of flat amounts for F&A costs.)
p. Memberships in civic organizations, country or dinner clubs, per Uniform Guidance §200.454. (Further guidance is contained in Procedure 8-001, Introduction to Business Expenditures.)
q. Non-coach travel, under normal circumstances, per Uniform Guidance §200.474 (These costs are also specifically prohibited in Procedure 7-005, Air, Travel, Domestic and Foreign.)
r. Public relations costs, per Uniform Guidance §200.421.
s. Student activities costs for intramural sports, student publications, student clubs, and the like, unless specifically provided for in the sponsored agreements, per Uniform Guidance §200.469.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

 

02 - 065 Allocation of Centrally Funded Costs

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy applies to UNH, UNHM, and UNHL only. KSC, PSC, and GSC should follow the spirit of the policy to ensure the appropriate handling of costs in their indirect cost calculations.

This policy explains the handling of "departmental" costs funded by a central office. The policy is designed to ensure that all costs are captured in the appropriate cost pool for the Facilities and Administrative (F&A) cost calculation. This requirement exists, irrespective of the source of funds for a cost, because all current fund expenses are included in the development of the F&A calculation. Good accounting practices dictate that costs be charged to the benefiting department.

The policy provides partial definitions for each cost pool (e.g. Instruction, Organized Research, Departmental Administration, etc. - see Appendix 1) and speaks to appropriate budget and expense transactions. The US Office of Management and Budget (OMB) Circular A-21, Cost Principles for Educational Institutions, provides federal guidance as to which cost pool a given activity or cost belongs.

1. Definition: A centrally funded cost is any cost paid for or funded by a central office, such as a dean's office or vice president's office.
2. Why is an Allocation of Centrally Funded Costs Policy Necessary?

a. Costs must be charged to the account that benefits from the expense. When a department budget is insufficient to cover a cost, centrally maintained funds may be used to meet this need. The correct method to accomplish this is to transfer budget authority to the departmental account rather than charging the expense to the central account.
b. OMB Circular A-21, Cost Principles for Educational Institutions, requires USNH to maintain an accounting system that ensures direct and indirect costs are included in the correct cost pool.

3. Responsibility: Responsibility for adhering to this policy lies primarily with deans, vice presidents, and administrative personnel charged with financial oversight of the campuses, colleges, schools, and divisions. For clarification, interpretation, and further information, call UNH Finance & Administration Office.

B. DETAILED OPERATING PROCEDURES

1. Cost Pools: At UNH, UNHM, and UNHL, all costs fall into one of twelve cost pools. The cost pool of a given FUND/ORGN is identified within Banner in the program codes of the FTMACCI table.Appendix 1 summarizes the kinds of costs included in the pools.
2. Incorrect Accounting: Costs are charged to the wrong cost pool when an expense is charged to a central office account rather than the benefiting department. If funds are expended out of a central account, the expense could be charged to the wrong cost pool (e.g., General Administration instead of Instruction).
3. Correct Accounting: Costs must be charged to the benefiting department account whenever possible. At a minimum, costs must be included in the correct cost pool. Central departments that fund various cost objectives or activities, such as dean's or a vice president's offices, must either transfer spending authority or establish separate accounts.

a. Transferring budget authority:

i. For accounts within the same fund, transfer the budget from the central account to the departmental account. This allows the costs to be charged directly to the benefiting department.
ii. For accounts from different funds, the transfer of budget authority is via a non-mandatory transfer journal from one fund to the other (such as from the general fund dean's account to an internally designated fund account or from the general fund to a plant fund). The journal would be a debit to the source of funds side and a credit to revenue for the receiving account. The expense budget can then be increased in the recipient fund to allow the additional spending.

b. Establish separate accounts: A separate account can be set up within the central area for each cost pool that will receive centrally allocated costs (i.e., create separate Area/Org for Instruction, Departmental Administration, Organized Research, etc., expenses). In these cases, costs must be posted to the appropriate account.

4. Examples on the handling of certain kinds of costs:

a. Visiting Professor: Assume the main dean's office account is coded as Departmental Administration for F&A cost purposes, and the expenses of a visiting professor are properly charged as Instruction expenses for F&A cost purposes. If the cost of a visiting professor is expenses against the dean's office account, the cost is included incorrectly in the Departmental Administration cost pool, rather than in the Instruction cost pool where it belongs. The cost should either be charged to the academic department's instruction account, or an instruction account would need to be established under the deans' area.`
b. Associate Deans: Associate Dean positions are often held for a year by tenured senior faculty. A significant portion of the work of these individuals can be for student advising. These costs should be captured as Student Services, not Departmental Administration. Other Associate Deans serve in a more purely administrative role. Those individuals would appropriately be coded as Departmental Administration.
c. Faculty Advising: In addition to their regular instructional role, faculty members may advise students for a few hours a month. Since the salary costs allocable to advising are immaterial, an adjustment to transfer a portion of the cost from Instruction to Student Services is not necessary.
d. Release Time and Faculty Fellows: When a central office covers a portion of the salary of faculty, there is no single answer as to which cost pool should be used. A review must be made of the specific duties that are to be performed under the agreement.

i. The cost should be captured as Instruction if the faculty member is to be developing a new course, if they are working in their generalized scholarly interest area, or if they are using the time writing a new book.
ii. The cost should be captured as Departmental Administration (within a Dean's Office) or General Administration when they are serving as the manager of a unit or if they are assisting the Dean or Vice President in administrative duties.

e. Internal Research Support: Internal research support accounts represent a funding by the University of on-going faculty scholarly activities, not for a specific research project. As such, it does not meet the definition of Organized Research. It should be charged to Instruction.
f. Gift fund accounts: Many gift accounts are used for Student Financial Aid. As such, these costs would be captured in the Unallowable cost pool. If, however, the purpose of a particular Gift fund is for miscellaneous department or college instruction activities, the account should be coded Instruction.
g. Cost Sharing: In those circumstances when a general fund, internal research support fund, or a Gift fund is being used to match a portion of an active Organized Research project, a 15C% cost sharing fund should be established.  The cost shared expenses should be charged to the cost share fund and a transfer in from the appropriate department should be credited to the fund. The actual expense would be charged to the cost share fund.

Appendix 1 - Cost Pools 

  • Instruction: Normal classroom instruction and training activities, as well as department or unfunded research, and faculty scholarship (including the Internal Research Support accounts). The Instruction cost pool also includes grants and contracts specifically for training purposes.
  • Agricultural Experiment Station: All AES accounts, primarily P2 funds.
  • Organized Research: Research and development activities funded by grants, contracts, and other sponsored agreements, and other separately budgeted funds for research projects (such as College and University Research Fund grant funds). This pool also includes grants and contracts for activities involving the training of individuals in research techniques (commonly called research training) where such activities utilize the same facilities as other research and development activities and where such activities are not included in the instruction function.
  • Other Sponsored Programs: Grants and contracts that involve the performance of work other than instruction and organized research. Examples of such grants may be workshops, surveys, or projects for the dissemination, outreach, program coordination, and services. Similar activities not covered by externally sponsored agreements are included in Other Institutional Activities.
  • Other Institutional Activities: Auxiliary Enterprise funds (Fund type A), Athletics, University supported portion of Public Service activities (including the Cooperative Extension Service), Alumni/Public Relations, etc.
  • Operations and Maintenance of plant: Facilities Services departments (repairs, maintenance, custodial, utilities, grounds and roads, refuse, etc.), Environmental Safety, Fire Services, and Public Safety.
  • Library: Library operations, including the costs of collections, library staff, and associated costs.
  • Departmental Administration: Administrative and supporting services that benefit common or joint department activities within academic departments, dean's offices, institutes, and research centers. The specific costs include clerical, deans' office administrative costs, and associated costs.
  • General Administration: President's Office, the Vice Presidents for Academic Affairs and Financial Affairs and Administration, Personnel, Academic and Administrative Computing, Institutional Research, Purchasing, USNH Controller's Office, Chancellor's Office costs, etc.
  • Sponsored Program Administration: Sponsored Programs Administration and the Vice Provost for Research and Public Service.
  • Student Services: Vice President for Student Affairs Office, the Registrar's Office, the Financial Aid Office, Admissions, Counseling, Advising, Career Services, SHARPP, Health Services, etc.
  • Unallowable: Student Financial Aid, the Loan funds, Endowment and Quasi-Endowment funds, etc.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 070 Creating a New Service Center

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy documents the process involved in establishing the need for and creating a Service Center at USNH.

Rates are developed to distribute direct and indirect costs associated with the service. The purpose of these rates is to recover the costs of providing the service. There are two types of Service Centers, as described below.

1. Definition of a Service Center: A Service Center is an entity that performs or provides, for a fee, specific technical or operational services primarily for internal users. A Service Center may provide services to external users, as long as this is not its primary purpose. USNH entities that do not charge a fee, or whose customer base is largely external users (excluding the Federal government), are not considered Service Centers for the purposes of this policy. Service Centers vary in size and complexity, as well as in the composition of costs included in their rate structures.

a. A normal Service Center provides services to a broad range of users throughout the campus. Examples are Telecommunications and the University Instrumentation Center. Operating costs include salaries and benefits of Service Center employees, materials costs, and all or part of the associated facilities and administrative (F&A) costs. See Procedure 2-071, Establishing a Service Center Billing Rate, for details on the development of Service Center billing rates.
b. A Recharge Center is a type of Service Center that reallocates materials costs only (excluding salaries and wages) within a department or limited area of accounts. Recharge Centers simply recoup, through a redistribution method, the materials costs relating to a particular activity. An example of a Recharge Center is a departmental copier. Please see Procedure 2-072, Creating a New Recharge Center, for the correct handling of this particular kind of Service Center.

2. Why is a Service Center policy necessary? It is good business practice to review internal costing and charging practices. USNH must use consistent and equitable cost accounting practices to ensure compliance with federal regulations and cost accounting standards. This is essential to ensure continued funding of federal programs. These federal regulations are outlined in detail in Procedure 2-071, Establishing a Service Center Billing Rate.
3. Responsibility: Departments make the initial determination that a Service Center is needed. The department forwards the request to the Controller's Office. The Controller's Office is responsible for approving the establishment of a new Service Center.

B. DETAILED OPERATING PROCEDURES

1. Deciding if a new Service Center needs to be created: The following should be considered in assessing the need to set up a new Service Center.

a. Is the service primarily for USNH departments? If a unit such as the New England Center is principally for "external" customers (non-USNH departments) this activity does not constitute a Service Center.
b. Is it cost effective to perform the service in-house? A cost/benefit analysis must be completed to see if the Service Center is cost effective. It is unallowable per federal regulations to charge a federally sponsored program for a service that would have cost less if purchased from an outside vendor.
c. Will the Service Center bill most users for the service? Before a Service Center is established, a decision must be made that all the costs are going to be billed to all customers. If a Service Center is not going to bill for services to all users, adjustments must be made to the institutional indirect cost proposal, and cost sharing must be recorded for the unbilled portion of the service. See the University of New Hampshire Policy, Cost Sharing on Externally sponsored Programs, for a more detailed discussion of the handling of total costs of projects and centers.
d. F & A cost proposal: Some costs are traditionally charged as indirect costs rather than as direct costs through a Service Center. Before they are moved to direct charging, federal approval is required. An assessment must be performed to determine if the campus-wide cost reimbursement would be more appropriate via direct or indirect charging. Please contact the Asset Management and Cost Analysis group, at 862-3466, for guidance on any such change.

2. Service Center accounts: The development of a new Service Center requires the creation of a new Banner account to capture all costs associated with the Service Center. See Procedure 2-039, Account Coding Conventions, for detailed instructions on requesting new accounts.
3. Service Center rates: The development of a new Service Center requires the creation of Service Center rates. See Procedure 2-071, Establishing a Service Center Billing Rate, for the steps involved in developing rates.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 071 Establishing a Service Center Billing Rate

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

1. Purpose: This policy outlines the process involved in developing Service Center billing rates within USNH for internal customers (including federal grants).

The rates charged to "external" customers (non-USNH departments) may exceed the cost-based rate. The use of such a rate requires Controller's Office approval. If such approval is received, revenue generated through the higher rate must be captured separately.
2. Definition of a Service Center Billing Rate:

a. The internal billing rate is the dollar amount charged for each unit of goods or services provided and used for billing purposes, based on annual costs.
b. The rate must be constructed to neither overcharge nor undercharge internal customers. The goal is to break even on a cost basis. Campus CFO approval is required to subsidize a Service Center by charging less than cost.

Example: Estimated Total Annual Costs / Total Estimated Billing Units = Billing Rate per Unit

3. Why is a Service Center billing rate policy necessary? It is good business practice to review rates and costs on a regular basis. USNH must use consistent and equitable cost accounting practices to ensure compliance with federal regulations and cost accounting standards. These federal regulations are outlined below.
4. Responsibility: Departments are responsible for seeking annual approval of Service Center billing rates from the campus CFO upon initial establishment of the Service Center, and each year thereafter. In addition, departments must maintain documentation of this approval and detailed supporting calculations for 3 years after the close of the affected fiscal year.

B. GENERAL GUIDELINES

Federal Regulations Regarding Service Center Rates: All Service Centers are subject to the cost principles and cost accounting standards outlined in OMB Circular A-21, Cost Principles for Educational Institutions. In general, rates must be based on actual costs, applied consistently, and based on the actual use of the services.

1. Service Centers should recover costs over a reasonable period. A reasonable period is defined as one fiscal year.
2. The same rate schedule should be used for all internal users. This rate schedule must not discriminate against federally funded accounts for the benefit of other internal users.
3. 
Rates must be reviewed periodically for consistency with long-term costs by department staff administering the Service Center.
4. 
Service Centers must exclude federally unallowable costs from their billing rates and the rates must include the actual costs of performing the service to all users, see Procedure 2-060, Unallowable Costs per OMB Circular A-21, for more information.

C. DETAILED OPERATING PROCEDURES FOR SERVICE CENTER RATE DEVELOPMENT

Instructions for Preparation of a Service Center Rate

1. Identify all services provided. A separate rate should be calculated for each category of service, when there are different costs or user populations receiving services.
2. Determine direct costs of Service Center operations that are specifically identifiable with relative ease and a high degree of accuracy, such as:

a. Salaries and benefits of staff directly providing the service
b. Materials costs
c. Contracted services
d. Equipment lease or rental
e. Repairs and machine supplies
f. Other directly related expenses

3. Identify Service Center indirect costs incurred for multiple goods or services within the Service Center. These costs need to be included in the rate, but may not include costs that are part of the campus indirect cost rate.

a. Salaries and benefits of administrative staff who support the Service Center (such as directors and accounting staff)
b. Supplies
c. Equipment

i. Equipment includes items with a unit cost of $1,000 or more and a useful life of 2 years or more.
ii. Equipment bought with federal funds must be excluded from federal accounts rate.
iii. Allowable costs should include only the current year's depreciation, not the current year's purchases.

d. Debt Service

i. External interest on long-term debt or capital leases may be charged with prior approval from the campus CFO, USNH treasurer, and the cognizant federal audit agency.
ii. Principal payments should not be included in billing rates as they are equity purchases not a current year expense.
iii. Interest on interfund borrowing is not an allowable cost.

4. Identify campus-wide indirect costs to be included in billing rates (if any). Indirect costs are the facilities and administrative infrastructure costs of USNH. These costs are generally excluded from Service Center rates. Please consult with the campus CFO before including such costs.
5. Develop a method to allocate Service Center indirect costs to each service.

a. Allocations should be based on a causal and beneficial relationship. For example:

i. Percentage of Effort
ii. Usage (time)
iii. Costs
iv. Space - square footage

6. Accumulate or estimate usage for each service (such as number of units) to establish the distribution base. All usage must be included, regardless of whether discounts or free service is provided.
7. Calculate cost-based rate for each service.

a. Divide the total annual operating cost by the total estimated billing units to determine the billing rate per unit. For example:

i. For a Service Center that provides photocopies, the billing unit would be the number of copies.
ii. For a center that provides services, the billing unit would generally be the number of hours of service.

8. Determine the rate that will actually be charged.

a. Federal users must be charged no more than the cost-based rate. Excess revenues are allowed on non-federal external users only. A balance may be developed. The balance must be segregated, to allow for the calculation of a true unit price.
b. Discounts provided to non-federal users must not be subsidized by federal users. The subsidy must be quantified and excluded from future period billing rate calculations.
c. If market prices are used, they should be compared to actual costs to ensure rates do not result in overcharges to federal users.

9. Obtain approval of the billing rate from the campus CFO.
10. Review Rates annually and incorporate prior year deficit or surplus.

a. Revenues that exceed the actual cost of service can not be used to subsidize other services of the Service Center, unless user mix is similar.
b. Billings should be calculated for users that are not charged cost-based rates.
c. Any surplus should not exceed 60 days of working capital, per A-21.
d. Surpluses or deficits that exceed the established threshold should be used to adjust future billing rates or be credited back to users. This effort can exclude the balance created on external customers, so long as these surpluses can be documented.
e. Obtain annual approval of the billing rate from the campus CFO.

11. Document activities and maintain records for 3 years to support expenditures, rate calculation, published rates, usage statistics and billings, per OMB Circular A-21.

02 - 072 Creating a New Recharge Center

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy documents the process involved in creating a Recharge Center at USNH.

1. Definition of a Recharge Center: A Recharge Center reallocates materials costs (excluding salaries and wages) within a department or a limited area of accounts. Recharge Centers simply recoup, through a redistribution method, the materials costs relating to a particular activity. An example of a Recharge Center is a departmental copier.
2. Why is a Recharge Center policy necessary? USNH must use consistent and equitable cost accounting practices to ensure compliance with federal regulations and cost accounting standards. This is essential to ensure continued funding of federal programs. These federal regulations are outlined in detail in the Procedure 2-073, Establish a Recharge Center Rate.
3. Responsibility: Departments are responsible for the determination that a Recharge Center is needed. Please call your campus CFO or the Asset Management and Cost Analysis group in the Controller's Office at 862-3466, if you need assistance.

B. DETAILED OPERATING PROCEDURES

1. Deciding if a new Recharge Center needs to be created. Will the Recharge Center bill most users for the service? Before a Recharge Center is established, a determination must be made that the costs are going to be billed to all customers.

If a recharge center is not going to bill for all users, cost sharing must be recorded for the unbilled research portion of the service. See the University of New Hampshire Policy, Cost Sharing on Externally sponsored Programs, for a more detailed discussion of the handling of total costs of projects and centers.
2. Recharge Center accounts: Recharge Center costs are generally handled as contra-expense credits against expense object codes, so a new account may not be required. See Procedure 10-001, Revenue Accounting.
3. 
Recharge Center Rates: The creation of a new Recharge Center requires the establishment of a Recharge Center rate. See Procedure 2-073, Establish a Recharge Center Rate, for detailed instructions.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

02 - 073 Establish a Recharge Center Rate

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

1. Purpose: This policy outlines the process involved in developing Recharge Center rates within USNH for internal customers and federal grant accounts.
2. Definition of a Billing Rate: The internal billing rate is the dollar amount charged for each unit of goods or services provided and used for billing purposes, based on annual costs.

Example: Estimated Total Annual Costs / Total Estimated Billing Units = Billing Rate per Unit

3. Why is a Recharge Center rate policy necessary? It is good business practice to review rates and costs on a regular basis. USNH must use consistent operational costing practices to ensure compliance with federal regulations and cost accounting standards.
4. Responsibility: Departments are responsible for determining the Recharge Center rate, and for maintaining appropriate records.

B. GENERAL GUIDELINES

Federal Regulations Regarding Recharge Center Rates: All Recharge Centers, no matter how small, are subject to the cost principles and cost accounting standards outlined in OMB Circular A-21. In general, rates must be based on actual costs, applied consistently, and based on actual use of the services.

1. Recharge Centers should recover costs in the year in which they are incurred.
2. The same rate schedule should be used for all users. This schedule must not discriminate against federally funded accounts to the benefit of other users.
3. Rates must be reviewed periodically for consistency with long-term costs by department staff administering the Recharge Center.
4. Recharge Centers must exclude unallowable costs from their billing rates and the rates must include the actual costs of performing the service to all users.

C. DETAILED OPERATING PROCEDURES FOR RECHARGE CENTER RATE DEVELOPMENT

1. Determine direct costs of recharge center operations that are specifically identifiable with relative ease and a high degree of accuracy, such as:

a. Materials costs
b. Equipment lease or rental
c. Repairs and machine supplies

2. Accumulate or estimate total usage for each service (such as number of units) to establish the distribution base. All usage must be included.
3. Calculate cost-based rate for each service. Divide the total annual operating cost by the total estimated billing units to determine the billing rate per unit. For example, the billing unit for a recharge center that provides photocopies would be the annual number of copies.
4. Determine the rate that will actually be charged.

a. Federal users and other internal users must be charged no more than the cost-based rate. Excess revenue as allowed on non-federal external users only.
b. Discounts provided to non-federal users must not be subsidized by federal users. The subsidy must be quantified and excluded from future period billing rate calculations and the indirect cost rate.
c. If market prices are used, they should be compared to actual costs to ensure rates do not result in overcharges to federal users.

5. Document activities and maintain records for 3 years to support expenditures, rate calculation, published rates, usage statistics and billings, per OMB Circular A-21.

02 - 210 Adequate Supporting Documentation

A. Summary of Administrative Procedure

This document explains the requirements for and purposes of keeping adequate supporting documentation for USNH accounting transactions.

1. Definition of adequate supporting documentation. Statement on Auditing Standards No. 106 defines evidence necessary to adequately support the assertions in the financial statements as underlying accounting data and corroborating information. Underlying accounting data includes journal entries (including cash receipts) and invoice documents. In the USNH environment the underlying accounting data is maintained within Banner Finance and the related subsidiary systems and can, therefore, be managed centrally. Corroborating information, on the other hand, is maintained within campus business offices and other centralized units and varies from unit-to-unit as well as from transaction-to-transaction.
2. Responsibility. UNH Business Service Centers and Campus Business Offices are responsible for the compilation and retention of corroborating information to ensure consistency and adequacy of support for the underlying accounting data across all units with the goal of addressing the 5Ws - who, what, when, where and why each transaction was processed. Documentation supporting each transaction must be easily retrievable for examination by authorized departmental and central administrators, auditors and other authorized individuals. In most cases, this can be accomplished by adding copies of the documentation into the USNH designated imaging system BDMS.

B. Detailed Operating Procedure

1. Required Information:

For all document types the supporting documentation should include the following:

a. Evidence of approvals not applied electronically such as: Email correspondence or physical signature of approving official (for example an 'ok to pay' note on a vendor invoice)
b. Cost allocation/calculation sheets, if applicable
c. Other backup critical for third-party understanding of the transaction several years hence when the individuals involved may no longer be employed at USNH. In addition, if the business purpose is not readily apparent (for example, purchase of office supplies) it must be included with the documentation through one of the following:
d. Copy of internal email or other correspondence explaining the business purpose
e. Notation indicating who, what, when, where and why

2. Guidelines/examples adequate supporting documentation

a. Cash Receipts

i. Copy of deposit slip including:

  • deposit date
  • deposit detail
  • deposit total (must tie to total of the detail)
  • Banner document number notation
  • Initials of depositor
  • Bank deposit receipt

ii. Daily cash log(s)/batch posting sheet(s) and copies of receipts given
iii. Daily ledger from cash register(s) showing receipts collected for the day, or cash register tapes(s) if daily ledger sheet is not available
iv. Support for application of receipt(s) to outstanding receivables such as:

  • Check stubs with notations of USNH invoice numbers
  • Customer correspondence included with receipt(s)

v. If the individual receipt is being recorded as a reduction of prior expenditure (for example, a vendor refund check) a written explanation should be included on the check stub
vi. Copies of checks if receipt is over $50,000 or if significant to the individual transaction

b. Journal Entries

(including CSHR, IVEX/IVRV1, JZRO, JE16, JE76 and JECO rule codes)

i. Appropriate narrative should be included in the document text section explaining the business purpose of each entry (in other words, why the entry is necessary)
ii. The document text should also include notation of any approvals not applied electronically

c. PCard/Convenience Check Transactions

i. One of the following should be attached to the account manager's copy of the monthly statement for each transaction:

  • Vendor cash register receipt
  • Supplier invoice
  • Credit card slip (with itemized pricing)
  • Copy of order/ registration form (that includes pricing)
  • Packing slips are sufficient only when provided with pricing detail or in conjunction with one of the above

ii. If the business purpose is not readily apparent or the item purchased could be construed to be personal (for example, a television) the purpose must be noted on the above documentation
iii. Support for meals expense must include the names/position of all attendees and subject of the related business discussion

d. Petty Cash/Imprest Checking Reimbursements:

i. Completed petty cash replenishment request including the following:

  • Banner invoice number
  • Supervisor's signature

ii. Petty cash vouchers with attached receipts or vendor invoices for all expenditures with business purpose noted
iii. Support for meals expense must include the names/position of all attendees and subject of related business discussion

e. Vendor Invoices

Each vendor invoice must be entered separately into Banner (i.e. not batched together).

i. Direct pay invoices:

  • Vendor invoice with Banner document number noted
  • Departmental approval signature
  • Clear business purpose of the transaction including who, what, when, where and why

ii. Payments against POs2

  • Vendor invoice with Banner document number noted
  • Departmental approval signature (denoting receipt of goods or services only)

iii. Employee3 Reimbursements - Travel and Business Expenses 

  • Completed USNH Personal Reimbursement Form with the following:
  • Banner invoice number
  • Business purpose including who, what, when, where and why
  • Traveler/employee's signature
  • Dean/Director/Department Head/Business Manager/Sponsored Programs review signatures as needed
  • BSC/Campus Business Office review signature
  • Receipts for all expenditures
  • Support for meals expense except daily per-diem must include the names/position of all attendees and description of related business discussion
  • Taxi/bus/train/subway/toll/parking receipts required only when transaction exceeds $25

1 If the IV document is applied to a PBOR/PBAD internal requisition entry that indicates the business purpose then the IV need not repeat that text. However, departments should make certain that names of attendees and business discussion are documented for all internal catering charges.

2 Business purpose and appropriate approvals are recorded with the requisition/purchase order and, therefore, do not need to be filed with the actual vendor invoice

3 Nonemployees must have preapproval by their sponsor (including documented business purpose) before incurring travel costs


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04. Assets and Liabilities

(Cash, Investments, Receivables, Inventories, Prepaid Expenses, Deferred Revenues, Advanced Deposits, Compensated Absences, Debt, etc.)

Issue Date   Revised Date  
07/01/1991 001 07/01/2011 Petty Cash Funds
07/01/1991 002 07/01/2011 Imprest Checking Accounts
07/01/1991 003 07/01/2011 Change Funds
01/01/1991 004 07/01/2011 Preparation of Cash Fund Request
07/01/1991 005 07/01/2011 Preparation of Petty Cash Voucher
07/01/1991 006 07/01/2011 Preparation of Petty Cash Replenishment Request
03/01/1992 008 07/01/2011 Cash Advances (for travel and other purposes)
06/01/1997 032 11/01/2012 Uncollectible Accounts Receivable
(Write-off Bad Debts)
01/01/2006 110 11/25/2013 Debt Derivatives Policy
01/01/2006   07/01/2011 Exhibit A - Acceptable Collateral
01/01/2006   11/26/2013 Exhibit B - Glossary of Terms

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04 - 001 Petty Cash Funds

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement outlines procedures for establishing and maintaining a departmental petty cash fund.

1. Purpose of petty cash. Departments are encouraged to use petty cash funds to reduce time, paperwork and administrative expense for minor business expenditures. Petty cash may be used to reimburse authorized expenditures up to $200 per transaction for:

  • Local retail purchases
  • Meeting expenses
  • Business meals
  • Local transportation expenses (i.e., day trips)
  • Books
  • Subscriptions
  • Postage
  • Similar expenses

2. Advance Payments to Employees. In some cases, the petty cash Custodian may find it necessary to advance up to $200 cash to an employee for non-overnight travel or for miscellaneous business supplies. Under no circumstances will petty cash advances be allowed (1) for overnight travel, (2) for more than 48 hours before the expense is anticipated, (3) for more than $200, (4) without a signed receipt (Petty Cash Voucher), (5) to a student or other non-employee, (6) for non-business purposes, or (7) outstanding for more than 4 days. Contact Accounts Payable immediately if advances are not resolved fully within 4 days.

3. When petty cash may not be used. Petty cash may not be used:

  • For transactions over $200 (splitting one transaction over $200 into 2 or more parts is specifically not allowed)
  • To make personal loans
  • To pay employees or non-employees compensation for services rendered (including honoraria or other stipends)
  • To pay moving expenses
  • To buy hazardous materials or controlled substances
  • As a check-cashing service
  • To pay for expense that is personal or otherwise not allowable according to current USNH or campus policy, procedure or practice.

Receipts of cash or checks by the department may not be commingled with petty cash funds; all receipts are to be deposited in tact with the campus Cashier/Bursar within two business days.

4. Establishing a petty cash fund. Each petty cash fund is the responsibility of primarily one employee called the "Custodian" of the fund. There may be only one Custodian per petty cash fund. The Custodian is personally responsible for the value of the fund and to ensure that all policies and procedures are adhered to. Requests to establish petty cash funds must be approved by the responsible Department Head, the campus Chief Financial Officer (CFO), and the USNH Controller. Petty cash policies/procedures at a campus or department may be more restrictive than those of USNH but may not be less restrictive. All funds are subject to periodic surprise audits of cash and records by USNH internal and external auditors. Petty cash funds will be established at an amount not to exceed $1,000, unless specifically approved by USNH Controller. Petty cash funds require monthly reconciliation (and monthly replenishment, if un-replenished receipts exceed $300). Petty cash funds are established and replenished with a check or cash issued to the fund Custodian by the USNH Controller. The USNH Controller maintains a list of all approved petty cash funds.

5. Revocation of a Petty Cash Fund. If it is determined that a petty cash fund is being misused or not properly accounted for, the fund will be closed. The campus CFO, or USNH Controller may close petty cash funds at any time without reason.

6. Operating procedures. Detailed USNH petty cash operating procedures as published by the USNH Controller follow.

B. DETAILED OPERATING PROCEDURES

1. Purpose and Background Petty cash funds provide a useful and inexpensive way to make prompt cash payments for minor business expenses. Petty cash may be used for most authorized institutional expenses up to $200 per transaction that otherwise would require a Banner requisition (REQ), a direct pay invoice (INV), a travel expense voucher (TEV) (except where a travel advance was previously issued by the campus travel center), or a non-travel cash reimbursement. By establishing a petty cash fund, a department or unit which normally incurs a large volume of minor expenses may realize a significant reduction in administrative work. In addition, payees will receive payment faster and employees may no longer walk to the campus Cashier/Bursar for reimbursement. For these reasons, departments are encouraged to establish petty cash funds where there is demonstrated need. Petty cash funds are established on an imprest basis -- that is, at a fixed amount which is restored to its authorized level at frequent intervals by replenishing the cash in an amount equal to the expenditures made from the fund. Imprest petty cash funds placed in the custody of responsible employees thus serve to maintain control over cash without burdensome procedures for small disbursements.

2. Establishing a Petty Cash Fund

a. Requesting a Petty Cash Fund - Requests to establish petty cash funds are submitted via a Cash Fund Request, Form USNH-F44, and must be approved by the responsible department head, the campus CFO, and the USNH Controller. See Procedure 4-004, Preparation of Cash Fund Request, for detailed instructions and requirements. The amount of the petty cash fund is not charged to the department's budget. Rather, the fund is established by means of a loan to the department in the name of the petty cash Custodian. The departmental accounts are charged when petty cash expenditures are replenished or if loss of cash funds occurs.
b. One Petty Cash Fund per School/Major Department - It is not necessary or desirable to have separate petty cash funds for each budgeted or sponsored project account. Petty cash funds should be centered around geographical boundaries when possible rather than around accounting areas of responsibility. This provides the greatest utility of the funds while reducing the number of separate funds. However, consideration may be given to maintaining separate petty cash funds when the custodian does not have electronic Banner approvals for a particular Banner area.
c. Size of a Petty Cash Fund - A petty cash fund should be a small enough amount to require replenishment at least once a month. This allows the petty cash expenses to appear on monthly Banner expenditure reports for the correct fiscal period. On the other hand, the amount should be large enough so that replenishment will not be needed more than twice a month. In no case will a petty cash fund be established in an amount exceeding $1,000 unless specifically approved by the USNH Controller.
d. Special Petty Cash Funds -

i. Human Subjects - Departments or programs making studies which require human subjects may establish a petty cash fund from which one-time payments may be made to subjects. Contact the USNH Assistant Controller for details.

ii. Imprest Checking Accounts - In some cases it may be more efficient for departments to have petty cash in a USNH imprest checking account (personal checking accounts are not allowed). An imprest checking account requires the additional approvals of the USNH Controller and Vice Chancellor. See Procedure 4-002, Imprest Checking Accounts, for further details.

3. Custodian Responsibilities

a. Assignment of Petty Cash Funds to Custodians - The USNH Controller's Office issues a check payable to the Custodian to establish the petty cash fund (see Procedure 4-004, Preparation of Cash Fund Request.) The Custodian remains accountable for the petty cash until custody is formally transferred to another employee or until the fund is formally closed. It is the responsibility of both the Custodian and the Department Head to acquire a thorough knowledge of the applicable policies and procedures and to ensure the funds are properly safeguarded.
b. Protection of Petty Cash - Access to cash funds must be restricted to the Custodian only. To prevent access by anyone except the Custodian, petty cash must be kept in a locked strong box in a locked desk or cabinet whenever not in use or whenever the Custodian is absent. In case of theft the campus security police and USNH Internal Audit must be notified. Loss of petty cash funds will be charged to the responsible Banner account as listed on the Cash Fund Request form. Petty cash funds must never be commingled with other USNH cash funds, personal funds, miscellaneous cash receipts, or collected revenue of any type. The Custodian's supervisor should periodically inspect the records and count the cash (in the continual presence of the Custodian) in the petty cash fund to ensure proper accountability.
c. Change of Custodian - Except on a temporary basis described in paragraph 3.d., one Custodian may not informally transfer a fund to a new Custodian without obtaining written approvals as required on the Cash Fund Request, Form USNH-F44. The petty cash fund must be physically counted and reconciled before it is accepted by the new Custodian.
d. Absence of the Custodian - During absence or vacation, a Custodian may place the petty cash fund with a temporary Custodian. The temporary Custodian and the regular Custodian must physically count the petty cash box and prepare a list of cash, receipts and replenishment requests in process. These must total the authorized value of the petty cash fund. The temporary Custodian signs a copy of the reconciliation as a receipt. This receipt is retained by the regular Custodian since that individual is transferring personal responsibility for the value of the fund. When the regular Custodian returns, the same procedures must be followed with the receipt retained by the temporary Custodian.
e. Change of Location or Purpose of Petty Cash Fund - If the physical location or the original purpose of the petty cash fund should change from that which was stated on the original Cash Fund Request, the Custodian should immediately submit a new Cash Fund Request to the USNH Controller's Office for approval.
f. Confirmation of Petty Cash Funds - Custodians may receive an annual request from the USNH Controller's Office to confirm the amount of the petty cash fund. Some funds are selected by the USNH Internal Auditors each year for a surprise audit of cash and records to ensure proper accountability of funds and proper application of policies and procedures.
g. Closing a Petty Cash Fund - If a petty cash fund is no longer needed the Custodian must close the fund. If a Custodian leaves without formally closing the fund and there are no receipts or records, the balance unaccounted for will be charged to the operating budget of the Custodian's department, reported to the IRS as income to the Custodian, and USNH may choose to prosecute.

4. Maintaining A Petty Cash Fund

a. Accounting for Petty Cash Transactions - Proper accounting for petty cash requires that Custodians make payments for authorized expenditures only, obtain receipts, and record expenditures. Each petty cash expenditure requires a Petty Cash Voucher, Form USNH-F45. See Procedure 4-005, Preparation of Petty Cash Voucher, for detailed instructions and requirements. Petty cash expenditures are subject to all USNH and campus policies, procedures and practices relative to proper expenses, authorization, accounting and documentation. Note that there generally must be an original sales slip, cash register tape, or other receipt attached to the Petty Cash Voucher for each expenditure. Also note that each Petty Cash Voucher must be approved by a person authorized to expend from the Banner account charged (i.e., Dean, Director, Department Head or Business Manager), as noted on the USNH Signature Card filed with the USNH Controller's Office. This may include the petty cash Custodian. However, an employee may not approve his or her own expenses.
b. Reconciling Petty Cash Funds - When payments by the Custodian deplete the amount of cash, receipts are added to account for the expenditures and keep the petty cash fund "in balance." At any time, the sum of the cash on hand plus the total receipts and replenishment requests in process should equal the authorized amount of the petty cash fund. Use the Petty Cash Replenishment Request, Form USNH-F46, to record the reconciliation. If the fund does not balance, Accounting Services in the USNH Controller's Office (862-1470) should be immediately contacted for assistance. A petty cash fund must always be balanced (i.e., reconciled) before a request is made for replenishment.
c. Replenishment of Petty Cash Funds - When cash in the petty cash fund is low or if un-replenished receipts exceed $300 at the end of any month, the Custodian should submit a Petty Cash Replenishment Request, Form USNH-F46, to Accounts Payable and enter a PV to replenish the fund. See Procedure 4-006, Preparation of Petty Cash Replenishment Request for details. 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04 - 002 Imprest Checking Accounts

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement outlines procedures for establishing and maintaining a departmental imprest checking account.

1. Purpose of an imprest checking account. An imprest checking account is often used by departments in place of a petty cash fund. An imprest checking account can be used to reduce time, paperwork and administrative expense for minor business expenditures in accordance with all limitations outlined in Procedure 4-001, Petty Cash Funds, Section B1 and B2. In addition, there may be departments which operate under unusual circumstances whereby checks must be drawn on location at night or on weekends; in these cases, an imprest checking account may be deemed appropriate for emergency disbursements in excess of established limitations, with prior written approval of the USNH Controller.
2. Establishing an imprest checking account. Each imprest checking account is the responsibility of primarily one employee called the "Custodian" of the fund. Although there may be several authorized bank signators, there may be only one Custodian per fund. The Custodian is personally responsible for the value of the fund and to ensure that all policies and procedures are adhered to. Requests to establish imprest checking accounts must be approved by the responsible Department Head, the campus Chief Financial Officer (CFO), the USNH Controller, and the USNH Vice Chancellor. All USNH checking accounts must include the USNH Controller among the authorized bank signators. Monthly bank statements for all USNH bank accounts are received directly from the bank by the USNH Controller before the statements are forwarded to the responsible department. Imprest checking accounts require monthly reconciliation (and monthly replenishment, if un-replenished receipts exceed $300). All bank balances must be reconciled to the checkbook balance and to the authorized imprest balance on a monthly basis and submitted to the USNH Controller within 30 days of the bank statement date for review. All funds are subject to periodic surprise audits by USNH internal and external auditors. Checking accounts should be established at an imprest balance generally not to exceed $1,000. Checks should contain limitations on amounts or require 2 signatures in some instances. Imprest checking accounts are established and replenished with a check issued by the USNH Controller to the bank and bank account number at which the account is maintained. The USNH Controller maintains a list of all approved imprest checking accounts.
3. Revocation of an imprest checking account. If it is determined that an imprest checking account is being misused or not properly accounted for, the fund will be closed. The campus CFO, or USNH Controller may close imprest checking accounts at any time without reason.
4. Operating procedures. Detailed USNH imprest checking account operating procedures as published by the USNH Controller follow.

B. DETAILED OPERATING PROCEDURES

1. Purpose and Background. Imprest checking accounts often provide a useful and inexpensive way to make prompt or emergency payments for minor business expenses, similar to a petty cash fund. This may be particularly true in cases where the department is geographically separated from a campus or has unusual expenditure requirements.
2. Establishing an Imprest Checking Account. Requirements are identical to petty cash funds (see Procedure 4-001, Petty Cash Funds, Section B.2) except that checking accounts are generally established at an amount not to exceed $1,000 and require the additional approvals of the USNH Controller and Vice Chancellor.
3. Custodian Responsibilities. Requirements are identical to petty cash funds (see Procedure 4-001, Petty Cash Funds, Section B.3) except as follows. The USNH Controller's Office issues checks to establish and replenish imprest checking accounts made payable to the bank and bank account number at which the account is maintained. Checkbooks must be secured in a locked file cabinet or desk when not in use. When changing Custodians, it will be necessary to resubmit authorized signatory cards, via the USNH Treasurer's Office, to the bank as well as to file Form USNH-F44 with the Controller's Office.
4. Maintaining an Imprest Checking Account. Requirements are identical to petty cash funds (see Procedure 4-001, Petty Cash Funds, Section B.4) except as follows: Petty Cash Direct Pay Invoices are required for each check drawn on an imprest checking account. In addition to balancing the checking account to its authorized imprest amount, Custodians of imprest checking accounts must also reconcile the checkbook to the bank statement on a monthly basis. A copy of the bank reconciliation must be sent to Accounting Services, Controller's Office within 30 days of the end of the month. In order to replenish the checking account to its imprest balance, a Petty Cash Replenishment Request, Form USNH-F46, is used. After receipt and approval of Form USNH-F46, Accounts Payable will generate a check payable to the bank within 5 business days. The replenishing check will be mailed directly from Accounts Payable to the bank at which the checking account is maintained so that administrative time and expense is reduced. Accounts Payable will send a copy of the signed Form USNH-F46 to the Custodian when approved.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04 - 003 Change Funds

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement outlines policy on establishing and maintaining a departmental change fund.

1. Purpose of a change fund. Some departments which make cash sales may require a small amount of cash on an ongoing basis to provide change necessary for normal operations.
2. Establishing a change fund. Each change fund is the responsibility of the head of the department or activity receiving the fund. The Department Head designates one individual known as the "Custodian" to be accountable for the custody of the funds. The Custodian is responsible to the Department Head for proper safekeeping of the change fund and to ensure that all policies and procedures are adhered to. Requests to establish change funds must be approved by the responsible Department Head, the campus Chief Financial Officer, and the USNH Controller. All funds are subject to periodic surprise audits by USNH internal and external auditors. Change funds should be established at an amount which is not in excess of the amount required for efficient daily cash sales operations, normally not to exceed $300. Change funds must be returned or reduced when the need no longer exists or diminishes. Otherwise, the amount of a change fund remains constant. Unlike a petty cash fund, a change fund does not require periodic replenishment.

Change funds may not be commingled with other cash funds nor are they to be used for making petty cash disbursements or cash advances or as a check-cashing service. Change funds are established with a check issued by the USNH Controller to the change fund Custodian. The USNH Controller maintains a list of all approved change funds.
3. Revocation of a change fund. If it is determined by the USNH Controller that a change fund is being misused or not properly accounted for, the fund will be closed or custody transferred to another individual. The USNH Controller may close change funds at any time without reason.
4. Operating procedures. Detailed USNH change fund operating procedures as published by the USNH Controller follow.

B. DETAILED OPERATING PROCEDURES

1. Purpose and Background Change funds are often appropriate to provide change necessary for efficient operations where cash sales are required.
2. Establishing a Change Fund

a. Requesting a Change Fund - Requests to establish change funds are submitted via a Cash Fund Request, Form USNH-F44, and must be approved by the responsible department head, the campus CFO, and the USNH Controller. See Procedure 4-004, Preparation of Cash Fund Request, for detailed instructions and requirements.
b. One Change Fund per Department/Location - A single change fund per retail cash sales location should be sufficient to conduct normal operations.
c. Size of a Change Fund - A change fund should be established at an amount no greater than that which is required to conduct normal daily cash sales transactions. If the change fund is not used (or its use is reduced) for an extended period, the funds not needed are to be returned to the Cashier/Bursar Office by following Procedure 4-004, Preparation of Cash Fund Request. The change fund can be re-established at its previously authorized level or increased when the need arises by submitting a new Cash Fund Request. In no case will a change fund be established in an amount exceeding $300 unless specifically approved by the USNH Controller.

3. Custodian Responsibilities. Requirements are identical to petty cash funds (see Procedure 4-001, Petty Cash Funds, Section B. 3) except as follows. Change funds must be kept in a strong box or a cash register when in use. Whenever change funds are not in use, they must be locked in a safe or kept in a locked strong box secured within a locked desk or file cabinet. Unlike a petty cash fund, the amount of a change fund should remain constant and does not require periodic reconciliation or replenishment. Change funds must never be commingled with other cash funds nor are they to be used for making petty cash disbursements or other cash advances or as a check-cashing service. At the close of each day's business, the change fund is to be removed FIRST from the total cash in the register and kept separately for the following day's operations. The remaining cash in the register must be deposited with the campus Cashier/Bursar as representing the current day's receipts. If the total cash at the close of the day does not agree with the authorized change fund amount plus the recorded receipts, the difference must be recorded in Banner as "Cash Over or Short" (account code 71C3%) and is considered to affect that day's receipts -- NOT THE AMOUNT OF THE CHANGE FUND.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

 

04 - 004 Preparation of Cash Fund Request

Cash Fund Request Preparation

Procedure References: Procedure 4-001, Petty Cash Funds
Procedure 4-002, Imprest Checking Accounts
Procedure 4-003, Change Funds
Form: Cash Fund Request (Form USNH-F44)
Obtain Blank Forms From: Appendix A - USNH Forms - USNH-F44 Cash Fund Request -or-
USNH Financial Services, Accounting Services Department, 862-1470
Forward Completed Forms To:

USNH Financial Services, Accounting Services, 5 Chenell Drive, Suite 301, Concord, NH 03301


1. Purpose

  • To request establishment of a "Cash Fund" (petty cash, change fund, or imprest checking account).
  • To request an increase in the amount of a cash fund.
  • To report the amount by which an existing cash fund is to be decreased.
  • To report the closure of a cash fund.
  • To report a change of custodians of a cash fund.

2. Requesting a New Cash Fund: Departments with a need for a petty cash, change fund or imprest checking account are encouraged to request such a fund by completing a "Cash Fund Request", (Form USNH-F44). After all approvals are affixed, the USNH Controller's Office will assign a Petty Cash/Change Fund Control Number and generate a check in the amount of the request payable to the petty cash/change fund Custodian. The Custodian must use the Control Number on all future transactions affecting the fund. The Custodian may obtain cash by bringing the endorsed check to the Cashier/Bursar. In the case of an imprest checking account, the check will be payable to the bank at which the imprest account is located. The signed Cash Fund Request form and the endorsed check will serve as a receipt from the Custodian. The USNH Controller's Office will provide petty cash and change fund Custodians with a lockable security strong box (if a safe does not exist) in which cash will be kept. The cost of the strong box will be charged to the responsible FOAPAL as indicated on the Cash Fund Request form.
3. Increasing a Cash Fund: The amount of a petty cash or change fund may be increased by a supplemental request using Form USNH-F44, provided the increase is necessary to meet current or anticipated needs.
4. Decreasing a Cash Fund: A cash fund should be reduced whenever the total amount of the fund exceeds the actual needs for the department or activity. That portion of the cash fund in excess of the department's needs should be returned to the Cashier/Bursar Office with a Form USNH-F44 indicating the amount by which the fund is being decreased. Call the USNH Controller's Office (General Accounting, 862-1470) before returning the excess to the Cashier/Bursar so that the proper FOAPAL may be put on the Department Deposit Report.
5. Closing a Cash Fund: All petty cash or change funds, regardless of whether established for a specific or an indefinite period of time, should be returned to the Cashier/Bursar Office when the funds are no longer needed. In the case of a petty cash fund, first replenish the fund in the usual manner (see Procedure 4-006, Preparation of Petty Cash Replenishment Request). Prepare a Cash Fund Request, Form USNH-F44, and call the USNH Controller's Office (General Accounting, 862-1470) for the FOAPAL to be used on the Department Deposit Report. Then deposit the cash to the Cashier/Bursar. Never send cash through interdepartmental mail. The Cashier/Bursar will prepare a cash receipt and give the Custodian a copy. The Custodian should staple the Cashier's/Bursar's receipt to the Cash Fund Request form and send it to the USNH Controller's Office. An imprest checking account, along with the checkbook and all unused and cancelled checks, should be returned to the USNH Treasurer's Office. Complete a Form USNH-F44 to document the action taken and retain a signed copy as your receipt.
6. Change of Custodian: Each petty cash fund, change fund or imprest checking account is the responsibility of primarily one employee called the Custodian. The Custodian is responsible for safeguarding the cash (or checkbook) and records and maintaining the fund until custody is formally transferred to another employee or until the fund is formally closed. The Department Head may transfer the funds to a new Custodian by sending a Form USNH-F44 to the USNH Controller's Office. In the case of an imprest checking account, the Controller's Office will forward a copy of Form USNH-F44 to the Treasurer to initiate new bank account signatory cards. A reconciliation of the cash fund, approved and signed by the new Custodian, is necessary before a formal transfer of responsibility to a new Custodian may take place. If a Custodian is to be out on an extended absence, a formal transfer of custody is necessary.
7. Change of Location or Purpose: When a cash fund is originally established, it is approved for the specific purpose and location as stated on the Form USNH-F44. If that purpose or location should change, it is necessary to submit a new Form USNH-F44, with the proper campus approvals affixed, to the USNH Controller's Office on a timely basis.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04 - 005 Preparation of Petty Cash Voucher

Forms USNH-F45 and USNH-F45A

Procedure References: Procedure 4-001, Petty Cash Funds
Procedure 4-002, Imprest Checking Accounts
Procedure 4-006, Preparation of Petty Cash Replenishment Request
Form: Petty Cash Voucher (Form USNH-F45)
Obtain Blank Forms From: USNH Policy & Procedures - Appendix A - USNH-F45 -or-
USNH-F45A USNH Multi-line Petty Cash Voucher -or-
USNH Controller's Office, Accounting Services Department, 862-1624

Forward Completed Forms To:

Accounts Payable (USNH, KSC, PSU as applicable)

 

1. Purpose

  • To authorize and substantiate all petty cash disbursements.
  • To provide an official receipt of payment from the recipient of all petty cash disbursements.

2. Use of the Petty Cash Voucher (PCV). There must be one properly completed Petty Cash Voucher, Form USNH-F45, supported by an original receipt for each disbursement from the petty cash fund. Hence, two documents are generally needed for each petty cash transaction: one from the Custodian, and one from the vendor/payee. The original Petty Cash Voucher is stapled to the original supporting documents (retail store sales slip, cash register tape, or other original receipt) and forwarded to Accounts Payable with the Petty Cash Replenishment Request (see Procedure 4-006, Preparation of Petty Cash Replenishment Request) at the time of petty cash fund replenishment.
3. Advance Payments to Employees. In some cases, the petty cash Custodian may find it necessary to advance up to $200 cash to an employee for travel or for miscellaneous business supplies. Under no circumstances will petty cash advances be allowed (1) for overnight travel, (2) for more than 48 hours before the expense is anticipated, (3) for more than $200, (4) without a signed receipt (Petty Cash Voucher), (5) to a student or other non-employee, (6) for non-business purposes, or (7) outstanding for more than 4 days. Contact Accounts Payable immediately if advances are not resolved fully within 4 days. When petty cash is advanced to the employee, complete all sections of the Petty Cash Voucher, including the "original amount" column, and obtain the payee's signature. When the employee returns with the receipts, simply fill out the "revised amount" column and have the payee and the Custodian initial the voucher in the far right hand column. If it is necessary to replenish cash funds while advances remain outstanding, the total advance should be charged against the appropriate Banner account. Make a copy of the PCV and submit the original with the Petty Cash Replenishment Request. When the employee returns with the receipts, submit the copy of the PCV attached to a new PCV indicating the amount of cash returned by the employee (if any) in brackets. When preparing the INV to replenish the fund, be sure to credit the original FOAPAL charged if there is cash returned by the employee.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04 - 006 Preparation of Petty Cash Replenishment Request

Procedure References: Procedure 4-001, Petty Cash Funds
Procedure 4-002, Imprest Checking Accounts
Procedure 4-004, Preparation of Cash Fund Request
Procedure 4-005, Preparation of Petty Cash Voucher
Form: Petty Cash Replenishment Request (Form USNH-F46)
Obtain Blank Forms From: USNH Accounts Payable, 862-1474
Forward Completed Forms To: USNH Policies & Procedures - Appendix A - USNH-F46 -or-
Accounts Payable (USNH, KSC, PSC as applicable)

1. Purpose

  • To request replenishment of petty cash or imprest checking accounts to their authorized balance.
  • To reconcile the petty cash fund or imprest checking account so as to account for all monies entrusted to the Custodian.

2. Use of the Petty Cash Replenishment Request - When cash in the petty cash fund (or the checkbook balance in the case of an imprest checking account) is low, or if un-replenished receipts exceed $300 at the end of any month, it is the Custodian's responsibility to enter a payment voucher (PV) document on-line in the CUFS system to replenish the fund. A Petty Cash Replenishment Request, Form USNH-F46, is sent to Accounts Payable to support the PV. The USNH-F46, with attached original receipts and Petty Cash Vouchers, must be reviewed and approved by the Department Head or someone who is authorized to approve departmental expenditures. Upon receipt and verification of a properly prepared USNH-F46, Accounts Payable will place final electronic approval on the PV and mail a copy of the USNH-F46 back to the Custodian with an original A/P signature. The Custodian will then take the signed copy of the USNH-F46 to the Cashier/Bursar to obtain cash. Accounts Payable will review Petty Cash Replenishment Requests within 24 hours of receipt and will either approve them for cash replenishment or will contact the Custodian via electronic mail with questions or problems. In order to avoid walking documents through the process, Custodians should allow 3 business days for the USNH-F46 to be mailed, reviewed and approved, and the copy mailed back to them. To shorten the time, Custodians may request that the approved copy of the USNH-F46 be held at Accounts Payable for pick up by the Custodian on their way to the Cashier/Bursar (simply check the "HOLD APproVAL AT A/P" box on the USNH-F46). The signed copy of the Replenishment Request will serve as a voucher to authorize the Cashier/Bursar to pay cash to the Custodian. The Cashier/Bursar will obtain the Custodian's signature signifying receipt of cash and retain the USNH-F46 for their records. Custodians who prefer a replenishment check may indicate so by checking the appropriate box on the USNH-F46 but they should allow 5 business days for the check to be received. The campus Cashier/Bursar will cash the USNH replenishment check upon presentation by the Custodian with appropriate identification.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04 - 008 Cash Advances (for travel and other purposes)

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This procedure pertains to all advances made by check or cash for the purpose of travel or other business expense; the procedure establishes maximum advance amounts and requires timely accounting by employees, subject to payroll withholding if necessary for collection.

1. Employees traveling on official University system related business, in excess of one business day or more, may receive an advance to cover the reasonable business expenses to be incurred during their travel.  Advances will not normally be granted for airline tickets, hotel or conference fees, items that should be secured through standard procedures preceding the travel.  Advances are to be used for incidental business expenses that cannot be readily or most economically assumed by University Payment Cards.  Examples of these expenses include transportation to/from an airport to a conference, parking, or some meals. This also includes security deposits for temporary lodging/housing in which an employee will be staying while traveling on USNH business. The employee is expected to return the entire amount of the original deposit upon their return. Any amount retained by the landlord is to be paid by the employee. All requests for advance must be documented by estimates of anticipated reasonable expenses and submitted on the standard USNH Pre-Approval/Advance Form as described in Procedure 7-117, Travel Pre-Approval/Advance.
2. Internal Revenue Service Regulations (Reg. Sec. 1.62-2) - Cash advances and expense reimbursements must be reported as income on an employee's Form W-2 subject to income tax withholding UNLESS paid under an "Accountable Plan." An Accountable Plan is one that satisfies 4 requirements:

a. Business Connection - Advances must be limited to reasonable job-related expenses expected to be incurred by the employee and, the employee would be eligible for a tax deduction on his/her Form 1040 if the employee paid them out of his/her own pocket.
b. Advance Reasonably Calculated to Cover Expenses - Advances must be based on a reasonable estimate of the anticipated expenses, and must be drawn within a reasonable period of time before the expenses are likely to be incurred.
c. Substantiation - The employee must supply the employer with detailed expense records as would be required if he/she had to substantiate a business expense deduction on his/her own personal tax return. In the case of business meals, date, place, amount, applicable receipts, names of persons accompanying employee, and business purpose must be documented.
d. Unspent Advance Must Be Returned - Employees are required to return to the employer, within a reasonable period of time, any amount advanced that is in excess of the substantiated expenses.

3. USNH Administrative Procedures - USNH will avoid income tax withholding on cash advances and expense reimbursements by meeting all requirements for an Accountable Plan and insisting that all employees comply with these requirements.

a. Business Connection - Travel advances should be limited to reasonable, necessary out-of-pocket business expenses incurred. Travelers are strongly encouraged to use their personal bank charge card or to request a travel exception for their USNH Purchasing Card to reduce the need for a cash advance. Generally, hotel bills and deposits necessary to hold reservations should be paid by a qualified USNH Purchasing Card or other personal charge card. Conference registration fees not prepaid by Invoice/Check should also be put on charge cards. If it is not possible to use a charge card, either a USNH purchase order or a USNH check should be issued to the vendor to avoid the need for a cash advance.
b. Advance Reasonably Calculated - Documentation of anticipated expenses must be submitted prior to granting an advance. Advances must be kept to a minimum and should be used only for minor expenses which cannot be charged on the USNH Purchasing Card or other personal charge card. Travel advances are generally limited to $300 per person per week maximum unless specifically approved in writing by the campus Chief Financial Officer (CFO) or his/her designee. Advances of currency are at the discretion of each campus, but generally should not exceed $400. Special arrangements which follow the intent of these procedures may be required for athletic team travel,  and other group activities or non-travel advances. Requests for advances must be approved by the responsible dean/director/department head using standard institutional forms. Advances should be processed through the campus travel manager/coordinator at least four business days before the check is needed. However, cash advances (including checks) are not generally released earlier than two business days prior to the date needed (e.g., travel departure date). Advances are not intended to pay pre-departure expenses and will not be available for that purpose.
c. Substantiation - All travel expenses must be substantiated with appropriate supporting documentation (original receipts) on an itemized USNH Personal Reimbursement Form (or on a Petty Cash Voucher in the case of travel paid from petty cash) according to USNH and campus policy and procedures detailed elsewhere.  Any advances must be referenced on the reimbursement form.
d. Unspent Advance Must Be Returned - All unspent or unsubstantiated advances for travel and other business expenses must be returned to the campus travel manager/coordinator with proper substantiation (e.g., USNH Personal Reimbursement Form) within 10 business days after completion of the trip. This also includes security deposits for temporary lodging/housing in which an employee will be staying while traveling on USNH business. The employee is expected to return the entire amount of the original deposit upon their return. Any amount retained by the landlord is to be paid by the employee.
e. Responsibilities of Employees Requesting Advances - Employees failing to return unused USNH cash advances and/or proper substantiation within 10 business days will be subject to payroll deduction of the amount unreturned/unsubstantiated after adequate written reminders have been given to the employee. Employees with outstanding advances are not eligible to receive additional advances for other business purposes.

B. DETAILED OPERATING PROCEDURES

1. Responsibilities of the Campus Travel Manager/Coordinator - The USNH Travel Coordinator is responsible for sending a standard written reminder to the Campus travel manager or BSC Director with information necessary in order to process the USNH Personal Reimbursement request to substantiate the expenses associated with the trip.  The reminder should state the facts and site this procedure.  A copy of the reminder will be sent to the advance recipient and the dean/director/department head who authorized the advance.  If the substantiation is not received, a second reminder will be sent about two weeks from the date of the first reminder.

 In the event that travel advance responsibilities are delegated to the Campus Travel Coordinator or the BSC Director, they are responsible for the above.  In addition, they are responsible for reconciling their advance account and providing a monthly reconciliation statement to the USNH Disbursement Manager.

The USNH Travel Coordinator is responsible to maintain a detailed list of all employees with advances outstanding. The list will include the employee's name and USNH ID#, the amount of the advance, the date the advance was issued, the date the advance is expected to be returned (e.g., trip return date plus 10 days), and the dates reminders were sent to the employee. The list must be reconciled each month and sent to the USNH Disbursement Manager by the 10th day of the following month, even if no employee is presently delinquent.

Outstanding advances indicating that at least 2 reminders were previously sent, will be subject to payroll deduction in the following pay period. USNH Travel Coordinator will notify Payroll who will initiate the deduction and send notice to the USNH Travel Coordinator, the Campus Travel Manager or the BSC Director.  In turn, they will notify the employee that the payroll deduction will occur. The notice will instruct the employee to deduct business expenses to the extent allowable by the IRS on his/her personal tax return.

The USNH Travel Coordinator will clear/cancel any open credit invoice transactions in the AD System.
2. Responsibilities of the USNH Payroll Department - On the 10th of each month USNH Disbursement Manager will receive from the campus travel manager/coordinator a listing of all outstanding advances reconciled to Banner. Where 2 or more reminders have been sent to the employees, the outstanding amount will be deducted from the employee's next paycheck. Payroll will notify the campus travel manager/coordinator when the withholding occurs by forwarding a reference to the JV document to transfer the money into the campus travel advance account.
3. Advances to non-employees - Advances of USNH funds will not be made to persons who are not currently affiliated with USNH. Rare exceptions may be made only by the campus VPFA office. Students, when functioning in an official capacity, and student organizations on each campus are considered affiliated with USNH. Consultants are not considered affiliated with USNH. Alternatively, a status employee of USNH may choose to sign for an advance on behalf of the student or non-employee; however, the employee so doing is fully responsible for the full amount of the advance and subject to the collection procedures cited in A.3.e. Business travel expenses such as airline tickets and hotel accommodations should be made via USNH purchase card.  When direct payment to a vendor is not possible, USNH may reimburse the individual for properly substantiated expenses that were incurred.  This will occur after the trip and with submission of a fully approved USNH personal reimbursement form.


04 - 032 Uncollectible Accounts Receivable

The procedure outlined below is intended to ensure that proper approval is obtained in advance of executing write- offs, and that each request is based on fully documented good faith efforts to collect the account (i.e. due diligence). This procedure does not pertain to loans administered under the Federal Perkins Student Loan Program.

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

1. Approval: The authority to approve the write off of uncollectible accounts is vested in the Chief Financial Officer (CFO) at each campus. All decisions to write off an account must be based on review of documented collection efforts demonstrating that due diligence has been exercised. All write-offs must be approved in advance by the CFO, or his/her designee, at each campus.
2. Accounting for Write-Offs: The University System Financial and Administrative Procedures Manual, Procedure 10-002, Billing for Goods Sold or Services Rendered, states that when accounts receivable must be written off due to collectibility, such amounts are always recorded as a charge to an expense object code or the related reserve for doubtful accounts, not as a reduction of revenue.
3. Initial Collection Efforts: Any receivable account balance which remains unpaid 90 days after the initial payment due date shall be referred to the campus department responsible for collections. This department will take appropriate collection steps, including, but not limited to, dunning calls and letters, placement with collection agencies, or initiation of legal action to recover amounts due USNH.  Each campus may exercise more stringent practices, but may not be more lenient.   

a. For balances less than $10 no collection work is necessary before writing off balances, but CFO or designee advance approval is still required. For balances of $10 or more but less than $100, the collections department must make at least 2 good faith efforts to collect by letter or telephone. For balances of $100 or more, at least 3 good faith efforts to collect must be made and documented.
b. If an account remains unpaid 45 days after the collection process described above begins (i.e. 135 days past the original due date), the account should be evaluated for transfer to an appropriate collection agency or collection attorney.
c. If the account is returned by a collection agency as uncollectible, the account record should be reviewed again to determine if further collection agency placement or legal action should be taken, before a recommendation to write off the account will be made.

4. Requests for Write-Offs: If it is determined that further collection action would not be productive, and after appropriate consultation with the referring office, the complete record of the account and collection actions will be forwarded by the collections department to the Campus CFO, or his/her designee, for write-off approval.
5. Processing Write-Offs: When a write-off is recommended, an appropriate expense account, or the proper reserve for doubtful accounts, will be identified by the collections department, to fund the write-off. When approval is received, appropriate documents will be prepared by the collections department to accomplish the write-off of the account within Banner and/or the campus' accounts receivable system.
6. Record Retention: The complete record of the account, including write-off approval and documentation of due diligence in the collection effort, will be retained in the archives of the collections department for seven (7) years.

B. DETAILED OPERATING PROCEDURES for UNH, UNHL and UNHM accounts (Students or Commercial)

1. Delegation of Authority: As an administrative convenience, the UNH authority to write-off individual accounts up to $1000 as well as all balances of deceased students, and any balances discharged by federal or state courts under bankruptcy petitions, has been delegated to the Director of Business Services.
2. Balances less than $10:  Account balances of less than $10 will be automatically written off by the Director of Business Services, when the account is more than 90 days past due.  
3. Balances between $10 and $24.99:  Account balances between $10 and $24.99 which are more than 90 days past due, may be written off by the Director of Business Services upon completion of at least two documented good faith attempts to collect the account.
4. Balances between $25 and $999.99:  When the account is 90 days in arrears, UNH Business Services will assume collection responsibility. It is the originating department's responsibility to notify UNH Business Services on a timely basis, and provide all relevant background materials.

a. UNH Business Services will make at least 2 good faith efforts to collect, by letter and/or telephone, as appropriate in each case.
b. If the account remains unpaid after 45 days in the collection process, UNH Business Services staff will evaluate the account. A recommendation to take further action or to write-off the account will be made to the Director of Business Services.

5. Balances of $1000.00 or over:  When the account is 90 days in arrears, UNH Business Services will assume collection responsibility. It is the originating department's responsibility to notify UNH Business Services on a timely basis, and provide all relevant background materials.

a. UNH Business Services will make at least 3 good faith efforts to collect by letter and/or telephone as appropriate.
b. If the account remains unpaid after 45 days in the collection process, the account will be transferred to a collection agency or attorney, as appropriate.
c. If the account is returned by a collection agency as uncollectible, the account record will be reviewed to determine if further collection agency placement or legal action should be taken.
d. If it is determined that further collection efforts would not be productive, the Director of Business Services will forward the documented record to the Associate Vice President for Finance and Administration for approval of the write-off.

6. Balance write-off procedures: Upon approval of the Director of Business Services or Associate Vice President for Finance and Administration, the Director of Business Services will effect the following actions:

a. A "Credit & Collections Write-Off" (CCWO) credit amount will be entered into the Banner system to write-off the account against the Banner reserve for doubtful accounts fund.
b. A "Credit Watch" (CW) hold will be placed on student Banner accounts with written off balances of $10 or more to preclude registration or issuance of transcripts.
c. Prior to write-off, any account balances over $100 will be reported to UNH's student payment plan servicing agent for final collection attempts.  If unsuccesful, the servicing agent will notify UNH to write-off the balance and the servicing agent will report the write-off to the applicable credit bureau.

7. Reports

a. A quarterly report of all accounts written off will be provided to the Associate Vice President for Finance and Administration for review.
b. Semiannually, a Banner report will be generated listing any payments made to accounts with a CW hold. This will permit the reversal of write off actions, when appropriate, and restore the funds to the reserve for doubtful accounts fund for future use.
c. Other appropriate reports will be prepared by the Director of Business Services of accounts written off to support internal and external audit requirements for due diligence.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

04 - 110 Debt Derivatives Policy

A. INTRODUCTION

1. Background - The purpose of this Debt Derivatives Policy is to establish guidelines for the use and management of all interest rate exchange transactions ("Swaps") and similar arrangements entered into by the University System of New Hampshire in connection with the incurrence of debt obligations or in furtherance of other non-speculative corporate purposes. This Policy sets forth the objectives, benefits and risks of a Swap program; discusses procurement and execution of Swap agreements; provides for security and risk mitigation strategies to be used; and requires regular monitoring and reporting; among other provisions. The terms "Debt Derivatives" and "Swaps" are used interchangeably throughout this Policy.
2. Rational for utilizing derivatives - Swaps and related financial instruments are appropriate interest rate management tools. Although not without risk, Swaps when properly used can improve USNH's financial viability, help manage its financial risks, and provide opportunities for interest rate savings. The authorized Swaps contemplated in this Policy are intended to reduce the amount or duration of interest rate risk, or produce a lower cost of borrowing when used in combination with the issuance of bonds. Swap structures will be adopted within plans of finance that are designed to maintain the tax-exempt status of USNH's debt.
3. Swaps may be used for the following purposes only:

a. To achieve significant savings as compared to a product available in the bond market. Significant savings may be deemed to occur if the use of Swaps helps to achieve diversification of a particular bond offering;
b. To prudently hedge risk in the context of a particular financing or the overall asset/liability management of USNH;
c. Synthetically to create variable rate exposure within prudent guidelines through Swap transactions in which USNH effectively exchanges with a Swap counterparty its fixed interest rate obligation on notes or bonds for an obligation to pay to the counterparty a variable interest rate;
d. To lock in fixed rates in current markets for use at a later date, through the use of forward Swaps, swaptions, rate locks, options and forward delivery products;
e. To manage USNH's exposure to the risk of changes in the legal and regulatory treatment of tax–exempt bonds;
f. To manage USNH's credit exposure to financial institutions and other entities through the use of off–setting Swaps and other credit management products; and
g. To achieve more flexibility in meeting overall financial objectives than can be achieved in conventional markets.

4. Situations where debt derivatives may not be used - Swaps may not be used for speculative purposes or to assume risks that are not prudent in light of the purposes for which the Swap transaction is being done. USNH may not enter into any Swap transaction for which there is (a) insufficient market liquidity for its transfer or termination at market, or (b) insufficient price transparency to allow realistic valuation of its market value on an ongoing basis.

B. AUTHORITY FOR DEBT DERIVATIVES AGREEMENTS

1. Board resolution - A vote of the Board of Trustees is required to incur long-term indebtedness in the form of tax-exempt bonds. The use of Swaps is limited to USNH's outstanding or anticipated debt and will be matched to specific bonds. New Swap agreements relating to new bonds require Board of Trustee authorization.
2. Existing bonds and swaps - Terminations, modifications, requests for bids, negotiations, and execution of Swap agreements related to currently outstanding bonds, or Swaps approved in B.1 above, require the joint approval of the Treasurer and the Chairman of the Financial Affairs Committee. USNH will consider the expert advice of Swap Advisor(s) and Bond Counsel as it deems relevant in the circumstances prior to its determination of whether to proceed with execution.
3. Legality - As a condition to the execution of any Swap transaction the USNH General Counsel will produce an opinion (or cause to have a recognized external bond counsel firm produce an acceptable opinion) substantively to the effect that USNH has the power to execute the agreement(s) relating to the Swap, that the agreements are legal, valid and binding obligations of USNH, and that they and their execution and delivery are not inconsistent with applicable laws.

C. PERMITTED FINANCIAL INSTRUMENTS

1. Specific approval instruments - USNH may expressly utilize the following financial instruments, after identifying financial objective(s) to be realized and assessing the attendant risks:

a. Current or forward starting floating-to-fixed rate swaps (Synthetic Fixed), designed to capture current market interest rates, for example, for a bond issue anticipation hedge or a synthetic forward refunding
b. Current or forward starting fixed-to-floating rate swaps (Synthetic Variable), designed to create additional variable interest rate exposure
c. Financial contracts (caps, collars, floors) that limit or bound exposure to interest rate volatility
d. Sale or purchase of options to commence or cancel interest rate swaps (Swaptions)
e. Floating-to-floating rate swaps (Basis Swaps) to manage basis or tax risk

D. SWAP RISK AND BENEFIT ANALYSIS

1. General - In connection with any Swap, USNH and its Swap Advisor, shall review the proposed transaction and outline any considerations associated with the transaction, including identification of the benefits and potential risks; an independent analysis of potential savings from the proposed transaction; fixed versus variable rate and Swap exposure to USNH as a whole; and Maximum Net Termination Exposure for all existing and proposed USNH transactions. The USNH Treasurer shall consider for execution only those proposed transactions that meet the savings thresholds described herein, or that are compelling for other reasons, without incurring undue risks. Sections E through I below describe actions designed to protect USNH interests by maximizing benefits and mitigating risks.
2. Swap risks - In reviewing proposed Swaps, USNH shall consider at a minimum each of the following risks:

a. Counterparty risk - The risk that the Swap counterparty will not fulfill its obligations as specified by the terms of the contract. Under a fixed payer Swap, for example, if the counterparty defaults, USNH would be exposed to an unhedged variable rate bond position and the additional risk that the counterparty may be unable to or fails to make an early termination payment that would compensate USNH for the value of the lost hedge.
b. Termination risk - The risk that the Swap could be terminated as a result of any of several events, which may include a ratings downgrade for USNH or the Swap counterparty, covenant violation by either party, bankruptcy of either party, Swap payment default by either party, and default events under a bond resolution or trust indenture. USNH could owe a termination payment to the counterparty or receive a termination payment from the counterparty, depending on how interest rates at the time of termination compare with the fixed rate on the Swap.
c. Basis Risk - Basis risk refers to a mismatch between the interest rate received from the Swap contract and the interest actually owed on USNH’s related bonds. The risk, for example, in a 67% LIBOR floating to fixed rate Swap is that the variable rate interest payments received at 67% of LIBOR from the Swap counterparty will be less than the variable interest payments USNH must pay on its hedged bonds (assumed to be at or near the SIFMA Index in the case of USNH’s bonds).
d. Tax risk - A potentially long-term form of basis risk resulting from changes in marginal income tax rates and other changes in the Federal and state tax systems. Such changes will affect the relative value of tax-exempt debt. If marginal tax rates decline, the after tax value of tax-exempt income declines, which could cause tax-exempt rates to increase. Tax risk exists in all unhedged tax-exempt variable rate debt. Hedging tax-exempt variable rate debt with a LIBOR-based Swap leaves USNH exposed to the tax risk inherent in tax-exempt debt while hedging with a swap based on the SIFMA index would hedge the tax risk.
e. Amortization risk - Amortization risk refers to a mismatch between the principal amount of hedged bonds and the notional amount of the associated hedging Swap at points in time.
f. Swap rollover risk - If the term of the Swap contract does not match the term of the related bonds being hedged, the risk that upon the scheduled expiration of the Swap, the interest rate risk will be unhedged unless a new Swap is procured.
g. Liquidity/Remarketing risk - The risk that USNH cannot secure a cost-effective renewal of a Letter or Line of Credit or suffers a failed remarketing with respect to the variable-rate bonds underlying a floating-to-fixed swap. This would be due to a credit deterioration of USNH or a general reduction in bank lines available to the broad market.
h. Administrative risk - The need for ongoing expertise and effort to develop documentation, assess pricing, monitor rates, calculate and make payments, manage all aspects of the Swap program, evaluate tax issues, and institute proper accounting and budgeting methodology for the term of the Swap.

3. Swap benefit expectation - Synthetic fixed rate swaps or other derivative products should generate approximately 1% greater projected savings than that which would be expected for traditional bonds. This threshold will serve as a guideline and will not apply should the transaction, in USNH's sole judgment, help to meet any of the other objectives outlined herein. The higher savings target reflects the greater complexity and higher risk of derivative financial instruments. In addition, comparative savings analyses shall include, where applicable, the probability (based on historical interest rate indices, where applicable, or other accepted analytic techniques) of realized savings for both the derivative and traditional structures. Savings are to be calculated after adjusting for (a) applicable fees, including takedown, remarketing fees, credit enhancement and legal fees, and (b) call options that may be available on the bonds. In addition, USNH should examine any other risks added to a transaction, in particular tax risk, and adjust benefit expectations for the value added by taking such risk.

  • Example - Assume a refunding of $100 million of existing bonds, where a traditional fixed rate advance refunding that does not use derivative products may have a present value savings (net of all costs) threshold of $3 million, which is 3% of the refunded par. If the refunding structure utilizes a derivative product, the threshold would have to be $4 million in net present value savings, 4% of the refunded par. Therefore, the transaction utilizing a swap or other derivative product would have to generate an additional $1 million to meet the target in this example.

4. Other considerations - In evaluating a particular Swap transaction, USNH will review long-term implications associated with entering into the Swap, including the costs of borrowing, historical interest rate trends, variable rate capacity, credit enhancement capacity, opportunities to refund related debt obligations and other similar considerations. When considering the relative advantage of using a Swap to synthetically create a fixed rate bond obligation versus the issuance of conventional fixed rate obligations, USNH will take into consideration the value of any call option on fixed rate obligations. USNH shall consider the impact of any variable rate obligations issued in combination with a Swap on the availability and cost of liquidity support for other additional variable rate obligations that may be issued by USNH in the future.

E. LEGAL AND CONTRACTUAL REQUIREMENTS

1. Prior to entering, amending, or terminating any swap, USNH will consider and meet all applicable regulatory requirements for swap transactions in consultation with its advisors and legal counsel.  USNH will consider relevant advisories and maintain full compliance prior to entering, amending, or terminating any swap and provide ongoing monitoring of compliance with the applicable regulations of the CFTC (Commodity Futures Trading Commission) and/or any other body with regulatory oversight of the swap market.
2. Standard documents - USNH will use standard ISDA swap documentation including the Master Agreement, Schedule to the Master Agreement, and a Credit Support Annex. USNH may use additional documentation if the product is proprietary or USNH deems in its sole discretion that such documentation is otherwise in its interest.
3. Terms and notional amount of swap agreement - USNH shall determine the appropriate term for an interest rate swap agreement on a case-by-case basis. In connection with the issuance or carrying of bonds, the term of the swap agreement between USNH and a qualified swap counterparty shall not extend beyond the final maturity date of existing debt of USNH for the related bonds, or in the case of a refunding transaction, beyond the final maturity of the refunding bonds. For purposes of calculating net exposure, credit shall be given to any fixed versus variable rate swaps that offset termination exposure for a specific bond transaction. For variable rate transactions, credit may also be given for any assets that are used to hedge a transaction as long as in USNH’s judgment such assets are reasonably expected to remain in place on a coterminous basis with the swap.
4. Provisions to be included - The swaps between USNH and each counterparty shall include, as appropriate, payment, term, security, collateral, default, remedy, termination, and other terms, conditions and provisions as USNH, in consultation with its Swap Advisor and Bond Counsel, deems necessary or desirable. USNH swap documentation and terms should generally include the following:

a. Downgrade provisions triggering termination shall in no event be worse than those affecting the counterparty.
b. Governing law for swaps will be New York law, but should reflect New Hampshire authorization provisions.
c. The specified indebtedness related to credit events in any swap agreement should be narrowly drafted and refer only to specific debt.
d. Collateral thresholds should be set on a sliding scale reflective of credit ratings (see Collateral below).
e. Eligible collateral shall be as set forth in Attachment A, the Collateral section below.
f. Termination value should be set by "market quotation" methodology, when USNH deems appropriate.
g. USNH should only agree to an Additional Termination Event for USNH to the extent that the ratings on the applicable bonds fall below a ratings trigger acceptable to USNH and the counterparty and no form of credit support or enhancement is in place.

5. Termination provision - All swap transactions shall contain provisions granting USNH the right to optionally terminate a swap agreement at any time over the term of the agreement. Such a provision shall be required even if any termination is at market. In general, exercising the right to terminate an agreement should produce a benefit to USNH, either through the receipt of a payment from a termination or, if the termination payment is made by USNH, in conjunction with a conversion to a more beneficial debt obligation of USNH, as solely determined by USNH.
6. Collateral - As part of any swap agreement, USNH may require collateralization or other forms of credit enhancements to secure any or all swap payment obligations. As appropriate, USNH, in consultation with its Swap Advisor, may require collateral or other credit enhancement to be posted by each swap counterparty under the following circumstances:

a. Each counterparty to USNH may be required to post collateral if the credit rating of the counterparty or parent falls below the “AA” category. Additional collateral for further decreases in credit ratings of each counterparty shall be posted by each counterparty in accordance with the provisions contained in the collateral support agreement to each counterparty with USNH.
b. Threshold amounts shall be determined by USNH on a case-by-case basis. USNH will determine the reasonable threshold limits for the initial deposit and for increments of collateral posting thereafter.
c. In determining maximum uncollateralized exposure, USNH shall also consider and include, as applicable, financial exposure to the same corporate entities that it may have through other forms of financial dealings, such as securities lending agreements and commercial paper investments.
d. Collateral shall be deposited with a third party trustee, or as mutually agreed upon between USNH and the counterparty.
e. A list of acceptable securities that may be posted as collateral and the valuation of such collateral will be determined and mutually agreed upon during negotiation of the swap agreement with each swap counterparty. A complete list of acceptable securities and valuation percentages are included as Exhibit A.
f. The market value of the collateral shall be determined on at least a monthly basis, or more frequently if USNH determines it is in USNH's best interest given the specific collateral security.
g. USNH shall determine on a case-by-case basis whether other forms of credit enhancement are more beneficial to USNH.

F. METHODS OF SOLICITING, PROCURING AND SELECTING SWAP COUNTERPARTIES

1. General - USNH will assess the benefits of competitively bidding financial products that are non-proprietary or generally available in the marketplace. On a case-by-case basis, USNH will have the authority to negotiate the procurement of financial instruments that have customized or specific attributes designed on USNH's behalf. To provide safeguards on all Swap transactions, USNH will secure professional advice of a Swap Advisor and legal counsel familiar with Swaps to assist in the process of analyzing, structuring, documenting and pricing the transaction, and to verify that a fair price was obtained.
2. Negotiated - Negotiated procurement may be used (a) for original or proprietary products, (b) for original ideas of applying a specified product to a USNH need, (c) to avoid potential market pricing effects that would be detrimental to USNH’s interests, or (d) on a discretionary basis in conjunction with other business purposes of USNH.
3. Competitively bid - If USNH determines that a Swap should be competitively bid, at least three bids will be sought. USNH may employ a hybrid structure to reward unique ideas or special effort by reserving a specified percentage of the Swap to the firm presenting the ideas on the condition that the firm match or better the best bid.
4. Counterparty selection - USNH may enter into a Swap transaction only with highly qualified and highly rated counterparties. Qualified Swap counterparties will have demonstrated experience in successfully executing Swaps and, either (a) the counterparty has a credit rating for its long-term, unsecured and unsubordinated obligations of not lower than A2 by Moody's Investor's Service or A by Standard and Poor's Ratings, or (b) the payment obligations of the counterparty are unconditionally guaranteed by a bank or non-bank financial institution with credit ratings that comply with clause (a) above at the time of execution of the Swap agreement. USNH will not enter into Swap agreements with counterparties rated below A2/A by any rating agency. Each counterparty shall have minimum capitalization of at least $150 million.
5. Protection from credit deterioration - USNH shall structure all Swap agreements to protect itself from credit deterioration of counterparties, including the use of credit support annexes or other forms of credit enhancement to secure counterparty performance. Such protection shall include any terms and conditions which, in USNH's sole discretion, are necessary or appropriate or in its best interests. If after entering into an agreement the ratings of the counterparty or its guarantor or credit support party are downgraded below the ratings listed above by any one of the rating agencies, then the agreement should be subject to termination unless (x) the counterparty provides either a substitute guarantor or assigns the agreement, in either case, to a party meeting the rating criteria reasonably acceptable to USNH or (y) collateralizes its obligations in accordance with the criteria set forth in the transaction documents.

G. COUNTERPARTY EXPOSURE LIMITATIONS

1. Diversification of counterparty risk - In order to diversify USNH’s counterparty credit risk, and to limit USNH’s credit exposure to any one counterparty, limits will be established for each counterparty based upon both the credit rating of the counterparty as well as the relative level of risk associated with each existing and proposed swap transaction. The guidelines below provide general termination exposure guidelines with respect to whether USNH should enter into an additional transaction with an existing counterparty. USNH may make exceptions to the guidelines at any time to the extent that the execution of a swap achieves one or more of the goals outlined in these guidelines or provides other benefits to USNH. In general, the Maximum Net Termination Exposure to any single Counterparty should be set so that it does not exceed a prudent level as measured against the gross revenues, available assets or other financial resources of USNH. Accordingly, these guidelines will be reviewed and revised from time-to-time.
2. Prospective analysis - Such guidelines will also not mandate or otherwise force automatic termination by USNH or the counterparty. Maximum Net Termination Exposure is not intended to impose retroactively any terms and conditions on existing transactions. Such provisions will only act as guidelines in making a determination as to whether or not a proposed transaction should be executed given certain levels of existing and projected net termination exposure to a specific counterparty. Additionally, the guidelines below are not intended to require retroactively additional collateral posting for existing transactions. Collateral posting guidelines are described in the “Collateral” section 5.5 above. The calculation of net termination exposure per counterparty will take into consideration multiple transactions, some of which may offset the overall exposure to USNH.
3. Maximum net termination exposure - USNH will set limits on individual counterparty exposure based on existing as well as new or proposed transactions. The sum of the current market value and the projected exposure shall constitute the Maximum Net Termination Exposure. For outstanding transactions, current exposure will be based on the market value as of the last quarterly swap valuation report provided by the Swap Advisor. Projected exposure shall be calculated based on the swap’s potential termination value taking into account possible adverse changes in interest rates as implied by historical or projected measures of potential rate changes applied over the remaining term of the swap. For purposes of this calculation, USNH shall include all existing and projected transactions of an individual counterparty and all transactions will be analyzed in aggregate such that the maximum exposure will be additive.
4. Exposure thresholds - The exposure thresholds will also be tied to credit ratings of the counterparties and whether or not collateral has been posted as shown in the table below. If a counterparty has more than one rating, the lowest rating will govern for purposes of the calculating the level of exposure. A summary table is provided below.


Counterparty Credit Exposure Limits

Credit Ratings
Maximum Collateralized Exposure
Maximum Uncollateralized Exposure
Maximum Net Termination Exposure

AAA
NA
$40 million
$40 million
AA Category
$30 million
$20 million
$40 million
A Category
$20 million
$10 million
$30 million
Below A
None
None
None

If the exposure limit is exceeded by a counterparty, USNH shall conduct a review of the exposure limit per counterparty. USNH, in consultation with its Swap Advisor, shall explore remedial strategies to mitigate this exposure.

H. ONGOING MANAGEMENT AND BUDGETING

1. USNH will manage all Swap transactions centrally for its constituent campuses and units and will charge no less than full debt service based on the all-in fixed rate cost of traditional bonds as if no Swap transaction had taken place. In addition, any net present value savings realized through execution of the Swap agreement will be invested long-term in a fund functioning as endowment under the control of the USNH Board of Trustees. The difference between the fixed rate charged to campus auxiliary units and the actual periodic debt service payments (including variations due to basis exposure) will be added to or subtracted from the funds functioning as endowment to provide a permanent offset to the risks of the Swap transaction.
2. USNH will seek to maximize its benefits and minimize its risks by actively managing its Swap program. This will entail frequent monitoring of market conditions, by both the Swap Advisor and Swap counterparties, for emergent opportunities and risks. Active management may require modifications of existing positions including, for example:

a. Early termination;
b. Shortening or lengthening the term;
c. Sale or purchase of options; or
d. Use of basis swaps

3. Accounting treatment - USNH will evaluate existing and proposed debt derivative transactions under accounting rules, such as GASB 53, to understand the full range of financial statement impacts and fully inform the decision-making process.

I. ONGOING MONITORING AND REPORTING REQUIREMENTS

1. Analysis of quarterly reports - A written report providing the status of all Swap agreements entered into by USNH will be prepared by its Swap Advisor and/or Swap counterparties and analyzed by the USNH Treasurer and Controller, at least on a quarterly basis and shall include the following:

a. A description of all outstanding interest rate swap agreements, including bond series, type of swap, rates paid and received by USNH, total notional amount, average life of each swap agreement, remaining term of each swap agreement.
b. Highlights of all material changes to swap agreements or new swap agreements entered into by USNH since the last report.
c. A summary of Swap agreements that were terminated or that have expired.
d. A summary of principal terms of the agreements, including bond series, type of swap, rates paid and received by USNH, notional amounts, average life of each swap, remaining term of each swap agreement, and method of procurement.
e. The marked–to–market value of each Swap.
f. The name, description and credit ratings of each counterparty and the applicable guarantor or other credit support party.
g. The amounts that were required to be paid and received, and any amounts that were actually paid and received.
h. Listing of any credit enhancement, liquidity facility or reserves and accounting of all costs and expenses associated with the credit enhancement, liquidity facility or reserves.
i. The aggregate marked to market value for each counterparty and relative exposure compared to other counterparties.
j. A calculation of USNH’s Maximum Net Termination Exposure to each counterparty.

2. Annual reporting - An annual summary report shall be prepared and presented by the Treasurer or Controller to the Board of Trustee’s Financial Affairs Committee.

3. Annual disclosure and accounting treatment - USNH shall adhere fully to all applicable Governmental Accounting Standards Board (GASB) requirements and recognized “best practices” for the accounting treatment and disclosure of debt derivative transactions in its audited financial statements and other relevant publications.

Exhibit A - Acceptable Collateral
Exhibit B - Glossary of Terms


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

Exhibit A - Acceptable Collateral

Exhibit A - Acceptable Collateral





Security
Valuation Percentage
(A)   Cash
100%
(B) (x) mortgage backed securities issued by Ginnie Mae  
    but with respect to either (x) or (y) excluding interest only or principal only stripped securities, securities representing residual interests in mortgage pools, or securities that are not listed on a national securities exchange or regularly quoted in a national quotation service) and in each case having a remaining maturity of:  
    (i) less than one year
98%
    (ii) greater than one year
98%
(C) (x) Negotiable debt obligations issued by the Federal Home Loan Mortgage Corporation ("Freddie Mac") or the Federal Home Loan Mortgage Association ("Fannie Mae") or  
  (y) mortgage backed securities issued by Freddie Mac or Fannie Mae  
    but excluding interest only or principal only stripped securities, securities representing residual interests in mortgage pools, or securities that are not listed on a national securities exchange or regularly quoted in a national quotation service.
98%
(D)   Any other collateral acceptable to the USNH in it sole discretion. The valuation percentage shall be determined by the Valuation Agent from time to time and in its reasonable discretion.

 

For example, if a counterparty is required to post $1.0 million of collateral and wished to use Ginnie Mae's with five years remaining to maturity, it would be required to post $1,020,408 ($1.0 million/0.98) to satisfy the collateral requirement.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

Exhibit B - Glossary of Terms

Exhibit B - Glossary of Terms

Confirmation - A contractual document executed for a specific Swap transaction which details the specific terms and conditions applicable to that transaction (fixed rate, floating rate index, payment dates, calculation methodology, amortization, maturity date, etc.).

Counterparty - A principal party to a Swap, as opposed to an agent such as a broker. USNH and a Swap dealer would both be counterparties in a transaction.

Credit Support Annex - A contractual document that covers the posting of collateral, if required under the ISDA Schedule, which is based on the net mark–to–market values of the cash flows in the Swap.

Forward Starting Swap - An interest rate Swap in which the Swap terms are set at the outset, but the start of the cash flow accruals and exchanges is delayed until some future date.

Hedge - A position taken in order to offset the risk associated with some other position. For example, a floating-to-fixed rate Swap can be a hedge of the interest rate risk of variable rate debt.

Interest Rate Swap - An interest rate Swap is a contract between two parties to exchange cash flows over a predetermined length of time. Cash flows are calculated periodically based on a fixed or variable interest rate against a set "notional" amount (amount used only for calculation of interest payments). Principal is not exchanged.

ISDA - The International Swaps and Derivatives Association, Inc. The global trade association whose members are dealers in the Swap industry. Most Swap transactions are executed under standard documentation created by ISDA.

ISDA Master Agreement - The primary document for the terms and conditions governing the Swap market. The ISDA Master Agreement contains the terms for events of default, termination events, representations and covenants, early termination provisions and payment calculations.

LIBOR - The London InterBank Offered Rate. The rate at which banks will lend eurodollars to each other. The most active dollar-based taxable interest rate benchmark utilized globally.

Maximum Net Termination Exposure - An amount equal to the aggregate termination payment for all existing and projected Swap transactions that would be paid by an individual counterparty. For purposes of this calculation, the aggregate termination payment is equal to: (i) the reasonably expected worst-case termination payment under all existing Swaps prior to the execution of any proposed transaction, plus (ii) the reasonably expected worst-case termination payment of the proposed transaction.

Notional Amount - The stipulated principal amount for a Swap transaction. There is no transfer of principal for a Swap, but there is an exchange in the cash flows for related, designated interest payments.

Schedule to the ISDA Master Agreement - A contractual document that supplements and may modify the terms of the Master Agreement. It also specifies which of a number of particular options available under the Master Agreement the parties have chosen to apply. The terms of the Schedule become part of the Master Agreement and will govern all Swap transactions consummated under the Master Agreement unless the Confirmation for a particular Swap transaction provides otherwise with respect to that Swap.

SIFMA Index - The Securities Industry and Financial Markets Association Municipal Swap Index. The principal benchmark for short-term, tax-exempt rates. A market basket index of over 400 actively traded, highly rated, non–AMT tax–exempt variable rate issues that reset their rates every Wednesday.

Swaption - A Swaption is an option on a Swap. The Swaption purchaser has the right to enter a specific Swap for a defined period of time. This option can be exercised on a specific exercise date or on any of a series of exercise dates depending on the specific terms of the Swaption.

Yield Curve - Refers to the graphical or tabular representation of interest rates across different maturities. It reflects the market's views about implied inflation/deflation, liquidity, economic and financial activity, and other market forces.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06. Purchasing

 

Purchasing

 
Issue Date   Revised Date  
03/01/1996 001 12/11/2014 Purchasing Policy
07/01/2005 002 05/01/2014 Contracting & Purchasing Delegations
07/01/2005 003 05/01/2014 Signature Authority Guidelines
07/01/2005 004 05/01/2014 Purchasing Process Overview
  005 01/15/2009 Competitive Bid Limit
07/01/2005 006 07/01/2011 Competitive Bid Process Overview
07/01/2005 007 05/01/2014 Competitive Bid Process (RFP)
07/01/2005 008 07/01/2011 What is a Purchase order?
07/01/2005 009 11/01/2012 What is a Contract?
(links to 12-005)
07/01/2005 010 07/01/2005 USNH Purchasing Contract Types
(links to 12-006)
07/01/2005 011 07/01/2005 USNH Contracts Database
  012 01/20/2015 Active Contracts List
  013 01/20/2015 Purchasing Responsibilities
07/01/2005 014 07/01/2011 NAEB Code of Ethics
05/04/1990 015 07/01/2011 USNH Complaint Policy
  019 05/01/2014 Exception to Bid Request
01/21/2005 020 04/01/2012 Glossary/Definitions
09/01/2003 021 11/01/2012 USNH Tax Exemption
 

Vendors, Independent Contractors

 

  Vendors  
  040 11/21/2003 Vendor Codes
  041 11/21/2003 Establishing a Vendor Code
  044   USNH Substitute W-9
  044F 07/01/2010 USNH Substitute W-9-Form
07/01/2011 044DEF 05/01/2014 USNH Substitute W-9-Definitions
07/01/2010 045 05/01/2014 Instructions to complete the USNH Substitute W-9
  046 07/01/2011 USNH W-8BEN
  047   Instructions to complete the USNH w-8BEN
  048   Modifying Vendor information
  049   Vendor code procedures
     
  Independent Contractors  
  050 03/19/2015 Hiring Independent Contractors
  051 03/19/2015 Test for an Independent Contractor or Employee
  052 03/19/2015 Independent Contractor Agreement
  053 03/19/2015 Amendment to Independent Contractor Agreement
  055   Instructions to complete the Independent Contractor Agreement and Amendment
  056 02/01/2007 Independent Contractor Agreement Procedure
  057 12/11/2003 Independent Contractor Invoice
 

Surplus Property

 

  060 08/04/2015 Surplus Property Procedures
  061 07/01/2011 Surplus Property Policy
     
 

Surplus Property Forms & Instructions

  062 03/13/2013 Request to Donate
  063   Request to Donate Instructions
  064   Request to Donate Procedure
  065 02/04/2009 Request to Sell/Advertise
  066   Request to Sell/Advertise Instructions
  067   Request to Sell/Advertise Procedure
  068 03/13/2013 Request to Scrap
  069   Request to Scrap Instructions
  070   Request to Scrap Procedure

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

06 - 002 Contracting and Purchasing Delegations

A. SUMMARY PROCEDURE

This depicts the flow of the delegation authority from RSA 187-A (the establishment of the University System of New Hampshire) which is described in the USNH Charter to the Board of Trustees to the Treasurer. It also shows the delegation of authority from the Treasurer to other officials within USNH or at the constituent institutions of USNH.

B. DETAIL PROCEDURE

Delegation of Authority

Contracting Policy Purchasing Policy
From the State - via the charter (RSA 187-A)  
The charter delegates to the Board of Trustees  
The Board of Trustees delegates to the Treasurer  

 The Treasurer's Delegations are:

  1. Procurement Related Delegated to the USNH Director of Purchasing
  2. Office of Sponsored Research
  3. All other
  • Senior Contract Officer
  • Campus Chief Financial Officers

Delegation from the USNH Director of Purchasing to campus purchasing managers

  • Set Bid Limits

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 003 Signature Authority Guidelines

A. GENERAL GUIDELINES

1. Delegation is to an individual who holds a designated position.
2. Delegation is permanent until revoked (n.b., some circumstances may dictate otherwise).
3. Re-delegations may occur (to be considered on a case-by-case basis)

a. Those officials receiving a re-delegation may not re-delegate further unless the delegation specifically allows for further re-delegation
b. Multiple delegations of the same authority are acceptable (e.g., from a dean to all department chairs)
c. The Treasurer is to be informed of all re-delegations
d. In all cases of delegation or re-delegation of signature authority, ultimate responsibility for transactions entered into is retained by the position having original signature authority.

4. All delegations are to be reviewed on an annual basis, but will not be re-written unless there is a compelling necessity (e.g. title change, etc.).

B. DELEGATION OF PURCHASING AUTHORITY (POs, only)

1. The purchase of goods and services, the sale of surplus/salvage goods and the disposal of any items of value other than real property for the USNH is delegated by the Treasurer to the USNH Director of Purchasing. (USNH Financial and Administrative Procedures Manual, Procedure 6-001, Purchasing Policy). This delegation has no dollar limits.
2. With approval from the Treasurer, the USNH Director of Purchasing may further re-delegate to all purchasing assistants, agents, managers and directors throughout USNH.

C. DELEGATION FOR RESEARCH AND SPONSORED PROGRAMS (at the University of New Hampshire)

1. The Treasurer will delegate the authority to execute contracts, agreements and other legal documents related to the provision of research or consulting services, or other sponsored programs to the Senior Vice Provost for Research and the Director of Sponsored Programs Administration. These delegations have no dollar limits.
2. These Officers may re-delegate this authority only as specifically noted on the "University of New Hampshire Office of Sponsored Research Institutional Signature Authority Form".

D. ALL OTHER DELEGATIONS

1. The Treasurer will delegate authority (subject to dollar limits) to each institution's chief financial officer for the following:

a. student affiliation, internship and/or clinical agreements
b. exchange programs
c. sponsored programs (at UNH the CFO will sign only in the event that neither of the named officials in Section C.1 is available)
d. leases and rentals -- revenue
e. leases and rentals - expense
f. independent contractor(s) (e.g., consultants; service providers)
g. artistic performances
h. tuition compacts
i. construction and renovation work (some exceptions may apply).

2. CFOs may re-delegate some or all of the authority granted to them.
3. The following items are not under the purview of the CFOs, and specific, separate delegations may be made by the Treasurer to those officials who are responsible for these areas:

a. purchase or sale of real property
b. acceptance of gifts of any type (n.b., Board of Trustee policy restricts this to the Chancellor, the Presidents and in the case of real property, to the Financial Affairs Committee of the Board; See BOT VI.B.1, Acquisition of Real Property; at UNH, the UNH Foundation may also accept gifts of any type See UNH.III.C, Policy on the Receipt of Gifts.
c. hiring outside legal counsel
d. hiring auditors and/or accountants
e. personnel benefits
f. banking services
g. insurance
h. acquiring an equity interest in start-up companies in exchange for the transfer of technology and other intellectual property (See UNH.IV.D, Management of Equity Interests in Start-up Companies)
i. federal, state and local tax returns and other tax-related documents.

06 - 004 Purchasing Process Overview

Purchase Request Process

If Then
The purchase is from an on-campus department Use an Internal Purchase Order
If the purchase is from an off-campus vendor and is under the bid limit Use the appropriate method to initiate a purchase request or to pay for goods or services (listed in order of the preferred method when applicable):
  • (1) PCard;
  • (2) Direct Pay Invoice;
  • (3) Requisition/Purchase Order.
If the purchase is from an off-campus vendor and is over the bid limit Determine if the purchase should be competitively bid or if an exception to bid is appropriate

Purchasing Process

If Then
An Internal Purchase Order is used The campus business units handle the purchase and payment request processing
A PCard or Convenience Check is used The cardholder or account manager handles the purchase and payment request processing
A Direct Pay Invoice is used Then the campus business unit initiates the Banner document, completes and approves the transaction
A Requisition/Purchase Order is used The campus business unit initiates the purchase request by entering a Requisition, completing and approving the transaction. All approved Requisitions will be routed electronically to purchasing for processing and approval.
A competitive bid is required Purchasing will work with the campus contact to obtain all information necessary to conduct a formal solicitation process
An Exception to Bid is appropriate The campus contact will complete an Procedure 06-019: Exception to Bid Request and submit to purchasing for review and approval

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 005 Competitive Bid Limit

Quick Access

Bid Limit:

Purchasing must obtain competitive pricing for the purchase of goods or services $35,000 or over through a formal bid process, unless the purchase is covered by the following types of existing contracts: USNH, state, federal, or other cooperative contract or pricing agreement (NHCUC, GSA, E&I). Any solicitation issued by purchasing is not a commitment to issue an order.

Types of Solicitations:

  • Request for Information (RFI)
    An RFI is used when you don't know exactly what you want or you don't know what is available in the marketplace. The information received as a result of the RFI may assist in determining whether a formal request for bid or proposal is necessary.
  • Request for Bid (RFB)
    An RFB is used when you know precisely what you need and have precise requirements and specifications.
  • Request for Proposal (RFP)
    The RFP is a hybrid of these documents. An RFP is used when you have a general idea with some specifications and/or it's a large, complex project with potential for multiple solutions.

Initiating the Bid Process:

A BSC/department can initiate the bid process by communicating their needs to purchasing as follows:

  • Email - preferred (attach Word, Excel, or other document)
  • Fax
  • Enter a Banner Requisition
  • In person

Overview of the Bid Process:

Once the request is received by purchasing, the following process occurs:

  • Purchasing assigns a bid number to all requests (RFB, RFP, or RFI) for tracking purposes

    This number should be referenced on all documentation relating to the request (e.g. bid document, correspondence, email, Banner document)

  • A specific due date and time are assigned to all requests
  • Purchasing creates the RFB, RFP, or RFI request document
  • Purchasing issues the RFB, RFP or RFI to interested vendors and posts to the purchasing web site
  • Responses are sent to purchasing by the specified date and time

    Responses are confidential until the due date and time

  • A public opening of all responses will be held at purchasing or another specified location

    The contact person from the business unit, as well as all firms, are encouraged to attend

  • All responses are evaluated by purchasing and the contact person
  • When applicable, a detailed summary of all responses is tabulated into an Excel spreadsheet to assist in the evaluation process
  • The summary is distributed to the contact person and is available to the general public
  • A decision on the award is made with collaboration from purchasing
  • If a decision is made to award, the contact person notifies their business unit on whether to initiate a purchase order or use the PCard. Sending the summary form to the business unit will assist them in placing the order.
  • When a bid is awarded, purchasing will post the information to the web
  • If insurance or bonding is required from the awarded firm, purchasing is responsible for ensuring that these requirements are met prior to working on campus

In general, awards are made to the lowest cost, most responsive and responsible firm meeting the specifications and delivery requirements outlined in the request for bid or proposal. On the more complex purchases, evaluation factors such as past technical experience, years in business, customer references, and life cycle closing are considered, in addition to price.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 006 Competitive Bid Process Overview

 

Input/Processes RFI RFP RFB
When to Use When you don't know exactly what you want or you don't know what is available in the market place When you have a general idea with some specifications and/or it's a large, complex project with potential for multiple solutions When you know precisely what you need and have precise requirements and specifications
Departmental Input

User or committee contact
-Rough sketch or outline of presumed need or desired information

User or committee contact
-General scope of work, approximations of need, timelines, performance wishes to meet specific goal
User or committee contact
-Model numbers, color, finishes, technical data, timelines and delivery necessities, performance requirements, quantities or service required
Purchasing Input Modified contractual & document language
-Protect the Institution with fair and ethical process
Contractual & document language
-Protect the Institution with fair and ethical process
-Draft RFP language to department
-Clarification to responses
-Assure all terms & conditions known including freight, delivery, etc. 
Contractual & document language
-Protect the Institution with fair and ethical process
-Clarification to responses
-Assure all terms & conditions known including freight, delivery, etc.
 
Purchasing & Departmental Input Suggested vendor list
-Language of document
-Express limited terms for dealing with the University 
Suggested vendor list
-Language of document
-Terms and legal conditions for dealing with the University
Suggested vendor list
-Language of document
-Terms and legal conditions for dealing with the University
Vendor Input Catalogs, specification sheets, product information, service outlines, conceptual data, suggestions, etc. Suggested solution(s) to our request
-Price, terms, conditions, delivery, performance, contract language
Price, terms, conditions, delivery, performance, contract language
Purchasing Processes Solicitation process, documentation of audit trail, vendor contact or meetings, elimination of some participants Solicitation process, documentation of audit trail, vendor contact or meetings Solicitation process, documentation of audit trail, vendor contact or meetings
Decision-Making Process Terminate the process or proceed to RFB or RFP solicitation Further negotiation
-Acceptance of most advantageous offer
-Contract appropriate for the University
-Issue purchase order and/or sign contract
-Cancel process
Further negotiation
-Acceptance of most advantageous offer
-Contract appropriate for the University
-Issue purchase order and/or sign contract
-Cancel process
Issue PO and/or Sign Contract No Yes/No Yes/No
Post Contract Award None Monitor performance and adherence to contract. Immediate notice to Purchasing if failure to perform. Monitor performance and adherence to contract. Immediate notice to Purchasing if failure to perform.

 

06 - 007 Competitive Bid Process (RFP)

A. Types of Solicitations

When seeking information from vendors, it is important for Purchasing to realize the specific type of goods and/or services required and to use the appropriate type of solicitation document. There are important differences among various documents used to solicit responses from vendors: the request for information (RFI), the request for bid (RFB), and the request for proposal (RFP).

An RFI is used when you don't know exactly what you want or you don't know what is available in the marketplace. The information received as a result of the RFI may assist in determining whether a formal request for bid or proposal is necessary.

An RFB is used when you know precisely what you need and have precise requirements and specifications.

The RFP is a hybrid of these documents. An RFP is used when you have a general idea with some specifications and/or it's a large, complex project with potential for multiple solutions.

B. Overview of the RFP Process

Effective communication is the bottom line with any RFP. The process begins with your scope of work (SOW) statement (description of services) or specifications (description of goods), proposal evaluation criteria, and a recommended sources list. These are submitted to the Purchasing Office, which takes this SOW or specifications and develops a complete Request for Proposal including standard (boilerplate) contract clauses, special clauses, instructions to prospective vendors, and any requisite technical exhibits or attachments. The RFP states a specific date and time deadline for proposal receipt and often has mandatory pre-proposal meetings for vendors to attend. This meeting offers the opportunity to ask questions and gives the University a chance to determine whether any changes need to be issued (addenda) to the RFP. This is also an excellent time to conduct any requisite site visits to familiarize vendors with the project site(s).

After proposals are received, they are then evaluated against evaluation criteria, which were stipulated in the RFP. Purchasing and the department then agree on the awarded firm. Once approved, a purchase order and/or contract are processed.

After award, the department monitors the contractor's performance, approves invoices, and notifies Purchasing if any problems are encountered with vendor's performance.

C. When is an RFP Necessary

A formal RFP is not required for justified single source purchases. An RFP is rarely used for equipment or supplies at any dollar value, and is usually not required for service purchase orders under the bid limit. Additionally, certain personal services and consultant services are subject to other purchasing methodologies. Examples of situations, which may require an RFP, are purchases of specialized research, custom computer equipment, custom software, custodial services, marketing services, food services, and security services. In general, an RFP is needed when the product/services required exceed the current bid limit and the expected contract performance, terms, and conditions cannot be completely described by a detailed specification attached to a purchase order.

D. Developing the Scope of Work

The scope of work is the heart of the RFP. A well-written scope of work can do more for the success of a contract than any other part of the contracting process. A good scope of work is clear, complete, and logical enough to be understood by the vendor and department. Because it describes the details of performance, it is the yardstick against which the vendor's performance is measured. Enhancing a vendor's ability to read and understand the needs articulated in the RFP is critical to success. The RFP must be concise and clear. The structure of the document is used to keep your thoughts on track and to organize a vendor's response. Emphasize points that you feel are especially important. Organize the RFP document in numbered sections, and require the vendors to use this same numbering/sectioning format in their responses. This ensures clarity and consistency in the RFP and in the vendors' responses, and will make the evaluation and selection process easier. The department should start the process by contacting Purchasing in advance of the need in order to give ample time for the RFP process, from RFP development to contract/PO.

  • Suggested Content - Introduction and general information, task description, constraints on the contractor, contractor personnel requirements, University responsibilities, special conditions, evaluation criteria.

E. Evaluation of Proposals

A prerequisite for award is that the vendor must be responsible and must submit a responsive offer. To be responsible means the vendor has the requisite business integrity, as well as financial and organizational capacities, to ensure good-faith performance. To be responsive, an offer must conform in all material respects to the RFP. Beyond these two basic criteria, the only method we have of selecting the offer most advantageous to the University is through the proposal evaluation criteria, which is published in the RFP.

Because of the nature of most goods and/or services purchased and the sealed competitive bid procedure, we must make objective comparative analyses of different vendor's proposals in justifying our recommendation for award. The recommendation for award must be defensible. This makes the drafting of reasonable and definitive evaluation criteria very important to the RFP and source selection process.

Some evaluation criteria to consider for inclusion in the RFP are as follows: (1) performance record of the contractor, (2) safety record, (3) relevant experience in providing comparable services on projects of similar size and scope, (4) overall quality of proposal, (5) pricing.

The RFP must contain a cost proposal format that allows the vendors to explicitly identify their charges for the deliverables identified in the project. Deliverables must be well defined so that all vendors can respond to the same deliverables thus allowing the University to make comparative analyses of the vendor's costs.

F. Pre-Proposal Conference

While a pre-proposal conference is not always required, it is highly recommended. If one is conducted, vendors are required to attend, or attendance may be by "invitation and urge to attend", so that we can be sure that all vendors receive the same information and we receive constructive feedback about the RFP. Although a representative from the Purchasing Office leads the conference and answers any contractual questions, the department must be represented to answer any questions about the technical aspects and performance anticipated in the scope of work detailed in the RFP. During the conference, university employees must not discuss the merits of a vendor's question, and it must be clear that nothing discussed that materially affects the RFP can be relied upon unless it is documented in a written addendum to the RFP. The University will not be bound by oral discussion surrounding a bid document. If a site visit is needed to familiarize vendors with the work site, it is normally conducted following the pre-proposal conference.

G. Proposal Opening

Proposal openings are open to the public and are scheduled two to four weeks after the pre-proposal conference. This may vary depending on the complexity of project that is being bid. Late proposals are marked with the time and date received; however, they are not opened or read and will not be considered.

H. Proposal Evaluations

After the Purchasing Office has reviewed each vendor's proposal to determine that they are complete, the proposals are then forwarded to the department and/or committee members for evaluation. During the period of evaluation and prior to award, possession of proposals and accompanying information is limited to personnel responsible for participating in the evaluation. Any communications with vendors must be approved in advance through the purchasing agent handling the bid process.

Recommendation for award must be in written form and must address how each vendor has met or failed to meet the evaluation criteria stated in the RFP. All areas of non-conformity with any terms, conditions, or listed specifications must be clearly stated in the evaluation.

To assist those individuals responsible for evaluating proposals, the Purchasing Office creates an evaluation matrix, based upon evaluation factors listed in the RFP. This matrix is a tool to assist those evaluating proposals.

I. Negotiation

When all proposals are determined to be non-responsive, all must be rejected and a new RFP issued. Negotiation is normally only permitted where effective competition is not available. However, when written evaluations support it, the Purchasing Office may authorize negotiation with each vendor whose proposal can reasonably be expected to be amended to meet the needs of the University.

J. Contract Coordination

Monitoring Performance

After award, the project coordinator, who is usually named in the contract document, monitors the vendor's performance, approves invoices, and notifies the Purchasing Office if any problems are encountered. Depending on the type of service, the manner in which performance is monitored may involve any number of procedures including regular and unscheduled inspections, complaints brought to management's attention, and reports or surveys of consumers of the services.

Changing the Contract

Since the purchase order or contract incorporates the contractor's response to the RFP, these documents reflect the agreement between the parties. Amending or canceling the contract can only be accomplished under the terms and conditions of the agreement and such actions must be done through the Purchasing Office.

K. Dealing with Poor Performance

The key to rectifying poor performance is keeping good documentation. Each contract contains provisions for dealing with poor performance. Such provisions are usually cited under the default clause in a contract. Under the standard default clause, the contractor has a specified time period to correct, or provide a corrective action plan for any non-conformances identified by the project coordinator. While the project coordinator may initially deal with minor issues verbally, a written record of these occasions becomes increasingly important when the contractor's performance deteriorates to the point where it becomes necessary to cancel the entire contract or parts of it. If the contractor is clearly at fault and we have documentation to prove it, we can cancel the contract for default and hold the contractor liable for the increased costs of obtaining substitute services from another vendor. Do not hesitate to contact the Purchasing Office for advice when you have repeated problems with the contractor.

L. Terminating Without Penalty

Under a standard termination clause, the University has the option of terminating the contract without penalty for any reason with an advance written notice to the contractor. Care must be taken to read the contract clause to ensure that the stipulated number of days for written notice has been given.

06 - 008 What is a Purchase Order?

A Purchase Order Is...

  • A purchase order is the official and binding document issued to the vendor authorizing the expenditure of USNH funds for goods and/or services.
  • A purchase order creates an encumbrance that will help manage budget and facilitate vendor payment.
  • By using the purchase order, everyone involved in the purchase process can track the order by referring to the same purchase order number as a standard reference.

Standard USNH Terms and Conditions are part of the USNH PO generated and sent to vendors for each order made.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 014 NAEB Code of Ethics

Code of Ethics

Because personnel who are involved in the procurement function are in a position to provide or withhold substantial rewards for suppliers who serve USNH, and because they constantly operate under pressure from conflicting sources, they must have a highly developed sense of professional ethics to resist these pressures and to serve USNH in an honorable way.

To strengthen ethical awareness, and to provide guidelines for its members, the National Association of Education Buyers has an established code of ethics which is printed below. All USNH purchasing professionals subscribe to the National Association of Educational Buyers Code of Ethics.

NATIONAL ASSOCIATION OF EDUCATION BUYERS (NAEB) CODE OF ETHICS

  1. Give first consideration to the objectives and policies of my institution.
  2. Strive to obtain the maximum value for each dollar of expenditure.
  3. Decline personal gifts or gratuities.
  4. Grant all competitive suppliers equal consideration insofar as state of federal statue and institutional policy permit.
  5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
  6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
  7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
  8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier, and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of my institution permit.
  9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
  10. Cooperate with trade, industrial and professional associations and with governmental and private agencies for the purpose of promoting and developing sound business methods.
  11. Foster fair, ethical and legal trade practices.
  12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 015 USNH Complaint Policy

USNH PURCHASING DEPARTMENT COMPLAINT POLICY

  1. Any vendor, unsuccessful bidder, or other party (not employed by USNH) who is aggrieved by a decision made by the USNH Purchasing Department may file a formal complaint in accordance with the procedures established herein.
  2. Any complaint shall be in writing, addressed to the Director of Purchasing, and must be received by the Director within 10 days of the incident giving rise to the complaint.
  3. The complaint shall describe in detail the relevant facts, all attempts made by the complainant to resolve the problem informally, the procedure or specification allegedly violated, the personnel involved, dates, times, location, and expected resolution.
  4. The Director may schedule, at his or her sole discretion, a meeting with the complainant to discuss the issues raised in the complaint. The Director may also, whether or not such a meeting has been scheduled, request further information or documentation from the complainant or any other source.
  5. The Director shall notify the complainant in writing of his or her decision within 45 days after receiving the complaint unless a meeting about the complaint was scheduled. In those cases where a meeting about the complaint was scheduled, the Director shall issue his or her decision within 45 days following the meeting.
  6. Any of the foregoing provisions, including those relating to time deadlines, may be waived by the Director when, in his or her sole discretion, good cause exists to do so.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 019 Exception to Bid

Exception to Bid (ETB) - USNH06-019F

In accordance with USNH policy, for purchases exceeding the USNH bid limit, the University System of New Hampshire must procure all material, equipment, supplies and services via competitive means whenever practical.  However, in certain circumstances the competitive process may be waived and an exception may be approved by the Director of Purchasing, provided the requesting party can adequately justify the request.

The requesting party must complete the USNH-F619 - Exception to Bid (ETB) form.  This form is available in a Word or PDF document where the values can be filled in online then printed or submitted electronically.

  • USNH06-019F - Exception to Bid (ETB)      Word document - fill-in enabled
  • USNH06-019F - Exception to Bid (ETB)      PDF document - fill-in enabled

  • The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 020 Glossary/Definitions

Purchasing Terms

Term Definition
Acknowledgement: Supplier's acceptance of an order.
ARO: After receipt of order.
B.P.O.: Blanket Purchase Order. A purchase order permitting the buyer to place individual orders or releases to a particular supplier for goods/services for a specified period of time using the same purchase order number.
Back-up: Documents necessary to support the request for purchase. Information often required includes pricing, justification for selection, technical specification, F.O.B. point and terms.
Bid: A request for pricing and delivery for goods or services.
Bidder: Supplier submitting a bid to sell.
Bill of Lading: Shipper's form listing number of pieces shipped, weight and freight classification. Often used as a receiving document.
Bond: A written and sealed financial guarantee of performance.
C.O.D.: Cash on delivery. Indicates payment must be made for goods and transportation charges at the time of delivery.
Consultant: Services rendered by recognized consulting firms or individuals with specific expertise not available in the University System. Consulting Services are distinguished from other professional services in that consultants advise action to be taken by the University System rather than performing the function themselves.
Common Carrier: A firm whose business is the transportation of goods from seller to a point designated by the buyer.
Confirming Order: Written purchase order formalizing a previous verbal agreement.
Contract: Agreement by a supplier to sell goods and/or services under established conditions, terms, prices and/or discounts for a defined period of time.
F.O.B.: Determines 1) the place where delivery is required; 2) where the title will pass; 3) whether the seller or the buyer is to pay the transportation charges.
F.O.B. Dest PP & Add:
Title of ownership passes when goods are received at our dock (UNH). Shipping/freight charges are added upon invoicing.
F.O.B. Dest PP & Allow:
Title of ownership passes when goods are received at our dock (UNH). Shipping/freight charges are the responsibility of the seller.
F.O.B. SP PP & Add:
Title of ownership passes at the seller's dock. Shipping charges are prepaid by seller and added to invoice. Insurance liability is that of the buyer.
F.O.B. SP PP & Allow:
Title of ownership passes at seller's dock. Shipping charges are the responsibility of the seller. Insurance liability is that of the buyer.
Freight Claim: Document submitted to a common carrier or supplier for damaged goods or a short shipment.
Freight Bill: Invoice for the transportation charges of goods shipped or received.
Guarantee: Manufacturer's or seller's pledge relative to the performance or serviceability of a good or service.
Inspection Report: Report written by a freight carrier's inspector evaluating the extent and circumstances of damage.
Point of Delivery: The geographic location that the buyer has specified to receive purchased merchandise.
Purchase Order (PO): The official and binding document issued to the vendor authorizing the expenditure of USNH funds for goods and/or services. The purchase order creates an encumbrance that will help manage budget and facilitate vendor payment. By using the purchase order, everyone involved in the purchase process can track the order by referring to the same purchase order number as a standard reference.
Quotation: A supplier's response to a request to bid stating the price, terms and conditions for which specified goods or services will be sold.
Service Provider: Professional services performed for the University System by artisans, musicians, craftspersons, speakers, sports officials and professionals other than employees.
Shipper: A person who consigns goods for transportation.
Shipping Point: The geographic location where the merchandise is consigned to the carrier.
Short Shipment: Items consigned to a carrier but not delivered.
Site Inspection: A time and place where a supplier can view the conditions under which a service is to be performed.
Specification: A detailed and exact statement of particulars, describing the goods or services required.
Supplier: An individual or business supplying goods and/or services.
Surplus Property: Item(s) declared of no further use to a department. Requires procedure of advertising the items for sale within the University System, to state agencies and the public.
Tailgate Delivery: Seller is obligated to move the freight only as far as the tailgate of their truck. It is the Buyer's responsibility to unload the shipment from the truck when it arrives.
Terms: A statement of a seller's payment requirements. Included would be cash discounts for prompt payment, if any, and the maximum time allowed for payment.
Title: Indicates ownership.
Trace: Request for information from the supplier or the carrier about an order which has not been received.
USNH: UNH-Durham, UNH-Manchester, Keene State College, Plymouth State University, and Granite State College.
Way Bill: A shipping document identifying shipper, date of shipment, carrier, number of parcels, weight, receiver and date received.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 021 USNH Tax Exemption

 

All forms are available at the Purchasing Office, upon request.

USNH FED TAX ID#: 02-6000937

USNH FED EXCISE TAX EXEMPTION#: 02-90-0048F

STATE Status Exemption Number Issue Date Expiration Notes
Alabama (AL) Not Exempt N/A 19-Apr-91 N/A  
Alaska (AK) NO STATE TAX Phone # (907)465-2320 w/ specific questions Per Phone N/A No state sales tax. Some cities have local sales tax.
Arkansas (AR) Not Exempt N/A 27-Apr-94 N/A  
Arizona (AZ) Not Exempt PHONE # (602)542-4672 8-Apr-94 N/A Exempt if tangible property is shipped from them to the University. SEE FILE FOR DETAILS
California (CA) Not Exempt N/A 7-Apr-94 N/A All purchases subject to tax.
Colorado (CO) Not Exempt N/A N/A    
Connecticut (CT) EXEMPT PERMIT # E-8565-Complete Meals/Lodging forms 2 wks before stay. 4-Mar-83 No Expiration Must be paid directly by UNH check (no credit cards accepted).
Delaware (DE) NO STATE TAX   5-Apr-94 N/A Does not impose sales or use taxes on sales of goods & services.
Florida (FL) EXEMPT 78-27-056227-57C AS: EDUCATIONAL ORGANIZATION 6-Nov-95 6-Nov-00 Exempt from payment or use tax on puchase or lease of tangible personal property.
Georgia (GA) Not Exempt   23-May-94 N/A Does not extend the exemption to other State Universities
Hawaii (HI) NO STATE TAX   8-Apr-94 N/A May impose local taxes.
Idaho (ID) EXEMPT Must complete forms ST-101 with each transaction. 10-Aug-94 No Expiration Exempt for direct purchases only.
Illinois (IL) EXEMPT E9958-3445-01 8-Apr-94 1-May-99 Sales of any kind are exempt. Renew at least 3 months prior to expiration date.
Indiana (IN) EXEMPT Must complete form with each transaction. 12-Mar-98 No Expiration Are exempt as long as no income being earned in Indiana
Iowa (IA) Not Exempt N/A 1-Sep-90 N/A Per follow up phone call of 4/98, we are still not among states offered reciprocity.
Kansas (KS) EXEMPT Must complete exempt form to accompany each purchase. 1-Jun-94 No Expiration Direct purchases exempt, or those by contractors for building/maintenance.
Kentucky (KY) Not Exempt Letter on File 24-Mar-98 N/A Not exempt because we have no tax to be exempt from in NH-No Reciprocity
Louisiana (LA) Not Exempt N/A 18-Apr-94 N/A All purchases of tangible personal property or taxable services made within this state are taxable.
Maine (ME) EXEMPT E-10154 - Must complete form with each transaction. 25-May-71 No Expiration Purchases must be billed directly to and paid directly by the University.
Maryland (MD) Not Exempt     N/A Exempt certificates provided only to Maryland entities.
Massachusetts (MA) EXEMPT 026-000-937 2-Jan-95 2-Jan-05 Exempt from purchases of tangible personal property and services.
Michigan (MI) EXEMPT Continuing exemption letter pursuant to Section 144.30.2(20), RSMo. 11-Jul-02 No Expiration Educational institutions exempt from sales and use tax.
Minnesota (MN) EXEMPT Must complete form with each transaction. 7-Apr-94   Not exempt from rooms, meals or car rental taxes.
Mississippi(MS) EXEMPT Letter on File 2-Feb-98 No Expiration Purchases must be billed directly to and paid directly by the university.
Missouri (MO) EXEMPT Letter on File 18-Mar-98 18-Mar-03 Exempt from sales/use tax if paid directly by UNH (except construction materials).
Montana (MT) NO STATE TAX No State Taxes 29-Mar-94 N/A Montana does not have a general sales and use tax.
Nebraska (NE) Not Exempt Regulations Booklet on File 14-May-94 N/A Not included on list of exempt buyers.
Nevada (NV) Not Exempt Letter on File 24-Apr-98 N/A Not exempt as the University does not have a facility located in Nevada.
New Hampshire (NH) NO STATE TAX 02-6000-937 14-Oct-76 No Expiration Fed. Excise Tax Exemption #02-90- 0048F
New Jersey (NJ) EXEMPT EO-026-000-937 22-Jun-79 No Expiration Exempt organization. Exempt from all sales & use taxes.
New Mexico(NM) Not Exempt   Per Phone N/A Require SS# of Officers-USNH will not provide.
New York (NY) EXEMPT EX 144308 1-Mar-74 No Expiration Exempt from sales & use tax as well as unenhanced deisel fuel and petroleum.
North Carolina (NC) Not Exempt   27-Mar-90 N/A Sales/Use Tax Regulation 7 provides for tax exemption.
North Dakota (ND) EXEMPT E-5538 4-Apr-94 No Expiration Exempt for purchase, lease or rental of tangible personal property if used for UNH.
Ohio (OH) EXEMPT Form must be completed to accompany each purchase 18-Oct-82 No Expiration Different form for each type of purchase
Oklahoma (OK) Not Exempt Letter on File 29-Mar-94 N/A Only universities within Oklahoma are exempt.
Oregon (OR) NO STATE TAX     N/A  
Pennsylvania (PA) EXEMPT Letter on File/No # Required 25-Mar-83 Instrumen-tality Doesn't included hotel/motel occupancy taxes. "Exempt Instrumentality"
Rhode Island (RI) EXEMPT #3082 14-Nov-85 No Expiration Exempt from sales and use tax.
South Carolina (SC) EXEMPT Form ST-8 (Rev.2/80) on File   N/A List of items exempt from sales tax on file.
South Dakota (SD) EXEMPT   Per Phone N/A Reciprocity
Tennessee (TN) EXEMPT Acct No. 100282277. Exempt certificate no longer required 23-Oct-96 No Expiration Amendment T.C.A. Section 67-6-322(e) on File. Sales & Use tax exempt.
Texas (TX) EXEMPT Must complete form with each transaction. 22-Apr-91 No Expiration Exempt from limited sales, excise, use and hotel occupancy tax.
Utah (UT) EXEMPT Must complete form with each transaction (see instructions) 9-Mar-98 No Expiration Exempt from sales/use. May be taxed on restaurant and other food.
U.S. Virgin Islands NO SALES TAX     N/A Not exempt from hotel room tax.
Vermont (VT) EXEMPT Must complete VT Form S-3 for each transaction 3-Jul-78 No Expiration Exempt from sales and use tax.
Virginia (VA) EXEMPT Letter on File. Section 630-10-96 20-Apr-91 N/A Exempt for tangible personal property, meals, lodging, if paid directly by UNH.
Washington (WA) Not Exempt N/A 2-Jun-94 N/A UNH is not entitled to exemption from sales tax on purchases made in WA.
Washington, D.C. Not Exempt   1-Jul-83 N/A Exemptions will be granted only to those institutions that are located in the District.
West Virginia (WV) EXEMPT Form completed each transaction. No. 02-6000-0937 1-Jul-92 No Expiration Exempt from purchase of tangible personal property and services.
Wisconsin (WI) EXEMPT Form to be completed with each transaction. 21-Jun-74 N/A Technical Info Memo S-44.2 State of NH institution not liable for sales or use tax.
Wyoming (WY) Not Exempt Letter on File 24-Feb-98 N/A Do not meet requirements for non-taxable status.

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

06 - 044DEF Definitions for W-9 and Business Classification Checklist

W - 9 related definitions


Ownership Status Definitions and Information
Individual* A person (not an actual business) who has a non-employee relationship with USNH by providing goods or services and should receive payment as an individual and not a business.
Sole Proprietor* An individual operating a business in which the business does not exist separately from the owner. The individual accepts the risks of the business to the extent of all his or her assets, whether used in the business or used personally.
Corporation A person or group of people who incorporate by receiving a charter from their Secretary of State. Includes associations, joint stock companies, insurance companies, and trusts and partnerships that operate as associations or corporations.
Partnership A relationship between two or more persons who join together to carry on a trade or business. Each partner contributes money, property, labor or skill, and expects to share in the profits and losses of the business. Partners can be individuals, corporations, trusts, estates, and other partnerships.
Limited Liability Company (LLC)* A business structure allowed by state statute, but not recognized by the federal government for federal tax purposes. This structure can take several forms including disregarded entity, corporation, and partnership depending on the relationship to the owner(s). Owners are called members and may include individuals, corporations, other LLCs, and foreign entities. There is no maximum allowable number of members. Some states permit "single member" LLCs, those that have only one member.
To be treated as a corporation, an LLC has to file Form 8832, Entity Classification Election with the IRS, and elect to be taxed as a corporation. Additionally, if the LLC is taxed as a disregarded entity/sole proprietorship we require the owner’s SSN.
Other
AA/EO Affirmative Action/Equal Opportunity Employer

*Social Security Numbers are required for all payments to individuals, for all payments to Limited Liability Companies designated as Disregarded Entities, and for all payments for services to sole proprietorships. If W-9 form indicates sole proprietorship provides ‘goods only’ without owner’s SSN, but it is determined payment to vendor is reportable on Form 1099-Misc, SSN is required.


Business Classification Definitions and Information

The IRS requires 1099 filing for various types of vendors.  In addition to the standard reporting required for services in excess of $600, the IRS also requires all payments for services to Lawyers and Medical or Health providers.  UNH also participates in many federally funded grant programs which require USNH to do a percentage of business with certain groups such as; Disadvantaged Veteran Enterprises, Minority Business Enterprises, Small Business, etc.

To make certain USNH remains in compliance with all required regulations, the information on the Business Classification form is required.  Links to appropriate governmental sites are provided where known.


8(A) Designation A program created as part of the Small Business Administration (SBA) designed to help small and disadvantaged business to compete in the marketplace.  It is also designed to assist the companies in gaining access to federal and private procurement markets.  Companies must apply for this certification.
For more information on the program and its requirements, visit 13 CFR 124 (8(a) Business Development/Small Disadvantaged Business Status Determinations) as well as the 8(a) Business Development page to learn about benefits, eligibility standards, and goals of the 8(a) Business Development Program.
Disabled Owned A business that is a least 51% owned by one or more disabled persons who control and operate the business. Control in this context means exercising the power to make policy decisions and operate means to be actively involved in the day-to-day management of the business
Disabled Veteran Business Enterprise (DVBE) A disabled veteran recognized by the state of California means a veteran of the U.S. military, naval, or air service, with a service-connected disability of at least 10% or more and who is a California resident. Where at least 51% is owned by disabled veterans and conducts daily business management and control. The home office cannot be a branch or subsidiary of a foreign corporation, foreign firm or other foreign-based business
Disadvantaged Business Enterprise (DBE) A business that is usually certified by a federal, state or local government agency as having met all of the government standards that award eligibility, but may include women, minority, disabled and other disadvantaged by as a result of economic disadvantages with respect to education, employment, residence or business location or social disadvantage and lack of business training
Disadvantaged Veteran Enterprise (DVE) A business that is a small business concern owned and controlled by veterans, where not less than 51% is owned controlled and managed by veterans. As defined in (38 U.S.C. ‘101(2)) See veteran definition
Historically Black Colleges / Universities & Minority Institutions (HBCU/MI) Historically Black and minority colleges and universities that are recognized by the government as legitimate set-aside business opportunities.
HUBZone Certified The Historically Underutilized Business Zones (HUBZone) Empowerment Contracting program was enacted into law as part of the Small Business Reauthorization Act of 1997. The program falls under the auspices of the U.S. Small Business Administration. The program encourages economic development in historically underutilized business zones - "HUBZones" - through the establishment of preferences.
Labor Surplus Is generally defined for a Civil Jurisdiction rather than the entire MSA where the average unemployment number is 20% higher than the average U.S. unemployment rate in the last two calendar years.
Minority Business Enterprise (MBE) A Minority Business Enterprise usually certified by a federal, state or local government agency as having met all of the government standards that award eligibility.
Minority-Owned A business that is at least 51% owned by, and whose management and daily business operations are controlled by, one or more members of a socially and economically disadvantaged minority group, namely U.S. citizens who are African Americans (Black), Hispanic Americans, Native Americans, Asian-Pacific Americans and Indian Sub-Continent Americans
Service Disabled Veteran (SDV) A business that a veteran with a disability that is service connected. The term “service connected” means, with respect to disability or death, that such disability was incurred or aggravated, in the line of duty in the active military, naval or air service. (38 U.S.C. ‘101(16)).
Small Business A business concern eligible for assistance from SBA as a small business is one that is organized for profit, with a place of business located in the United States. It must operate primarily within the United States or make a significant contribution to the U.S. economy through payment of taxes or use of American products, materials or labor. Together with its affiliates, it must meet the numerical size standards as defined in the Small Business Size Regulations, 13 CFR 121
Small Disadvantaged Business (SDB) New certification eligibility criteria established by the SBA effective 7/1/99. All firms must be certified by one of the SDB Certification Agencies designated by the SBA. To qualify must be a small business, not exceed standards for Primary SIC, meet Contracting Officers’ assigned SIC code, be a U.S. Citizen and be 51% owned and controlled by one or more Socially & Economically Disadvantaged Individuals. The SBA classification is based on a Preponderance of the Evidence Clause” this SDB Certification is good for 3 years.
Woman Business Enterprise (WBE) A Women Business Enterprise usually certified by a federal, state or local government agency as having met all of the government standards that award eligibility.
Women-Owned A business that is at least 51% owned by, and whose management and daily business operations are controlled by one or more women who are U.S. citizens.
Veteran Owned A business that is a least 51% owned by one or more veterans, who control and operate the business. Control in this context means exercising the power to make policy decisions and operate means to be actively involved in the day-to-day management of the business. The term “veteran” (38 U.S.C.’101(2)) means a person who served in the active military, naval, or air service, and who was discharged or released therefrom under conditions other than dishonorable.
Veteran Business Enterprise (VBE) Under SBA Guidelines Small Business Act (PL 85-536) as amended states: Small Business Concerns owned and controlled by veterans not less than 51% owned by one or more veterans and in the case of a publicly owned business not less than 51% of the stock is owned by one or more veterans.
Vietnam Veteran A business that is a least 51% owned by one or more Vietnam Veterans who served between 1/1/59 and 5/7/75 and have control and operate the business. Control in this context means exercising the power to make policy decisions and operate means to be actively involved in the day-to-day management of the business

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

06 - 045 Instructions to Complete the USNH Substitute W-9

University System of New Hampshire - Substitute W-9

Purpose of USNH Substitute W-9 Form

The University System of New Hampshire (USNH) consists of UNH-Durham, UNH-Manchester, Keene State College, Plymouth State University, and Granite State College. USNH requires that a record be kept of any individual or business that receives a check from the University System, whether for services rendered, goods provided or any other circumstance for which monies would be paid. USNH uses the attached Substitute W-9 Form to create a vendor record for an individual or business. This form also meets the requirements of the IRS Form W-9, Request for Taxpayer Identification Number. An employer identification number, or EIN, is also known as a taxpayer identification number, or TIN. Failure to return this form in a timely manner will delay payment. If you have any questions, please contact the appropriate campus Purchasing Office listed on the form.

Privacy Act Notice

USNH is requesting your Taxpayer Identification Number (TIN) to satisfy the requirements of Federal and State law. Section 6109 of the Internal Revenue Code requires that you provide your correct TIN to be used on information returns (Forms 1099) filed with the Internal Revenue Service. Failure to provide your TIN could result in backup withholding and penalties. State law (RSA 282-A:117- a) requires USNH to file information reports with the State of NH using a sole proprietor’s Social Security number rather than their TIN, if services will be provided. Failure to provide this information will result in penalties. Any penalties assessed against USNH for failure to provide your correct TIN or SSN to federal and state authorities will be passed along to you. USNH will not disclose your TIN or SSN to anyone outside the institution except as mandated by law.

Instructions for Completing the USNH Substitute W-9 Form Individual or Sole Proprietor

Provide SSN (and EIN if applicable):

  • Provide your Social Security Number (SSN), full legal name, and physical home address in addition to a mailing address if different (If you list a PO Box for a mailing address, you must also provide a physical home address)
    • If you are a sole proprietor providing services, you must provide the Owner’s SSN, full legal name, business address and any Doing business as names the business may operate under. (If you list a PO Box for a mailing address, you must also provide a physical business address). Also provide your Employer ID number (EIN), if applicable.
    • Otherwise, if you are a sole proprietor providing only goods, specify an EIN and/or Owner’s name and SSN
  • If a check should be issued to you personally and not to the business name, indicate "Individual" in the Ownership Status. If a check should be issued to the business name, indicate "Sole Proprietor" in the Ownership Status.
  • Complete the "Business Classification" attachment if applicable.
  • Indicate if you are a foreign entity/non-resident alien.
  • Answer each question if applicable.
  • Sign and date the form. Return the completed form as indicated on the Substitute W-9 form.

Business - Provide EIN:

  • Provide the business’ Employer ID Number (EIN), the full legal name of the business (the name under which the business files with the IRS), any "Doing business as" or other names the business may operate under, and the appropriate addresses. (If you list a PO Box for a mailing address, also include physical address).
  • Complete the "Ownership Status" section. Complete the "Business Classification" attachment if applicable.
  • Indicate if the business is a foreign entity/non-resident alien.
  • Answer each question if applicable.
  • Sign and date the form. Return the completed form as indicated on the Substitute W-9 form.

Ownership Status Definitions and Information


Individual* A person (not an actual business) who has a non-employee relationship with USNH by providing goods or services and should receive payment as an individual and not a business.
Sole Proprietor* An individual operating a business in which the business does not exist separately from the owner. The individual accepts the risks of the business to the extent of all his or her assets, whether used in the business or used personally.
Corporation A person or group of people who incorporate by receiving a charter from their Secretary of State. Includes associations, joint stock companies, insurance companies, and trusts and partnerships that operate as associations or corporations.
Partnership A relationship between two or more persons who join together to carry on a trade or business. Each partner contributes money, property, labor or skill, and expects to share in the profits and losses of the business. Partners can be individuals, corporations, trusts, estates, and other partnerships.
Limited Liability Company (LLC)* A business structure allowed by state statute, but not recognized by the federal government for federal tax purposes. This structure can take several forms including disregarded entity, corporation, and partnership depending on the relationship to the owner(s). Owners are called members and may include individuals, corporations, other LLCs, and foreign entities. There is no maximum allowable number of members. Some states permit "single member" LLCs, those that have only one member.

To be treated as a corporation, an LLC has to file Form 8832, Entity Classification Election with the IRS, and elect to be taxed as a corporation. Additionally, if the LLC is taxed as a disregarded entity/sole proprietorship we require the owner’s SSN.

Other
AA/EO Affirmative Action/Equal Opportunity Employer


*Social Security Numbers are required for all payments to individuals, for all payments to Limited Liability Companies designated as Disregarded Entities, and for all payments for services to sole proprietorships. If W-9 form indicates sole proprietorship provides ‘goods only’ without owner’s SSN, but it is determined payment to vendor is reportable on Form 1099-Misc, SSN is required.


Purchasing Offices



University System of New Hampshire
Purchasing and Contract Services
11 Brook Way
Durham, NH 03824
Ph: 603-862-2896
Fax: 603-862-3390
Keene State College
Purchasing Office
229 Main Street
Keene, NH 03435-1601
Ph: 603-358-2493
Fax: 603-358-2495
Plymouth State University Purchasing Office
25 Highland Street, MSC #35
Plymouth, NH 03264-1595
Ph: 603-535-2246
Fax: 603-535-2711

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

12 - 005 What is a Contract?

  1. Definition of a Contract

    A "contract" is an agreement between two or more entities which creates a legal obligation to do or not do a particular thing. A legally enforceable contract must have (i) a subject, (ii) consideration, and (iii) two or more competent parties.

i. The subject of a contact defines the terms and conditions of the agreement between the parties, and may be anything legal and permitted by policy.

ii. Consideration is the cause, motive, price, reason, material benefit, right, interest, forgiveness, or whatever it is that is the reason for having an agreement. Each entity must receive some valuable consideration or the transaction is a gift rather than an enforceable agreement. The consideration has to be something one can identify or describe. Typically it is money; however, the consideration may be an acceptance of liability or a promise not to do something one is otherwise entitled to do.

iii. The laws of each state define who is competent to form a contract. Generally, competency requires a minimum age and mental ability to understand the contract. Corporations have the power to enter into contracts, but only by the actions of particular employees who have the power to bind the corporation to a contract. The USNH Board of Trustees is the ultimate competent party to a contract between any USNH institution and another entity. New Hampshire RSA 187-A established the State College and University System. Subsection 187-a:2-a notes that the university system shall be governed by a single board of trustees and subsection 187-A:2-b states that the general court has delegated broad authority to the board of trustees who shall be responsible for managing the university system. In addition, Subsection 187-A:16, Authority of the Trustees, states as follows:

The trustees shall have the management and control of all the property and affairs of the University System of New Hampshire, the University of New Hampshire (including the New Hampshire College of Agriculture and the Mechanic Arts), and all its divisions and departments, the Keene State College, the Plymouth State University, and the Granite State College.

To allow for business to be conducted in a timely manner, the Board has delegated its authority (USNH BOT.I.C.1) to the Treasurer of the University System of New Hampshire to execute all contracts, leases, grants, deeds, negotiable instruments, and any other legal documents whatsoever on behalf of the USNH and each of its component institutions. In turn the USNH Treasurer has delegated limited authority to specific administrators at each USNH institution. See USNH Signature Authority Matrix.

Note: Some contracts may be oral; others must be written to be enforceable. A court will enforce the terms of a written contract and will generally not consider prior oral agreements that conflict with the written terms. USNH employees are strongly encouraged to ensure that all contracts are committed to writing.

Examples of contracts include agreements for the purchase or rental of goods or services; non-disclosure agreements; agreements that set terms or restrictions on the acceptance of "gifts"; a sale or lease of USNH goods or services; liability waivers, settlement of disputes; licenses, student or faculty exchange agreements; memoranda of understanding or cooperation; hotel reservations that require a written agreement (e.g., conferences, meetings, etc.); the right to use USNH's name or the name of a USNH institution. The concept of a "contract" is quite broad. To be on the safe side, one should assume that any agreement or understanding with another party could be a contract.

For a list of definitions of the basic contract formats used throughout USNH, see Procedure 12-006 for Purchasing Contracts and Procedure 12-007 for Non-Purchasing Contracts.


  1. The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

07. Travel

Issue Date   Revised Date  
02/01/1998 001 07/01/2011 Introduction to Travel
  002 10/01/2015 Website for Travel References
02/01/1998 003 07/01/2011 Approved Travel Agency
02/01/1998 005 07/01/2011 Air Travel, Domestic and Foreign
02/01/1998 006 07/01/2011 Lodging
01/01/1998 007 07/01/2011 Travel Meals
09/10/2003 008 07/01/2011 Per Diem Rates, Domestic and Foreign
02/01/1998 009 07/01/2011 Personal Automobile Expenses
02/01/1998 010 07/01/2011 Vehicle Rental Expenses
02/01/1998 013 07/01/2011 Misc. Reimbursable Travel Expenses
02/01/1998 014 07/01/2011 Non-Reimbursable Travel Expenses
02/01/1998 015 07/01/2011 Non-Employee Travel
03/01/1992 016 07/01/2011 Tax Treatment of Travel Expenses (Accountable Plan); see Procedure 4-008, Cash Advances (for travel and other purposes)
 

Travel Forms

 
12/01/1999 117 07/01/2011 Travel Pre-Approval/Advance
12/01/1999 118 07/01/2011 Instructions for Completing the Travel Pre-Approval/Advance Form
12/01/1999 119 07/01/2011 Simplified Travel Reimbursement
12/01/1999 120 07/01/2011 Instructions for Completing the Simplified Travel Reimbursement Form
12/01/1999 121 07/01/2011 Travel Forms

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

07 - 001 Introduction to Travel

A. SUMMARY

USNH appreciates the efforts of those who travel on USNH business. An individual should not experience a financial gain or loss as a result of USNH business travel. USNH policy is to reimburse reasonable and necessary travel expenses incurred for authorized USNH travel. Consistent application of this policy will:

  1. Ensure compliance with federal regulations and sponsor requirements,
  2. Enable USNH to better manage its limited resources,
  3. Ensure that reimbursement is fair and equitable to both the traveler and USNH, and
  4. Ensure clear and consistent understanding of the rules by which travel reimbursement will be provided, thereby providing the best service to travelers.

B. DEFINITIONS

​Leaving campus to go to a temporary work location is considered travel. This is the subject of the procedures in Chapter 7.

C. APPLICABILITY

This policy applies to employees and non employees who travel on authorized USNH business, regardless of funding source. If travel is being charged to a sponsored project whose terms are more restrictive than those of USNH, the terms of the grant or contract apply. Similarly, campuses or departments may elect to impose stricter controls over travel expenditures than those required by this policy. If the terms imposed by grants, contracts, campuses or departments are more lenient than those of USNH, USNH policy applies.

D. RESPONSIBILITY

This policy is based on the honesty and integrity of the traveler. Travelers are expected to exercise good judgment when incurring travel costs, regardless of funding source. Business travel expenses will be paid by USNH if they are reasonable, properly authorized, appropriately documented with a well-defined, compelling business purpose, and within the guidelines of this policy. Costs should not be lavish or extravagant, but should be prudent, exercising the fiduciary responsibility entrusted in all USNH employees by the state, students, governmental and non-government sponsors, donors, and others who provide resources to USNH. All monies reimbursed will be for the lowest reasonable cost of travel given the particular circumstances. No portion of costs associated with personal travel will be paid by USNH. Travelers are responsible for familiarizing themselves and complying with this policy. The USNH Financial Services Office is responsible for oversight of travel policies, procedures, and travel expenditures. The campus grants/Sponsored Programs Administration (SPA) office determines which travel expenditures are reimbursable under a particular grant or contract. These departments, along with the USNH Financial Services Office may delegate this responsibility to campus Business Offices or Business Service Centers as they deem appropriate.

E. FUNDRAISING, RECRUITING, AND TEAM TRAVEL

USNH recognizes the unique nature of travel expenses incurred for fundraising, recruiting, team, and other specialized activities. If these activities necessitate a deviation from the stated travel policy, reimbursement may be obtained, provided written preapproval is obtained from the Campus CFO or designee and the Controller or designee.

F. TRAVEL INFORMATION

Travel information may be obtained from your Business Service Center Travel Coordinator, campus Travel Coordinator, or the USNH Financial Services Travel website.

G. REQUIREMENTS FOR RECEIPTS

KSC requires receipts for all travel costs except tips for meals, taxis and bellhops/chambermaids. For all other divisions of USNH, travel costs of $25 or less per transaction do not require receipts. For example, receipts are required for reimbursement of the cost of taxis, parking, and other travel costs that total more than $25 per fare.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

07 - 002 Website for Travel References

07 - 003 Approved Travel Agency

A. KSC Approved Travel Agency

Keene State College (KSC) approved travel agencies:

These agencies offer travelers the lowest applicable airfare.   Travelers should use the approved travel agencies to make reservations and to obtain airline reservations, hotel accommodations and car rentals. 

All air/rail purchases at KSC are finalized through the campus Purchasing Office.  The traveler obtains a quote and secures the Dean or Department Head's approval, then forwards the travel agency information (along with business purpose substantiation and funding information) to the Campus Purchasing Office.  Purchasing will contact the agency to secure the travel arrangements.

B. Travel Agencies for All Other USNH Divisions

Other than KSC, all other institutions have chosen open competition as the method of obtaining the lowest applicable airfare and hotel rates. Travelers may use the agency of their choice when making travel arrangements provided there is no conflict of interest.

C. Other Travel Agency Arrangements

Travelers who charge airline fares and other travel expenses to a personal credit card will not be reimbursed for the expense until after the trip is completed.  At KSC, travel charged to a personal credit card rather than through the approved travel agency will only be reimbursed upon approval by the respective dean or vice president. For all USNH divisions, reimbursement will be made after the trip is completed at the lower of (1) the lowest airfare available under Section A or B above or (2) the actual cost.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

07 - 005 Air Travel, Domestic and Foreign

A. COMMERCIAL AIR TRAVEL

USNH travelers must book the lowest-priced fare available for both domestic and foreign travel, regardless of funding source. Cost in excess of the lowest-priced fare will not be paid by USNH. Typically, lowest-price fare is coach or a lower classification. If a traveler chooses an upgrade over the lowest-priced fare, it is the responsibility of that individual to pay the difference between the lowest-priced fare available and the upgrade amount.

  1. Lower airfare is often possible if the traveler either departs a day early, stays an extra day, or stays over Saturday night. USNH will reimburse the additional lodging, meals, and other costs related to the overnight stay providing these costs do not exceed the amount saved on airfare. The cost savings must be documented.
  2. When possible, reservations should be made as far in advance as needed to take advantage of advance purchase discounts. This is often one month in advance.
  3. USNH will not reimburse for the value of frequent flyer miles used for USNH travel.
  4. If the traveler uses an indirect route or interrupts travel via direct route for personal convenience or vacation, any additional expenses above the lowest-priced fare available for a direct route will be borne by the traveler. The traveler should include a statement that indicates the cost of the business portion of the trip.
  5. When the lowest-priced fare results in a layover of greater than two hours, a traveler may select a higher-priced fare so long as the incremental cost is not more than the traveler’s salary cost for the time saved.
  6. If travel is charged to a federally funded project, all flights must be in accordance with the Fly America Act (see Section C below).
  7. If first-class or business-class travel is used for all or part of a trip because this results in lower travel costs for the entire trip, the cost savings must be documented.
  8. Airline tickets are often non-refundable. The traveler is responsible for analyzing the cost and risks associated with this type of ticket. The traveler should weigh the risk of not using the ticket against the benefit of the reduced cost of the ticket.
  9. If a trip is cancelled for reasons beyond the control of the traveler (e.g., conference cancelled, etc.), USNH will pay for costs expended to date.
  10. USNH will reimburse travelers for common customary fees charged by the airline, such as booking the flight or checking baggage. USNH will also reimburse travelers for inflight internet access. Those costs must be segregated and charged to account code 710Z05. It is important that these additional fees be considered when determining the lowest cost for the flight.
  11. USNH will not reimburse travelers for any cost associated with food or meal cost during a flight as these amounts are part of the employee meal and incidental per diem allowances.
  12. Exceptions to policy must be approved by the campus VPFA office.

B. PRIVATE AND RENTAL PLANE

USNH travel by employees, as pilots or passengers, via their personal aircraft or a rented/leased aircraft is prohibited because USNH is not adequately insured for these risks. These travel costs will not be reimbursed.

C. SPONSORED PROJECTS FOREIGN TRAVEL

Sponsor regulations regarding foreign travel vary. For this reason, the UNH Office of Sponsored Programs Administration (SPA) requires that all sponsored UNH foreign travel be preapproved by the appropriate SPA Financial Research Administrator. Requests for preapproval should include the traveler's name, destination, cost, U. S. flag carrier name (airline), source of funds, purpose of the travel, and ticket classification (e.g., coach, business, first class, etc.). This information should be included when the traveler is E-mailing for preapproval. It is important to note that most sponsors do not allow travel on a non-U.S. flag carrier, regardless of cost savings. Project directors should be aware of their sponsor's regulations regarding foreign travel. Awareness of the regulations up front could avert a possible foreign cost disallowance later. KSC and PSU foreign travelers on sponsored projects funds should contact their campus Business Office for the required preapprovals. See Uniform Guidance, for rules pertaining to costs allocable to federally sponsored agreements.

D. AIRPORT BUSES, PARKING, SHUTTLES, AND TAXIS

Travelers should use the most cost-efficient means of travel to and from airports, with due consideration for reasonable personal convenience and safety as well as USNH business concerns. Public transportation and carpooling are encouraged. If using Logan airport, travelers should use bus transportation when available.

Travelers may use the "Park and Fly" parking lots at or near airports after consideration of the cost and convenience of alternative transportation. Cost savings of "Park and Fly" over alternative transportation should be documented for travel exceeding 10 days.

Travelers departing from Manchester-Boston Regional Airport are required to use the most reasonable parking available while on USNH business. 

Travelers should use complimentary shuttle service to and from the airport if provided by hotels or conferences. Lacking such service, travelers should use regularly-scheduled shuttles, buses or taxis between airports and hotels. Auto rentals should be considered only in the absence of less expensive modes of transportation providing reasonable convenience. Documentation of reasons why lowest-cost mode of transportation was not used is required when requesting payment for more expensive method with recognition given to the value of an employee's time.

Tips up to approximately 15% of fare may be paid to taxi drivers.

E. USE OF USNH PURCHASE CARD

Travelers not using a USNH Purchasing Card are required to pay for plane and train tickets personally. They will be reimbursed after the trip for the actual cost of the tickets or the lowest rate available (as detailed in Procedure 7-003 Approved Travel Agency, Section A or B, whichever is less).

07 - 006 Lodging

A. HOTEL ACCOMODATIONS

  1. Allowable lodging cost is generally based on the least expensive available rate for single occupancy in moderately-priced, safe accommodations given reasonable personal convenience.
  2. An employee may stay at a place where lodging costs exceed the cost of a room at another hotel in the area if this practice (a) in the case of a meeting or conference and staying at the meeting site, enables the employee to gain professional benefits due to interaction with other attendees, or (b) results in a lower overall trip cost to USNH as a result of reduced transportation or other costs.
  3. The cost of lodging for overnight travel within 50 miles of the traveler's place of business is not an allowable cost unless the circumstances necessitating such overnight travel are fully documented as to the compelling business purpose and approved in writing by the department head responsible for authorizing the travel. Potential criteria for approval may include extremely late night or early morning job responsibilities or excessive travel time due to extreme traffic or weather conditions.
  4. When possible, reservations should be made as far in advance as needed to take advantage of advance purchase discounts or a special conference rate. This is often one month in advance.
  5. Travelers are encouraged to use their memberships in AAA, AARP, or other groups to obtain discounts which exceed those otherwise available.
  6. Travelers should inquire while making reservations as to the availability of exemption from state rooms tax for employees of educational institutions. A copy of USNH state exemption letters may be obtained from the USNH Purchasing Office in advance of travel if required by the hotel.
  7. The traveler should consider using a personal telephone card or personal cell phone to charge calls since this can be considerably cheaper than having the hotel bill the traveler for calls made from a hotel room.
  8. A traveler is entitled to an amount up to $25 per night lodging expense without providing receipts for reimbursement (see Section C.1). A traveler may choose to use these funds to express their thanks to their host if staying at the private residence of a friend, relative or business associate. For thank-you gifts associated with other than travel, see Procedure 8-008 Awards, Gifts, and Prizes.
  9. Tips to bellhops and chambermaids are reimbursable if they are reasonable (i.e., $1 or $2 per bag or night of lodging, respectively).  However, these tips are not allowed if the employee is reimbursed based on the federal meals & incidental expense (M&IE) per diem rate.

B. CANCELLATION OF ACCOMMODATIONS

  1. The traveler is responsible for the cancellation of room reservations if a trip is cancelled.
  2. USNH is not responsible for any charges or penalties resulting from the traveler's failure to give proper notice of cancellation.
  3. Travelers should remember that cancellation deadlines are based on local time at the destination hotel.
  4. Travelers should request and record the cancellation number in case of a billing dispute.
  5. USNH will pay for costs resulting from cancellations due to circumstances beyond the control of the traveler.

C. RECEIPTS FOR LODGING

  1. Travelers must submit all original, itemized receipts to support lodging expenses claimed in excess of $25 per day.
  2. A credit card charge slip, photocopies, or faxed copies are not considered acceptable substitutes for original receipts unless original receipts are lost (see C.4. below). A Lost Receipt form must be submitted stating that the original receipts were lost and will not be submitted again if found.
  3. The hotel receipt should indicate the name and location of the hotel and the dates of occupancy. If reimbursable under USNH policy, meal charges on hotel receipts will be reimbursed separately (see Procedure 7-007, Travel Meals).
  4. If original travel receipts are not available, the traveler must contact the hotel to obtain a substitute hotel folio and may submit other evidence (i.e., credit card charge slip, photocopies, or faxed copies) so long as the claim is accompanied by a signed statement indicating the traveler has not and will not submit the same expenses for reimbursement at another time or from another source.

D. PERSONAL EXPENSES

  1. The traveler will be reimbursed for one personal phone call of reasonable length (e.g., 10 minutes) per day which allows them to stay in touch with their family.
  2. Other personal expenses incurred while traveling will not be reimbursed (see Procedure 7-014, Non-Reimbursable Travel Expenses).

07 - 007 Travel Meals

A. REIMBURSEMENT METHOD

While the traveler is in overnight travel status, meals are reimbursed in an amount not to exceed the standard (i.e., per diem) meal allowance. Exceptions for actual meal expenses greater than the per diem allowance require approval by the following:

  • UNH: President, Vice Presidents or Deans
  • PSU: Campus Travel Coordinator
  • KSC: President or Vice President for Finance and Planning
  • GSC: Vice Presidents or CFO
  • Chancellor's Office: Vice Chancellor

In any event, the traveler may not "mix and match" between actual expense and the per diem allowance on a given trip, except in the case of business entertainment meals (see Section B below).

1. Per Diem Allowance The traveler may be reimbursed for meals and incidentals based on the amount computed at the federal meal and incidental expense (M & IE) per diem rate (see Procedure 7-008, Per Diem Rates, Domestic and Foreign) in effect for the locality of travel on the date of travel. Locality of travel is the place where the traveler stops for sleep. On the day the traveler returns home (e.g., last day of travel), the traveler is entitled to per diem based on the place the traveler slept the night before.

a. The per diem method is preferable due to its simplicity and reduced cost of administration.
b. The traveler may choose to be reimbursed for less than the per diem rate at the traveler's option.
c. If the federal per diem rate changes during a trip, reimbursement will be based on the federal rate in effect for each day of travel.
d. The time, place, and business purpose of the overall travel must be substantiated using USNH standard travel forms (see Procedure 7-121, Travel Forms).
e. Different per diem rates apply to the following:

i. Travel inside the continental U.S. and the District of Columbia
ii. Travel outside the continental U.S.
iii. If a per diem rate for a city is not available, use the applicable county rate. If no rate is available for the county, the CONUS rate must be used per the IRS regulations.

f. For those times a traveler is not entitled to the full per diem rate, the rate must be adjusted (see Procedure 7-008, Per Diem Rates, Domestic and Foreign).
g. For meal reimbursement up to the amount of the per diem allowance, no receipts are required.

2. Actual Expenses. If this method is approved for use, the traveler may be reimbursed for his/her actual cost of meals and gratuities or the reasonable cost of a moderately-priced meal of acceptable quality, whichever is less. Tips for meals in excess of 15% to 20% of meal cost are generally not appropriate as a USNH business expense and therefore will not be reimbursed.

a. Original receipts are required for all meal expenses, regardless of amount, if this option is chosen. If a group of colleagues splits a bill and original receipts are not readily available, the traveler should document the cost of their individual portion of the bill as well as the circumstances.
b. Costs incurred for meals must be reasonable. Meals may not be either lavish or extravagant. The per diem rate should be used to judge the reasonableness of actual meal costs incurred.

B. ENTERTAINMENT MEALS

The per diem meal allowance does not apply when entertaining others. IRS regulations pertaining to entertainment meals require original receipts for meals, the name(s) of the guest(s), title(s), or other designation(s) as well as the business relationship to the traveler. In addition, the business purpose, place, date, and amount of the expenditure must be documented. (See Procedure 8-009, Meals and Entertainment). Travelers using the per diem meal allowance method of reimbursement who are entitled to reimbursement of an entertainment meal must modify the full day rate (see Procedure 7-008, Per Diem Rates, Domestic and Foreign). Charges to federally funded projects for entertainment meals are not allowed.

C. NOT REIMBURSABLE

USNH does not reimburse for the following costs:

  1. Alcoholic beverages
  2. Meals in lieu of those included in conference registration fees. If a traveler chooses to decline a meal provided as part of a conference and purchase a meal elsewhere, he/she will generally not be reimbursed for that meal. If the per diem meal allowance is used, the allowance must be appropriately modified (see Procedure 7-008, Per Diem Rates, Domestic and Foreign).
  3. Tips on meals, if the employee is reimbursed based on the federal meals and incidental expense (M&IE) per diem rate. Otherwise, tips on meals may not exceed 15% to 20% of meal cost.
  4. Meals for spouse or other personal travel companion without a valid business purpose (see Procedure 8-007, Spousal Expenses).

07 - 008 Per Diem Rates, Domestic and Foreign

A. FEDERAL MEALS AND INCIDENTAL EXPENSE PER DIEM

Meals are reimbursed in an amount not to exceed the standard (i.e., per diem) meal allowance unless an exception has been granted (see Procedure 7-007, Travel Meals). This allowance is based on the federal meals and incidental expense (M & IE) per diem rates in effect for the locality of travel on the date of travel. Locality of travel is the place where the traveler stops for sleep. Use of these rates eliminates the need for substantiating actual meal costs. Per diem rates vary by city. If the city is not listed, use the rate available for the county; if the county is not listed use the lowest CONUS rate. The federal continental U. S. rates are usually updated annually, most often in January. Foreign meal per diems are issued on a monthly basis.

Note: Use of U.S. Government approved per diem rates for lodging is not available to USNH travelers.

B. WHERE TO FIND CURRENT PER DIEM RATES

The General Services Administration of the U. S. Government establishes the meals and incidental expense (M&IE) per diem rates. A complete list of current rates is available by calling your campus Travel Coordinator at USNH/UNH (862-1474), Plymouth (535-2252), or Keene (358-2494).

In addition, the rates may be obtained at the following addresses:

C. WHEN PER DIEM RATES MUST BE ADJUSTED

1. A traveler in the continental U.S. who is entitled to less than the full per diem rate should claim reimbursement for meals and incidental expense according to the following schedule:

PER DIEM - example at $50 per diem rate (not real per diem rate)
M & IE - for the day per the chart $50
Breakfast - 20% $ 10
Lunch - 25% $ 12.50
Dinner - 55% $ 27.50

 

In those instances where the sum of the individual meals are more than the full per diem rate, the traveler's reimbursement is limited to the full per diem rate. The on-line USNH Personal Reimbursement Form automatically calculates the allowable pro-rated M&IE based on the daily M&IE rate.

2. A traveler outside the continental U.S. who is entitled to less than the full per diem rate should adjust their per diem rates in the same manner as indicated in section C.1, using the same percentages for breakfast, lunch and dinner.

3. Per diem rates must be adjusted in the following circumstances:

a. On the first and last day of travel, a traveler is entitled to per diem reimbursement for those meals eaten during the portion of the travel day, including the incidental allowance. For example: If the traveler leaves home before eating breakfast, the traveler would normally be entitled to the full per diem for the first day of travel. If he or she leaves home after eating breakfast, the per diem reimbursement would be reduced by the amount allocated to breakfast according to the per diem rate schedule above. Thus, if the full day rate is $49, the partial per diem rate allowed for the first day of travel is $39 ($49 less $10).
b. A traveler is not entitled to be reimbursed for the portion of per diem for any meal provided as part of the registration fee. For example, using the data in the table above: if the full day per diem is $54 and breakfast is provided, the allowable reimbursement would be reduced by $11 resulting in a payment of $43.
c. When a colleague, vendor, or other third party pays for a meal.
d. When the USNH traveler claims the actual cost of a business or entertainment meal (see Procedure 8-009, Meals and Entertainment).


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

07 - 009 Personal Automobile Expenses

A. USAGE GUIDELINES FOR PERSONAL VEHICLES

  1. When campus-owned or leased vehicles are not available, employees may use their personal car for business purposes if it is less expensive than renting a car, taking a taxi or bus, using alternate transportation, or to save time.
  2. Personal vehicles used for USNH business must be adequately insured for public liability insurance protection. Travelers are responsible for insuring their own vehicles. Travelers will not be reimbursed by USNH for collision losses that occur during business use of a personal vehicle. In the event of an accident, the owner's personal insurance provides coverage and the owner is personally responsible for any deductible payable. USNH does not provide any coverage for comprehensive or collision for personal vehicles used for business.
  3. Carpooling is encouraged.
  4. A traveler who elects to drive to a location rather than flying, will be reimbursed the lesser of: (a) the amount using the rules for reimbursement in Section B below, or (b) the sum of the lowest available airfare plus the cost of transportation to and from the airport. Additional costs of lodging and meals during the period of travel in excess of reasonable equivalent air transport will not be reimbursed.
  5. Travel from an employee's residence to campus is considered a commuting expense and is not reimbursable.

B. REIMBURSEMENT

  1. Travelers will be reimbursed for business use of personal vehicles at the IRS Standard mileage rate in effect at the time of travel. The current rate is available on the USNH Financial Services website for travel. Campuses may reimburse travelers at a rate less than the IRS standard mileage rate, but not at a rate more than this rate.
  2. USNH reimburses for actual mileage incurred, using the most direct route. All mileage incurred will be reimbursed, except personal miles and miles incurred when a traveler on a business assignment passes through the location of their USNH principal place of business. Adequate records must be maintained to document all mileage claimed. A mileage chart for distances from the UNH campus to all NH cities or towns is available on the web. Also available on the web is the mileage between major U.S. cities.
  3. Tolls, ferries, and parking expenses incurred while on business travel are reimbursable in addition to the mileage allowance. Personal use, parking tickets, traffic fines and penalties, towing charges, accidents and theft losses are not reimbursable.
  4. The standard mileage allowance is in lieu of all actual operating expenses such as fuel, oil, towing charges, repairs, tires, insurance, accident deductibles, etc.

MILEAGE REIMBURSEMENT EXAMPLES

Example 1: An employee has a main office at GSC in Concord, NH but one day they have meetings at GSC – Littleton and GSC – Conway.  They never go to their main office. The employee would calculate their mileage from their home to the Littleton campus; plus the mileage from the Littleton campus to the Conway campus; plus the mileage from the Conway campus to their home. This total would be the business mileage driven and available for reimbursement.

Example 2: An employee lives in Weare and has a main office in Plymouth, NH. They have a morning meeting at the Keene campus and will return to their Plymouth office for the afternoon. The employee would calculate their mileage from their home to the Keene campus; plus the mileage from the Keene campus to their Plymouth office to arrive at the business mileage driven and available for reimbursement.

Example 3: An employee has a main office in Durham, NH. They have a lunch meeting at the Plymouth campus but will work from their Durham office before and after the meeting. The business mileage driven and available for reimbursement would be limited to their mileage from their Durham office to the Plymouth campus and back to their Durham office.

Example 4: An employee lives in Conway and has a main office in Keene. Their work schedule is such that they do not normally work on Wednesdays. On one particular Wednesday, they are required to travel to their Keene office for a staff meeting.  Because they are driving to their main office, they will not be eligible for mileage reimbursement.  This would also be the case if they were required to travel to their main office on a day they normally telecommute.

Example 5: An employee lives in Dover and has a main office at UNH Manchester. They have a lunch meeting at the Plymouth campus but will work from their Manchester office before the meeting. When the meeting is over, they decide to take the scenic route home so they can drive around Lake Winnipesaukee. The employee would calculate their mileage from their Manchester office to the Plymouth campus; plus the mileage from the Plymouth campus to their home. From this total they will deduct the personal miles driven, to see the Lake Winnipesaukee area, to arrive at the business mileage driven and available for reimbursement.

Example 6: An employee lives in Dover and has a main office at UNH School of Law in Concord, NH. They work from their Concord office in the morning and have an afternoon meeting in Durham. They will not return to their Concord office after the meeting. They will be eligible for reimbursement for the miles driven from their office, to the Durham meeting, to their home.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

07 - 010 Vehicle Rental Expenses

A. USNH VEHICLE RENTAL CONTRACTS

Travelers requiring a rental vehicle at an off-campus location should obtain the most cost and energy efficient rental agreement. For UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers, the campus Purchasing Office should be contacted for information on current rental vehicle contracts. In general, subcompact or compact vehicles are considered appropriate and reasonable for USNH travelers. Reservations may be made through the campus approved travel agency when applicable (see Procedure 7-003, Approved Travel Agency). Travelers with AAA or AARP memberships may receive discounts which exceed those negotiated by USNH and are encouraged to use those discounts.

B. PAYMENT METHOD

The preferred payment method for vehicle rentals from USNH-contracted local rental agencies is the USNH purchasing card. This applies to UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers. If the USNH purchasing card is used to rent a vehicle, insurance coverage is provided. All other vehicle rentals should be charged to a personal credit card that provides full collision damage waiver coverage.

C. INSURANCE COVERAGE

  1. USNH employees using the USNH purchasing card for travel in the U. S. and certain overseas destinations should decline the CDW (collision damage waiver) and LDW (loss damage waiver) as this coverage is provided based on the Master Card Guide to Benefits associated with the USNH purchasing card. Travelers using the USNH purchasing card will not be reimbursed for CDW or LDW charges if they accept the coverage or choose to use another means of payment, unless pre-approved in writing by the USNH Vice Chancellor for Financial Affairs. Travelers with a USNH purchasing card should contact Wells Fargo at 
    1-800-932-0036 prior to travel to inquire about insurance coverage for overseas rentals. If separate coverage is required, a written explanation on the travel expense voucher as well as supporting documentation is necessary for reimbursement of the CDW charges.

  2. Travelers who are not employees of USNH, including spouses, job applicants, guest speakers, colleagues of employees and USNH students, will have CDW and LDW coverage under the Master card contract only if (a) their names are on the vehicle rental agency contract at the time the vehicle is picked up and (b) the vehicle rental is charged to a USNH purchasing card. Otherwise, non-employees traveling on USNH business are not covered for CDW or LDW under USNH policies. These travelers should purchase both CDW and LDW and request reimbursement from USNH. Travelers should verify coverage with the rental agency prior to allowing non-employees to drive rental vehicles. If in doubt, only the USNH employee renting the vehicle should drive the vehicle.

  3. In the event of an accident with a rental vehicle charged to the traveler's USNH purchasing card, the traveler should contact Wells Fargo at 1-800-932-0036. Wells Fargo representatives will handle the issue with the rental agency. Wells Fargo's contract provides complete coverage for any damage. The USNH PCard Program Administrator must also be notified of the accident as soon as possible.

  4. In the event of an accident with a vehicle rental charged using the USNH-contracted local vehicle rental agency, the employee should contact the USNH Treasurer's Office.

D. OPERATING EXPENSES

  1. Reimbursable expenses include rental fees, gasoline charges, parking, tolls and other operating costs such as flat tires, wiper blades, etc.

  2. Non-reimbursable expenses include parking tickets, fines and penalties, towing charges, accidents, theft, and purchased insurance (CDW and LDW) for employee-rented vehicles charged to a USNH purchasing card.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

07 - 013 Misc. Reimburseable Travel Expenses

Generally Reimbursable

The following items are generally reimbursable to the extent they are reasonable and necessary business expenditures:

  1. Business office expenses (fax, copy services, telegrams, internet charges, lap-top computer rentals, in-room safe, etc.)
  2. Business phone calls
  3. Conference fees
  4. Currency conversion fees
  5. Inflight internet access fees (must be charged to account code 710Z05)
  6. Fees for the purchase of traveler's checks
  7. Gasoline for refueling a rented car
  8. Ground transportation (train, taxi, bus, subway, etc.)
  9. Laundry and dry cleaning charges for trips exceeding five calendar days
  10. Parking and tolls (Note: Drivers of USNH vehicles with a U plate are exempt from paying tolls in NH. They may be asked to show their campus ID's.)
  11. Reasonable personal phone calls that allow the traveler to stay in touch with his/her family. A ten-minute call per day of travel is considered a reasonable guideline.
  12. Tips of 15% to 20% of meal cost (only if actual expense meal option is chosen)

Generally NOT Reimbursable

  1. Tips are not reimburseable when employee is reimbursed via the federal meals & incidental expense M&IE) per diem rate. The following types of tips are included in M&IE per diem: meals, porters, baggage carriers, bellhops, hotel maids, food, luggage handling services.
  2. Immunizations and international driving permits
  3. Visa fees and cost of obtaining passport for business travel

USNH will only reimburse a traveler for items paid personally (conference fees, plane and train tickets, etc.) after the travel has taken place.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

07 - 014 Non-Reimbursable Travel Expenses

The following items are generally not reimbursable. Note: This list is not all-inclusive.

  1. Alcoholic beverages
  2. Portion of per diem for conference meals paid as part of registration fee (see Procedure 7-007, Travel Meals). Any exception to this rule due to disability or medical condition(s) requires approval from the Campus ADA Compliance Officer, or equivalent.
  3. Movie rentals, theater tickets, newspapers, magazines, prescriptions, over-the-counter drugs, etc.
  4. Insurance on rental automobiles for USNH employees (see Procedure 7-010, Vehicle Rental Expenses)
  5. Trip/Flight insurance. Any exception to this rule due to disability or medical condition(s) requires approval from the Campus ADA Compliance Officer, or equivalent.
  6. Parking tickets and fines for traffic violations
  7. Personal expenses
  8. Personal portion of airfare while on USNH business
  9. Personal-use portion of a car rented for USNH business
  10. Repairs or towing of personal vehicles used for USNH business. These costs are included in the mileage reimbursement rate
  11. Expenses incurred by spouses, partners and families or rate increases occasioned by presence of spouses, partners and families (see Procedure 8-007, Business Expenditures, Spousal Expenses)
  12. Laundry service for trips of five days or less
  13. Personal aircraft usage
  14. Extra baggage charges for personal items, such as golf clubs, skis, etc.
  15. Fees to check-in or board early, fees for preferred seating, fees for expedited security check, flight change fees and any other optional fees are generally not reimbursable. Exceptions to this rule due to disability or medical condition(s) require approval from the Campus ADA Compliance Officer, or equivalent. All other exceptions to this rule require Campus VPFA approval. These costs must be charged to account code 710Z10.
  16. Childcare or pet care costs
  17. Loss or theft of cash advance money or airline tickets
  18. Locksmith charges
  19. Lost baggage, luggage, and briefcases
  20. Souvenirs and personal gifts
  21. Health club fees
  22. Tips on meal, bellhops and chambermaids if employee is reimbursed via Federal meals & incidental expense (M&IE) per diem rate.
  23. Security deposits for temporary lodging/housing in which an employee is staying while traveling on USNH business. (See Procedure 4-008, Cash Advances (for travel and other purposes) for options regarding security deposits.)

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

07 - 015 Non-Employee Travel

A. SUMMARY

Non-employees of USNH incurring USNH business-related travel expense include job applicants, guest speakers, and students (both graduate and undergraduate). These individuals are subject to the same travel guidelines that are applicable to USNH employees.

B. SPECIFIC PROCEDURES

  1. Non-employees may make their own travel arrangements at the discretion of the USNH department authorizing travel, provided they adhere fully to the USNH Travel Policy.

  2. Rental vehicles

    1. Non-employees traveling with USNH employees who rent a vehicle using their USNH purchasing card will have CDW and LDW coverage under the Master Card Guide to Benefits only if their names are on the auto rental agency contract at the time the vehicle is picked up. Travelers should verify coverage with the rental agency prior to allowing non-employees to drive rental vehicles. If in doubt, only the USNH employee renting the vehicle should drive the vehicle (see Procedure 7-010, Vehicle Rental Expenses).

    2. All other non-employees traveling on USNH business who rent a vehicle are not covered for CDW or LDW under USNH insurance policies. These travelers should purchase both the CDW and LDW and request reimbursement from USNH .

  3. Travel Meals: Reimbursements should follow the guidelines for USNH employees. (see Procedure 7-008, Per Diem Rates, Domestic and Foreign). The USNH business purpose must be provided to determine if the meal falls under the IRS Accountable Plan Rules or if the meal cost is taxable compensation.

  4. A non-employee traveling on USNH business, that has been approved by the Department Head may be reimbursed for mileage at the IRS mileage rate or a lesser amount. The business purpose must be documented.

  5. Special rules apply to foreign individuals who:

    1. Are not USNH employees,

    2. Travel on behalf of USNH either to or from the U.S., and

    3. Receive reimbursement for that travel.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

07 - 117 Travel Pre-Approval/Advance

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

The USNH Travel Pre-Approval/Advance Form is a document that can provide for pre-approval of a trip and a request for a travel advance in one form. In addition, if travel is pre-approved, reimbursement requests need not go through the same approval process if final costs are within the estimated amounts. This should allow reimbursement to the traveler to occur as rapidly as possible.

Although pre-approval of travel is explicitly required for grant related travel, use of pre-approval can facilitate the reimbursement process in other funds as well as provide for budget planning needs.

B. DETAILED PROCEDURES

  1. The traveler will complete and check boxes on the USNH Travel Pre-Approval/Advance Form as they begin to plan their trip. Forms are provided under Procedure 7-121 and on the Financial Services travel website that can be printed and completed manually, or can be filled out using a standard spreadsheet application. Either way, as the traveler estimates transportation, meals, lodging and incidental expenses, there are locations provided to summarize the costs. When complete, both the traveler and the approver will have a more complete picture of the total costs associated with the trip. Once the form is complete, it should first be approved by the appropriate Deans, Director, Department Heads and the Office of Sponsored Research, if the travel is related to a Grant account.
  2. After all necessary approvals have been received, either the traveler, BSC representative or Campus Travel Coordinator can make any necessary travel arrangements. Conference registrations can be paid with your USNH purchasing card and you can secure air or rail confirmation numbers from your preferred travel agent/Campus Travel Coordinator/BSC.

    Please make a note in the Description/Comment field next to the appropriate estimated amount of any item paid on your PCard. Also use the same space to provide your BSC/Travel Coordinator the confirmation number, agency and phone number for any air or rail fare. This will allow your BSC/Travel Coordinator to know if they need to pay for your registration fees and facilitate their efforts to get your transportation requests confirmed and paid in a timely manner.

    If requesting a travel advance, complete the Advance section and check the advance box on the form. The BSC/Travel Coordinator will process the request for the travel advance. Please be sure to provide your BSC/Travel Coordinator with sufficient notice to ensure they have at least 4 business days needed to work with Campus Accounts Payable to issue the travel advance via general Disbursement check/ACH. If no advance is necessary, you can skip this section.

  3. A blank Travel Pre-Approval/Advance Form is a plain form suitable for immediate completion, or copied and distributed. Please print new copies often, as this form will be updated on-line only. No forms will be printed and distributed by central offices.

A blank Travel Pre-Approval/Advance Form in Excel format requires Excel 5.0 or later. You may access this file and complete it within the Excel program - printing when complete, or at the point when it will require signatures. Again, please access this original since it will be updated on-line only.

For detailed instructions on the Travel Pre-Approval/Advance Form, see Procedure 7-118.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

07 - 118 Instructions for Completing the Travel Pre-Approval/Advance Form

Travel Pre-Approval/Advance Form

[1]            Purpose of Form Indicate if you are requesting a travel advance and/or travel authorization.
[2]   Name Enter the name of the person traveling or the person responsible for the group.
[3]   Position/Title Enter your position or title.
[4]   Department Enter the name of your department, for instance, Chemistry or English.
[5]   Phone: Enter your campus phone number, or a number that you can be reached at during business hours.
[6]   Depart Date Enter the date you will begin your trip.
[7]   Return Date Enter the date you expect to return from your trip.
[8]   Destination Please provide a brief description of where the travel will take you and for what business purpose. This can be the city and conference name.
[9]   Project/Grant If your travel is related to a project or Grant, please enter the name of the project/Grant or Contract here.
[10]   Business Purpose Enter the business purpose for your travel, for instance, if for a conference, a brief description of the conference.
[11]   Travel Category Enter a travel category that is applicable for your travel.
[12]   Comments Enter any additional comments about the travel category.
[13]   Social Security
Number
For non-employees, enter your social security number.
[14]   Address For non-employees, enter your mailing address.
[15]   Travel Means Indicate the mode of transportation you are using for your trip.
[16]   If by car, others in vehicle If you are traveling by car, list the other individuals who are traveling with you.
[17]   Estimated Expenses Enter the estimated expenses for each expense category.  
[18]   Description/
Comments
Enter any description or comments for each expense.
[19]   Sources of Funding If you know the source(s) of funding, enter it in this section.
[20]   Advance Amount Requested If you are requesting an advance, enter the amount requested here.
[21]   Disbursement of Advance Payment will be via General Disbursement or ACH.
[22]   Signature indicating advance was received The traveler will sign here to indicate the advance amount received and that they authorize deductions from their paycheck to satisfy payment of the advance or any unsubstantiated amounts.
[23]   Dean, Director or Dept. Head The Dean, Director or Dept. Head must sign and date the form indicating their approval.  
[24]   Office of Sponsored Research If the travel involves a grant account, then the Office of Sponsored Research must approve, sign and date the form.
[25]   Authorized BSC Representative The Authorized BSC Representative must sign and date the form.
[26]   Travel Coordinator/
Center
If an advance is issued, the Travel Coordinator/Center must sign and date the form.
[27]   Disbursements Manager If an advance is issued, the Disbursements Manager must sign and date the form.
[28]   Traveler The Traveler must sign and date the form

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

07 - 119 Simplified Travel Reimbursement

A. ADMINISTRATIVE PROCEDURES

The USNH Personal Reimbursement Form should be completed by the traveler or the BSC/Campus Travel Coordinator within 10 days of completing the trip. This form is available in two formats.

  • A blank USNH Personal Reimbursement Form is a plain form that is suitable to be completed immediately, or copied and distributed. Please print new copies often, as these forms will be updated on-line.

  • A blank USNH Personal Reimbursement Form in Excel format requires Excel 5.0 or greater. You may access this file and complete it within the Excel program - printing when complete, or at the point when signatures are required. Again, please access these forms as the originals since they will be updated on-line only.

Once complete, the USNH Personal Reimbursement Form must also be forwarded to the pertinent Department Head and/or Office of Sponsored Research for approvals.  Once all approvals are secured, forward the completed form, along with required and supporting documentation as follows:

GSC

To the GSC BSC

KSC/PSU

To the campus Accounts Payable Office

System

To the USNH Accounts Payable Office

UNH/UNHM

To the BSC

 

For detailed instructions on the USNH Personal Reimbursement Form, see Procedure 7-120.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

07 - 120 Instructions for Completing the Simplified Travel Reimbursement Form

Employee/Trip Information

[1]  INV # The INV number is completed by your BSC or campus travel center.
[2]  Name Enter the name of the person traveling or the person responsible for the group.
[3]  Position/Title Enter your position or title.
[4]  Department Enter the name of your department, for instance, Chemistry or English.
[5]  Phone Enter your campus phone number, or a number where you can be reached at during business hours.
[6]  Depart Date &  Time Enter the date and time you began your trip. The depart date is a required entry. Enter the date in MM/DD/YY format.
[7]  Return Date &  Time Enter the date and time you returned from your trip.
[8]  Destination Please provide a brief description of where you traveled.
[9]  For Non-
 Employee
For non-employees, please enter your Social Security Number and mailing address.
[10]  Project/Grant If your travel was related to a project or grant, please enter the name of the project/grant or contract here.
[11]  Business
 Purpose
Please enter the business purpose for your travel.
[12]  Date Enter your travel dates in MM/DD/YY format. The day of the week will be calculated for you. If your trip was longer than seven days, you will need to use an additional reimbursement form.

Employee Paid Expenses

[13]  Auto Rental Enter the daily amount spent on auto/van rental.
[14]  Taxi/Tolls/
 Parking
Enter the total amount spent on taxi, tolls and/or parking each day. Receipts are only required for amounts greater than $25.00.
[15]  Air/Bus/Train Fare Enter the amount you spent on airfare, bus or train fare. Do not include airfare or bus fare that was charged to the University's Business Travel Account through your BSC. This is only for amounts you paid for personally.
[16]  Telephone/
 Fax
Enter the daily amount spent on telephone calls or faxing for business purposes. Please refer to Procedure 7-013, Misc. Reimbursable Travel Expenses, for allowable items.
[17]  Lodging Enter the total daily amount for your lodging. Include all related taxes such as room, city, state or county taxes. Do not include any personal costs such as in-room movies, etc. Please refer to Procedure 7-006, Lodging, for further details.
[18]  Other Enter the daily amount spent on other business related expenses such as copy services, laptop computer rentals, in-room safe, currency conversion fees, tax, tip, gas, bag fees, etc. Please refer to Procedure 7-013, Misc. Reimbursable Travel Expenses, for allowable items.

Meals

[19]  Per Diem  Allowance Enter the standard per diem meal allowance for your travel location. If you are choosing to claim less than the standard per diem rate, enter that amount here and DO NOT complete the Adjusted Per Diem Rate section. The Per Diem Method is required unless a specific exception has been approved.
[20]  Adjusted Per
Diem  Rate
Use this section to indicate if meals were provided by other sources. For instance, those included with the conference registration, provided by a colleague or vendor, or being claimed in business expenses. Check off each meal that applies.
If you choose to claim less than the standard per diem rate, enter that amount in the Per Diem Allowance and do not complete the Adjusted Per Diem Rate section.
[21]  Daily Meal Total The Daily Meal Total will automatically calculate based on the Per Diem Allowance and any meals provided for you by other sources. For example: A traveler attends a 3-day conference. The conference provides breakfast for all attendees on the second day of the conference at no charge to participants. Since the cost of breakfast is included in the conference registration fee, the traveler is not entitled to reimbursement for breakfast. Therefore, if the full-day rate is $49, the partial per diem allowed for the second day of the conference is $39 ($49 less $10).

Mileage

[22]  Date Enter the date in MM/DD/YY format. The mileage rate will calculate based on the USNH approved rate in effect at the time of travel.
[23]  Departure,  Destination &  Purpose Enter the places of departure and destination as well as business purpose of the travel.
[24]  Miles Enter the number of business miles traveled.
[25]  Mileage Rate The mileage rate will calculate based on the USNH approved rate in effect at the time of travel.
[26]  Total The total business mileage amount is calculated based on the mileage rate and number of business miles traveled.

Business Expenses

[27]  Date Enter the date of the business expense in MM/DD/YY format, i.e., 01/01/98.
[28]  Description of  Expense Enter a brief description of the business purpose including who, what, where, and why.
[29]  Amount Enter the amount of the business expense.

Summary

[30]  Total Expenses  Paid by  Employee The total travel expenses paid by the employee automatically calculates.
[31]  Original  Amount of  Advance Enter the amount of your travel advance, if any.
[32]  Amount Due to  Employee/
Amount  Due to Cashier
The reimbursement form automatically calculates the amount due to the employee, or the amount the employee owes USNH if the advance exceeds expenses.

Accounting Information

[33]  USNH ID Provide your USNH ID#.
[34]  Expense  Distribution Please enter the source(s) of funding for your travel expenses.
[35]  Advance The BSC or USNH/UNH Travel Center will complete this information if applicable.

Approvals/Signatures

[36]  Traveler The traveler must sign the reimbursement to verify that all expenses were incurred by the traveler in fulfillment of duties to the University System of New Hampshire.
[37]  Dean, Director,  Dept. Head,  Bus.  Mgr. Please secure the necessary approvals for this reimbursement.
[38]  Authorized  BSC/Travel  Representative Please secure the necessary approval for this reimbursement.
[39]  Sponsored  Research If applicable, secure an approval from the Office of Sponsored Research.
[40]

 Travel  Coordinator/
 Center

The BSC or Campus Travel Coordinator must sign the form to verify that they have reviewed the document and approve the reimbursement as well as verify that all supporting documentation is provided. 

 


MILEAGE REIMBURSEMENT EXAMPLES

Example 1: An employee has a main office at GSC in Concord, NH but one day they have meetings at GSC – Littleton and GSC – Conway.  They never go to their main office. The employee would calculate their mileage from their home to the Littleton campus; plus the mileage from the Littleton campus to the Conway campus; plus the mileage from the Conway campus to their home. This total would be the business mileage driven and available for reimbursement.

Example 2: An employee lives in Weare and has a main office in Plymouth, NH. They have a morning meeting at the Keene campus and will return to their Plymouth office for the afternoon. The employee would calculate their mileage from their home to the Keene campus; plus the mileage from the Keene campus to their Plymouth office to arrive at the business mileage driven and available for reimbursement.

Example 3: An employee has a main office in Durham, NH. They have a lunch meeting at the Plymouth campus but will work from their Durham office before and after the meeting. The business mileage driven and available for reimbursement would be limited to their mileage from their Durham office to the Plymouth campus and back to their Durham office.

Example 4: An employee lives in Conway and has a main office in Keene. Their work schedule is such that they do not normally work on Wednesdays. On one particular Wednesday, they are required to travel to their Keene office for a staff meeting.  Because they are driving to their main office, they will not be eligible for mileage reimbursement.  This would also be the case if they were required to travel to their main office on a day they normally telecommute.

Example 5: An employee lives in Dover and has a main office at UNH Manchester. They have a lunch meeting at the Plymouth campus but will work from their Manchester office before the meeting. When the meeting is over, they decide to take the scenic route home so they can drive around Lake Winnipesaukee. The employee would calculate their mileage from their Manchester office to the Plymouth campus; plus the mileage from the Plymouth campus to their home. From this total they will deduct the personal miles driven, to see the Lake Winnipesaukee area, to arrive at the business mileage driven and available for reimbursement.

Example 6: An employee lives in Dover and has a main office at UNH School of Law in Concord, NH. They work from their Concord office in the morning and have an afternoon meeting in Durham. They will not return to their Concord office after the meeting. They will be eligible for reimbursement for the miles driven from their office, to the Durham meeting, to their home.

07 - 121 Travel Forms

Travel Pre-Approval/Advance Forms are available in two formats:

For detailed instructions on the Travel Authorization/Advance Form, see Procedure 7-118.

 

Personal Reimbursement Forms for the reimbursement of travel and other business expenses are available in two formats:

For detailed instructions on the Personal Reimbursement Form, see Procedure 7-120.

 

USNH Lost Document Receipt Form


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

08. Business Expenditures

Issue Date   Revised Date  
03/01/2000 001 07/01/2011  Introduction Business Expenditures
03/01/2000 002 11/01/2012 Advertising
03/01/2000 003 07/01/2011 Alcohol
03/01/2000 004 11/01/2012 Authorization for Certain Expenditures on Payment Vouchers
04/01/2012 005 04/01/2012 Portable Communication and Computing Devices
03/01/2000 006 07/01/2011 Contributions - Charitable and Political
03/01/2000 007 07/01/2011  Spousal Expenses
03/02/2001 008 01/01/2016  Awards, Gifts and Prizes
  008T 01/01/2016  Awards, Gifts and Prizes - Table
03/20/2001 009 07/01/2011  Meals and Entertainment
06/01/2006 010 07/01/2011  Employee Transition Allowance
05/17/2009 011 11/01/2012 Honoraria
  011F 11/01/2012 Honoraria Request for Payment Form
01/01/2016 012 01/01/2016 Apparel Benefits
 

General Expenditure Accounting Topics

03/01/1992 115 11/01/2012  Leases and Rental Agreements

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

08 - 001 Introduction to Business Expenditures

A. Summary

The University System of New Hampshire (USNH) was established by the N. H. Legislature in RSA 187-A:1 to "provide a well coordinated system of public higher education...to benefit the state and its people." Its mission is one of teaching, research, and public service. This business expenditure policy has been developed to provide guidelines for deciding whether expenditures are in furtherance of this mission and to ensure that fair, consistent, and equitable financial practices are carried on throughout the University System of New Hampshire.

B. Philosophy

USNH is committed to the highest level of accountability and stewardship with regard to USNH funds. Each person responsible for making decisions concerning its expenditures should consider whether the expense represents a worthy use of USNH funds. The University System's goal is the optimal use of USNH resources in fulfillment of its mission.

C. Scope

This policy applies to all expenditures, regardless of funding source. Specific restrictive terms of donors and sponsors take precedence over relevant, less restrictive USNH policy. Campuses or departments may also elect to impose stricter controls over expenditures than those required by this policy. In all cases, where the terms imposed by a donor, sponsor, campus, or department are more lenient than those of USNH, USNH policy applies.

D. Exceptions

While this policy is applicable to the majority of USNH transactions, it is recognized that unique circumstances may justify exceptions. Exception requests should be sent to the Vice Chancellor for Financial Affairs/Treasurer or USNH Controller for review and appropriate referral.

E. General Rule

All expenditures shall be consistent with applicable federal and state laws and regulations; with any restrictions, rules or regulations placed on the use of funds by donors and granting or contracting agencies; and with prudent management practices. Persons authorized to expend USNH funds are responsible to exercise discretion and good judgment in the use of USNH funds, regardless of their source. All expenditures must be reasonable and necessary for carrying out the programs and activities of USNH within the approved budget allocations. All expenditures must be documented in a way that clearly substantiates such reasonableness and necessity. All expenditures must be charged to the proper Fund, Area, Org, and Object Code.

F. Requirements for Receipts

KSC requires receipts for all business expenditures except tips. For all other divisions of USNH, business expenditures of $25 or less per item (e.g., per fare) do not require receipts unless 1) the expense is paid for with a PCard, convenience check or petty cash/imprest checking; or 2) the actual expense method of meal reimbursement method is allowed; in these cases all receipts are required. Receipts are required for reimbursement of all business expenditures that total more than $25 per item.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

08 - 002 Advertising

a. Summary

Advertising expenses are allowed to the extent they are reasonable and necessary to carry out the mission of USNH. Restrictions regarding funding source must be complied with.

B. Promoting USNH Events

Advertising in newspapers, programs, etc. to promote USNH events is allowable. However, these costs must be charged to specific account codes (i.e., 71C100-Advertising non-employment, 71C120 - Advertising Radio, 71C130-Advertising TV/Cable) to ensure they are not charged to federally sponsored programs. See Procedure 2-065, Allocation of Centrally Funded Costs, and Procedure 2-060, Unallowable Costs, for further information.

C. Recruitment

Recruitment advertising (help-wanted ad) is allowable provided the ad has been approved by the campus Human Resources Office.

D. Charitable Organizations

Advertising accomplished through a charitable organization is allowed provided:

  1. There is a documented business purpose connected to the mission of USNH, and
  2. The total cost is less than or equal to the value of goods or services received.

For example:

  1. The School of Health and Human Services rents space at an Aids Awareness seminar to educate the public on a health issue. The rent paid for the space must be reasonable for the space provided.
  2. Plymouth State University advertises its MBA program on NH Public Radio. The price paid for advertising must be less than or equal to the value of the advertising services received.

E. Political Advertising

Political advertising is unallowable. This includes the expense of advertising in political programs or for admission to political fundraising functions and similar events (see Procedure 8-006, Contributions - Charitable and Political).

F. Sponsored Programs

Advertising expenses, whether for recruitment or for other purposes, may be allowed against a sponsored program. Prior to charging any type of advertising expense to a sponsored fund account, employees at UNH must consult with Sponsored Programs Administration; employees at KSC, PSU and GSC must consult with their campus grant administrator.


 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

08 - 003 Alcohol

A. Summary

Alcohol is generally an unallowable expense. It is recognized that there may be a bona fide business reason to purchase alcohol, such as important donor functions. In addition, Dining Services and other departments may purchase alcohol for cooking, laboratory or resale purposes. If there is a compelling business reason and the expense is reasonable, the purchase of alcohol is allowable, if an appropriate source of funds is cited.

B. Source of Funds

Alcohol purchased for purposes other than cooking, laboratory or resale may only be purchased:

  1. With internally designated funds clearly delineated as "DISCRETIONARY" within the USNH general ledger; or
  2. With restricted gift or endowment payout accounts that have been approved by the Controller.

C. Business Purpose

The bona fide business purpose for the purchase of alcohol must be clearly disclosed on supporting documentation accompanying purchase or reimbursement documents.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

08 - 004: Authorization for Certain Expenditures on Payment Vouchers

Unless there is written delegation of authority from the officials below to someone else, the following authorizations are required prior to commitment of USNH funds for these expenditures:

 

Type of Expenditure

Authorization

Real Property (Land and Buildings) Acquisitions Vice Chancellor for Financial Affairs/Treasurer
Insurance USNH Manager of Cash & Investments
Taxes Vice Chancellor for Financial Affairs/Treasurer, USNH Controller, or USNH Disbursements Services Director
Charitable Contributions, Procedure 8-006 Vice Chancellor for Financial Affairs/Treasurer
Political Contributions, Procedure 8-006 Not Allowed
Payments to Auditors/Public Accountants Vice Chancellor for Financial Affairs/Treasurer, USNH Controller
Legal Fees and Settlements Vice Chancellor for Financial Affairs/Treasurer and USNH General Counsel
Payments to or on Behalf of Employee Spouse/Partner (See Procedure 8-007, Spousal Expenses) Campus CFO
Payments to Affiliated Foundations (See BOT - Trustee Policy on Foundations Established for the Benefit of USNH or its Component Institutions) Vice Chancellor for Financial Affairs/Treasurer or USNH Controller
Travel Advances over $300/Week/Person (See Procedure 4-008, Cash Advances (for travel and other purposes) USNH Controller, USNH Disbursements Services Manager/Director or Campus CFO
Establishment of New Petty Cash, Imprest Checking, Change Funds (See Procedure 4-001, Petty Cash Funds; Procedure 4-002, Imprest Checking Accounts; Procedure 4-003, Change Funds); USNH Controller
Any Large or Unusual Payments (e.g., Payments to Employees, Municipalities, etc.) Vice Chancellor for Financial Affairs/Treasurer or USNH Controller
Exceptions to USNH Travel Policy (Except for use of Per Diems, see Procedure 7-007, Travel Meals, and ADA concerns.) Campus VPFA office. Exceptions due to disability or medical condition(s) require approval from the Campus ADA Compliance Officer, or equivalent.
All Other Exceptions to USNH Business Expenditure Policy Vice Chancellor for Financial Affairs/Treasurer or USNH Controller

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

08 - 005 Portable Communication and Computing Devices

A. Summary

Faculty and staff are sometimes required to use cell phones and other portable communication and computing devices in the performance of their jobs.  The cost of the business use of these devices can be significant and such devices are capable of being used by employees for personal purposes.  This policy addresses the conditions under which a cell phone or other portable communication and computing device may be provided to an employee.  

B. Scope

This policy applies to cell phones, pagers, iPhones, iPads, and similar portable communication and computing devices and related services paid for by USNH from any source.  This policy does not apply to devices purchased with taxable allowances paid to employees and owned by them. Campuses, schools, or departments may elect to impose stricter controls over these devices than those required by USNH but may not be more lenient.

C. Business Purpose

USNH campuses and departments may issue cell phones or other portable communication and computing devices to USNH employees if the employee meets the eligibility standards established by this policy.  Devices provided by and paid for by USNH must be necessary for USNH business on an ongoing, recurring basis with no more than minor or incidental personal use by the employee. In addition, all such devices must comply with the USNH Administrative Board Information Technology Security Policy governing USNH property.

D. Eligibility and Approvals

Eligibility for a USNH-provided cell phone or other portable communication and computing device is based on the demonstrated and documented need for the employee to use such device frequently in the performance of their job.  The business use must be substantiated as part of the required documentation when the device is purchased. The device/service plan may not exceed the employee’s job requirements and must be ordinary and necessary to enable the employee to:

The department director is responsible for identifying jobs that may require use of cell phones and other portable communication and computing devices, and for indicating the type of device and service (e.g., for cell phones, the number of hours/month, national vs. international service plans, etc.) appropriate to meet business needs.  All such devices/services paid for by USNH funds must be approved by a supervising senior officer at the level of at least Dean, Vice President, or Vice Chancellor and will be based upon funds availability. Specific procedures will be developed by HRPAC to address Operating Staff with employer-provided cellular phones and other portable communication and computing devices.

  1. Remain in touch with others due to the nature of the job, such as frequent business-related travel or work outside the office setting, or
  2. Be available for emergency contact, for instance: police/security, IT support, building and grounds maintenance, health and counseling services, etc.

E. Effect of Termination or Change in Job Requirements

If an employee’s duties change over time so that the employee no longer needs a cell phone or other portable communication and computing device to perform his/her job, or if the employee ceases to be employed by USNH after being provided with such equipment, the employee is required to return the equipment to USNH.  The department director is responsible for reviewing the necessity of providing such equipment to employees at least annually and taking steps to recall equipment no longer needed by employees for the performance of their duties. The review and documented continued business requirement for these devices must be available upon request by USNH Financial Services.

F. Business Use of Personal Cell Phones or Other Portable Communication and Computing Devices

An employee may be reimbursed for the business use of his/her personal phone or other portable communication and computing device by submitting a bill identifying the actual incremental or apportioned cost of the business use. This payment needs to be approved by the supervisor and processed as a normal business expense reimbursement.

G. Sponsored Programs

Normally, cell phone purchases, maintenance and operating costs are not allowable charges to federally-sponsored programs.  The UNH Office of Sponsored Programs Administration or campus grant office should be consulted for clarification on the allowability of these costs.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

08 - 006 Contributions - Charitable and Political

A. Charitable Contributions

Gifts to charitable organizations are generally not allowable. With certain exceptions, all charitable requests must be approved by the Vice Chancellor for Financial Affairs/Treasurer prior to payment (See Procedure 8-004, Authorization for Certain Expenditures on Payment Vouchers). This policy does not apply to:

  1. Fundraising and other activities conducted by student organizations for the benefit of charitable organizations, or

  2. Surplus property donated to charity (See Procedure 11-030, Equipment, Disposal of Surplus Property).

It is recognized that certain charitable organizations offer donors a benefit such as a publication or other item in exchange for a charitable contribution. If the primary purpose of making a charitable contribution is to obtain a benefit for use in carrying out an employee's job responsibilities, and that benefit is approximately equal to the contribution made, prior approval by the Vice Chancellor for Financial Affairs/Treasurer is not required. The benefit received and its job applicability must be explained on the request for payment.

B. Political Contributions

Organizations exempt from tax under Internal Revenue Code Section 501(c)(3) (such as the University System of NH and its component units) may have their exempt status revoked if they are involved in any political activity. For this reason, all political contributions are strictly forbidden. The prohibition applies to all political expenditures, regardless of fund source (e.g., operating accounts, gift accounts, discretionary funds, affiliated organizations, etc.). There is no exception to this policy.

The following expenditures are unallowable:

  1. Payments to political candidates.

  2. Employee reimbursement for political contributions.

  3. Advertising in political programs (See Procedure 8-002, Advertising).

  4. Admission to any dinner or program (including testimonial dinners, receptions, and sporting events) if any part of the proceeds of the event directly or indirectly inures to the use of a political party or a political candidate.

  5. Admission to any event that is identified with a political party or candidate including tickets to fund-raising events.

  6. Lobbying portion of dues to professional organizations that are otherwise allowable.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

08 - 007 Spousal Expenses

A. Summary

This procedure explains when expenses for spouses, partners and families of USNH employees may be reimbursed.

B. Detailed Procedures

  1. Expenses for spouses, partners and families of USNH employees are generally not paid or reimbursed by USNH. These include such expenses as travel, entertainment and participation in local events. However, these expenses may be allowed when (a) there is a compelling business reason, (b) the expense is reasonable and prudent, and (c) prior written approval has been granted by the Campus Chief Financial Officer (CFO) (see Procedure 8-004, Authorization for Certain Expenditures on Payment Vouchers). Approval by the President is required for expenses of the spouse or partner of the Campus CFO. Only expenses which are non-taxable under Internal Revenue Service (IRS) regulations will be considered. The Controller's Office interprets taxability. Even when IRS standards are met, it is important to keep in mind that the limited resources and frequent public scrutiny of expenses at USNH make it particularly important that only the most essential events be proposed for spousal or partner attendance.
  2. To request prior approval, write to the Campus CFO describing (a) the event, (b) the spouse's or partner's role, (c) the compelling business reason for that role, (d) the account number to be used for reimbursement, and (e) the estimated type and amount of spousal or partner expenses. While the same standards apply to all sources of funds, some funds may exclude spouse or partner reimbursement. Attach a copy of the Campus CFO's approval to the expense report submitted for reimbursement.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

08 - 008 Awards, Gifts, and Prizes

A. SUMMARY

For quick reference, see table in Procedure 8-008T.

1. Awards, gifts and prizes are allowed to the extent the expense is reasonable and necessary to carry out the mission of USNH. Awards, gifts, and prizes may not be lavish or extravagant. Restrictions regarding funding source must be complied with. Proper classification of payments is necessary to differentiate between those considered scholarships, which may be tax-free and not reportable to the Internal Revenue Service and those that are awards, gifts or prizes, which may be taxable.
2. Individual campuses or departmental policies may be more restrictive than USNH policy, but not less restrictive.
3. If a third party provides USNH with funds or property for administration and distribution, these will be administered according to USNH policies and procedures (e.g., Employee of the Month award or prizes awarded to employees at USNH outings which are provided by local vendors). 
4. In all circumstances, cash, gift cards and gift certificates of any amount are taxable when provided to a recipient, regardless of classification as an award, gift or prize.
5. Per the Administrative Board action approved March 13, 2009:

"USNH shall not compensate any employee for the federal income tax consequences of accepting from USNH any award, [gift], prize, incentive or compensation in any form whatsoever, regardless of whether the tax consequences cause or may cause the employee to decline the award, [gift], prize, incentive, benefit, or compensation."

B. Definitions and Required Approvals

1. An award is tangible property, cash, gift card or gift certificate given to an individual in recognition of meritorious performance or productivity. Awards are generally taxable to the recipient. All awards must be approved by a Dean, Vice President or President.
2. A gift is tangible property bestowed voluntarily on an individual, often as a gesture of gratitude or expression of sympathy.  To qualify as a gift, there should be no negotiation in advance for the gift.  Cash, gift cards, gift certificates and alcohol are not allowed as gifts.  Gifts should be of minimal value (generally ≤$25) and ideally bear one of the USNH institution’s licensed logos.  Gifts so defined are not taxable income to the recipient and not reportable to the IRS. All gifts must be approved by a Dean, Vice President or President.
3. A prize is tangible property, cash, a gift card or gift certificate won by an individual in a game of chance or in connection with a USNH-sponsored event.  The prize may result from a wager (e.g., UNH Hockey 50/50 raffle) or no wager (e.g., the 100th person to walk through the door). All prizes are taxable income to the recipient. All prizes must be approved by a Dean, Vice President or President.
4. A scholarship or fellowship is value (i.e., cash, tuition waiver, etc.)  provided to an individual for the educational benefit of the recipient, with no requirement for present or future services.  The scholarship/fellowship may be taxable and/or reportable, depending on the use of the funds and citizenship of the recipient. Note: Scholarships/fellowships are not addressed in this policy.

C. Detailed Procedures – Employees

1. Awards to employees. With two exceptions (see Sections a. and b. below), awards provided to employees, including student employees, in the form of tangible property, cash, gift cards or gift certificates for meritorious performance, productivity or other reasons connected with their employment are considered taxable compensation. Taxable awards include the VIP Award, Employee of the Month Award, awards to boost employee morale, as well as awards originating with a gift to USNH from a third party (e.g., Employee of the Month award provided by local vendors).

The value of the award is reported as compensation on the employee's Form W-2 and is subject to federal and FICA tax withholding. Cash awards given to employees must be paid through the Human Resources System according to USNH USY.V.F.7.5.7. Unless qualifying for one of the exceptions below, the department presenting a non-cash award must notify their Campus Payroll Office of the employee's name, the last 4 digits of the employee's USNH identification number, the value of the award and the date it will be presented to the employee. This information will be used to record the non-cash compensation in the Payroll system and facilitate tax withholding.

Under certain circumstances, some types of awards qualify as nontaxable as noted below:

a. Certain achievement awards of tangible property (other than cash, gift cards or gift certificates in any amount) may be given tax-free to an employee if they are awarded in a meaningful presentation that emphasizes the purpose of the award. The value of the award may not exceed $400 per year per employee. These awards and additional criteria are as follows:

i. A length of service award is not taxable if it is not granted to an employee more frequently than every 5 years.

An award presented at retirement may be considered a length of service award and is subject to the rules of this section. Retirement gifts are generally funded by employees taking up a collection of personal funds; in these cases, there are no tax consequences to the recipient and no USNH reporting requirements. Retirement gifts funded with USNH funds must be charged to a discretionary account (as defined and designated by the USNH Controller) unless the gift is part of a campus-wide recognition program sponsored by the Campus President or Chancellor for all retirees meeting certain criteria.

ii. A safety award is not taxable so long as both of the following conditions are met:

  • It is provided to no more than 10% of eligible employees; and,
  • Managers, administrators, clerical and professional staff are ineligible for the award.​​

b. Non-cash, de minimis awards are not taxable to an employee. IRS regulations use the example of a holiday turkey to define "de minimis.”  For USNH policy, de minimis is defined as having a value less than or equal to $75.  Since the IRS considers gift cards and gift certificates to be the equivalent of cash, gift cards and gift certificates in any amount awarded to employees for any reason are considered taxable compensation and are subject to reporting and withholding. 

2. Gifts to employees. Gifts - including those for birthdays, weddings, showers and other personal events - are never allowable expenditures of USNH funds, regardless of the source of funds.  Holiday gifts and gifts for occasions such as Boss’ Day and Secretary’s Day are also examples of unallowable expenditures.  At their discretion, co-workers may contribute personal funds to commemorate a personal event, but these funds should never be deposited to any USNH bank account.  In limited circumstances, gifts of flowers or other expressions of sympathy are allowed if paid from a discretionary account as defined by the USNH Controller.

Gifts presented to employees in recognition of service to USNH (including retirement gifts) are awards and fall under the rules discussed in Section C.1. above.
3. Cash and non-cash prizes to employees.  In general, no prize may be awarded to a USNH employee except in situations where the individual's employment is incidental to the basis on which the prize is awarded.  For example, an employee would be eligible to win a door prize awarded at random to those in attendance at an athletic event.  In this instance, the door prize is taxable and reportable on Form 1099 if the prize is $600 or more. If an employee won a game of chance that involves a wager, the prize is reportable on Form W-2G if the prize is $600 or more.

Prizes provided by an outside vendor and presented directly to the employee by the vendor would be considered to be administered by the vendor (e.g., prizes provided by vendors at the Benefits Fair with no involvement by USNH as to administration, processing, etc.).

D. Detailed Procedures - Students

1. Awards classified as scholarships or fellowships to U.S. students must be processed through the Campus Student Information System.  Scholarships/fellowships are generally not reportable by USNH as taxable income to the IRS; however, for purposes of the Hope and Lifetime Learning Credits, they may be disclosed on Form 1098-T.

If the scholarship/fellowship recipient is not a USNH student, the payment should be processed through USNH Accounts Payable.  If the recipient is a nonresident alien, the USNH Tax Director should be notified prior to processing to insure proper tax withholding and reporting on the award.
2. Academic achievement awards given to students in recognition of meritorious and academic accomplishment (e.g., UNH Holloway Award) that are unrelated to employment are taxable income to the student. Cash awards are paid through USNH Accounts Payable and reported on Form 1099-MISC for U.S. citizens and Form 1042-S for nonresident aliens.   If the award is $200 or more, the department presenting the award must:

a. ​Notify USNH Accounts Payable of the recipient’s name, address, Social Security number, date and value of the award; and,
b. Obtain a completed Form W-9 from the recipient prior to payment.
c. If the recipient is a nonresident alien, USNH Disbursement Services will work with the USNH Tax Director to insure proper tax withholding and reporting on the award.

3. Awards related to a student’s employment (See Section C.1.)
4. Gifts to students (See Section E.2.)
5. Prizes given to students that are associated with academic achievement or competition are awards.  (See Section D.2.)  For other cash and non-cash prizes to students, see Section E.3.

E. Detailed Procedures - Non-employees

1. Awards to non-employees.  Awards may occasionally be given in recognition of meritorious achievement as well as for other valid business reasons.

Awards not classified as scholarships/fellowships that are paid to non-employees are considered taxable income, regardless of value.  There is no de minimus exception to taxation for awards to non-employees.  USNH will report the award on Form 1099-MISC when the cumulative total of all payments to an individual in a calendar year is $600 or more.

If the award is $200 or more, the department presenting the award must:

a. Notify USNH Accounts Payable of the recipient’s name, address, Social Security number, date and value of the award; and,
b. Obtain a completed Form W-9 from the recipient prior to payment.

2. Gifts to non-employees. Non-cash gifts may be presented as a token of appreciation to a dignitary, guest or visitor when a valid and documented business purpose exists such as to recognize contributions to USNH or to honor a distinguished visitor. In limited circumstances, gifts of flowers or other expressions of sympathy are allowed if paid from a discretionary account as defined by the USNH Director of Accounting.  Items purchased for use in a department's business operations should be accounted for as supplies expense rather than awards, gifts or prizes. Examples are token items given to visiting speakers or mugs given to conference attendees by the New England Center.  Gifts to volunteers, donors and prospective donors are not covered by this policy and will be addressed in a future policy.  Until such policy is issued, please contact the USNH Controller with questions on these types of gifts.
3. Cash and non-cash prizes to non-employees.  Prizes may be awarded to a non-employee in connection with games of chance and door prizes in connection with a USNH-sponsored event.

a. For recipients who are U. S. citizens and residents, prizes of $600 or more are reportable by USNH.  If the prize is won in connection with an event that involves a wager, the value is reportable on Form W-2G.  If the prize is won in connection with an event that does not involve a wager, the prize is reportable on Form 1099-MISC.

i. If the prize is the result of a wager and the winnings are $600 or more, the department sponsoring the event is responsible for completing Form W-2G. Copies A, D, 1, and Instructions for Payers of Form W-2G should be forwarded to the USNH Tax Director who is responsible for filing with the IRS.  Copies B, C, 2 and Instructions to Winner should be provided to the winner after the event.

If the value of winnings is $600 or more and the winner either fails to provide USNH with a Social Security number or provides a number that USNH has been notified is incorrect, USNH must withhold federal income tax at the rate of 28% of the winnings. If the fair market value of the prize exceeds $5,000 and a wager has been made, withholding of 25% is required. The department sponsoring an event where it is anticipated the prize will be at least $600 must notify the USNH Tax Director prior to the event. The Tax Director will work with USNH Disbursement Services and the department to satisfy the withholding and reporting requirements of the Internal Revenue Code.

ii. If the prize is not the result of a wager and the winnings are $200 or more, the department presenting the prize must:

1. Notify USNH Accounts Payable of the recipient’s name, address, Social Security number, date and value of the prize; and
2. Obtain a completed Form W-9 from the recipient prior to payment.

b. For recipients who are nonresident aliens, the prize value is reportable by USNH on Form 1042-S, regardless of amount.  In addition, federal income tax withholding in the amount of 30% of the value of the prize is generally required unless 1) the recipient is a resident of a country with a treaty that exempts prize income from taxation, and 2) the recipient files Form 8233 with USNH to claim the exemption.  The department sponsoring the event is responsible for contacting the USNH Tax Director prior to presenting the prize to the recipient.  The Tax Director will work with USNH Disbursement Services and the department to satisfy the withholding and reporting requirements of the Internal Revenue Code.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

 

08 - 008T Awards, Prizes, and Gift Table

Table of Awards, Gifts and Prizes
(refer to Procedure 08-008 for details)
For Recipients Who Are U.S. Citizens

This document is for General Guidance ONLY.
CONSULT PROCEDURE 08-008 FOR A DETAILED EXPLANATION OF THE RULES.
CONTACT USNH DISBURSEMENT SERVICES MANAGER WITH QUESTIONS

Policy Reference
  Cash, Gift Cards/Certificates Tangible Goods
  1. EMPLOYEES
    A.         Awards    
C.1.a.     Length of Service or Safety Award Taxable; Reportable on W-2 Not Taxable if limited to < $400 and 1-time every 5 years
C. 1.     All Other Awards Taxable; Reportable on W-2 Not Taxable or Reportable if < $75; Taxable withholdings and Reportable if >$75
C.2.   B. Gift    
C.2.     Sympathy Not Allowed Not Taxable or Reportable if < $25
C.2.     Other than Sympathy (e.g., Birthday, Wedding, etc.) Not Allowed Not Allowed
    C. Prize - Game of Chance    
C.3.     With Wager Taxable; Reportable on W-2G if >$600 Taxable; Reportable on W-2G if >=$600
C.3.     Without Wager Taxable; Reportable on 1099-MISC if >=$600 Taxable; Reportable on 1099-MISC if >=$600
  2. STUDENTS
D.2. & D.3.   A. Award Taxable; Reportable on 1099-MISC if >=$600 Taxable; Reportable on 1099-MISC if >=$600
    B. Gift    
E.2.     Sympathy Not Allowed Not Taxable or Reportable if < $25
E.2.     Other than Sympathy (e.g., Birthday, Wedding, etc.) Not Allowed Not Allowed
    C. Prize - Game of Chance    
E.3.     With Wager Taxable; Reportable on W-2G if >=$600 Taxable; Reportable on W-2G if >=$600
E.3.     Without Wager Taxable; Reportable on 1099-MISC if >=$600 Taxable; Reportable on 1099-MISC if >=$600
  3. NON-EMPLOYEES OTHER THAN VOLUNTEERS, DONORS AND PROSPECTIVE DONORS
E.1.   A. Award Taxable; Reportable on 1099-MISC if >=$600 Taxable; Reportable on 1099-MISC if >=$600
    B. Gift    
E.2.     Sympathy Not Allowed Not Taxable or Reportable if < $25
E.2.     Other than Sympathy (e.g., Birthday, Wedding, etc.) Not Allowed Not Allowed
    C. Prize - Game of Chance    
E.3.     With Wager Taxable; Reportable on W-2G if >$600 Taxable; Reportable on W-2G if >$600
E.3.     Without Wager Taxable; Reportable on 1099-MISC if >=$600 Taxable; Reportable on 1099-MISC if >=$600

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

08 - 009 Meals and Entertainment

A. Summary

Meals and entertainment expenses are allowable expenditures of USNH funds if they are reasonable and necessary expenses of carrying out the mission of USNH. The guidelines in this procedure govern the allowability of these expenditures. While specific campuses, departments and funding sources may choose to be more restrictive than this policy allows due to budget constraints or other reasons, they may not be less restrictive.

B. Allowable and Non-Taxable Meals

Meals provided to USNH employees that fall into one of the following five classifications are allowable and nontaxable to the recipient USNH employee:

1. Meals provided while the employee is in overnight travel status in accordance with Procedure 7-007, Travel Meals.

2. Meals with a clearly substantiated business purpose, i. e., those directly associated with the active conduct of USNH business. Examples of business meals include departmental meetings and other business meetings with colleagues, as well as dinners with potential students, donors or prospective employees at which a bona fide business discussion takes place. The business discussion may not be secondary to the purpose of the meal. The employee must be present at the meal where the business discussion takes place. Meals eaten alone do not qualify as business meals.

The per diem method of reimbursement is not allowable for business meals.

Documentation requirements include the date, time, location, names and titles of those in attendance, and business matters discussed. In cases where there are more than 6 people in attendance, the name of the committee or organization and the number of participants will suffice (e.g., Faculty Senate meeting, 12 in attendance). Original receipts must accompany the request for reimbursement of actual meal cost. Documentation requirements stated above (i.e., date, time, location, names and titles of attendees and business matters discussed) also apply to meals charged on an interdepartmental voucher (e.g. at the Student Union) and to catered meals.

3. De minimis "supper money" provided on an occasional and infrequent basis to enable employees to work an extended day, which is defined as a period lasting at least 12 consecutive hours. De minimis is defined as any benefit whose value is so small that accounting for it would be unreasonable or impracticable. The employee may be reimbursed for actual meal cost or be paid a meal allowance not to exceed $10, whichever is less. Documentation requirements include supervisor authorization, the date, time, location, hours worked and reason for the extended day. Receipts may be required if the expense is to be charged to a sponsored project; otherwise, receipts are not required. Employees should check with the grant administrator to confirm receipt requirements. These documentation requirements also apply to meals charged on an interdepartmental voucher or reimbursed through petty cash.

Supper money may not be routinely paid to an employee whose job consistently requires working an extended day. The employee's supervisor is solely responsible for making this determination, as signified by his/her authorization.

4. Infrequent, occasional meals provided to a group of employees, such as a campus picnic or holiday party. These meals are generally for the purpose of promoting goodwill, employee relations, morale, team spirit, etc. or for retirements, or major (e.g., 25 years) anniversaries of employment with the University. They must be reasonable and may not be lavish or extravagant. Documentation requirements include the date, time, location and nature of the gathering, name of the group and the approximate number of participants in attendance. Original receipts must accompany the request for reimbursement of actual meal cost. Documentation requirements stated above (i.e., date, time, location, nature of the gathering, group name and the approximate number of participants) also apply to meals charged on an interdepartmental voucher. The per diem method of reimbursement is not allowable. Generally, these expenses may not be charged to federal funds.

5. Meals provided for the convenience of USNH, on the premises of USNH, for a valid business reason. Examples include providing meals to food service employees or to an employee to ensure the employee is available for emergencies. In the latter case, to be exempt, the department must be able to show a history of emergencies in the employee's position as well as demonstrate that providing meals to the employee promotes readiness in dealing with the emergencies. The individual authorizing the award of meals to an employee is responsible for communicating the information to the USNH Disbursement Services Manager. This information must include the value of meals being provided, substantiation of why the benefit is being provided, and an explanation if this benefit should not be considered taxable wages.

c. Meals Considered Taxable Wages

Meals provided to USNH employees that do not fall into one of the five classifications specified in Section B of this procedure are considered taxable wages. The value of the meals will be included in the employee's wages with appropriate federal and FICA taxes deducted from the employee's normal wage payments. The taxable benefit and all taxes withheld will be reported on the employee's Form W-2 at year-end.

D. Entertainment Expense

Entertainment expense must be directly related to the conduct of USNH business. IRS regulations require that the USNH employee engage in the active conduct of business with the person being entertained.

1. Entertainment expenses associated with the active conduct of USNH business are allowed if they directly precede or follow a bona fide and substantial business discussion. This includes goodwill expenditures to obtain contributions from potential donors. The business discussion must be the principal aspect of the combined business and entertainment and must represent an active effort of the USNH employee to obtain a specific business benefit necessary to carrying out the mission of USNH.
2. The expense may not be lavish or extravagant.
3. Documentation requirements include the date, time, and location of the entertainment, names and titles of those in attendance, and the business matters discussed. Original receipts must accompany the request for reimbursement. Entertainment expenses are not allowed to be charged to any federally-sourced sponsored projects and may not be allowable on other sponsored projects; check with the grant administrator to confirm requirements.

E. Reimbursement

An employee may be reimbursed for his/her actual cost of meals and gratuities or the reasonable cost of a moderately-priced meal of acceptable quality, whichever is less. Meals may not be lavish or extravagant. The per diem rate should be used to judge the reasonableness of meal costs incurred. Tips for meals in excess of 15% to 20% of meal cost are generally not appropriate as a USNH business expense and therefore will not be reimbursed.

F. Receipts

Receipts for meals and entertainment expense should include a breakdown of meal cost, beverage cost, tax and tip, if available. Alcohol costs are generally not reimbursable (see Procedure 8-003, Alcohol). In the absence of a detailed receipt, original documentation (e.g., a credit card slip) indicating the total cost is acceptable if accompanied by a signed or initialed statement indicating that no alcohol is included in the expense submitted for reimbursement. Please note, KSC requires receipts for all business meals and entertainment costs.

G. Related Policies

For a discussion of related policies on alcohol, spousal attendance, and gifts, (see Procedure 8-003, Alcohol); (see Procedure 8-007, Spousal Expenses); and (see Procedure 8-008, Awards, Gifts, and Prizes), respectively.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

08 - 010 Employee Transition Allowance

A. Summary

If considered necessary by the supervisor and with appropriate campus approvals, USNH departments may pay a new employee a reasonable transition allowance to cover their personal moving, relocation and employment transition costs. If a transition allowance is paid, the allowance will be taxable to the employee and paid via Payroll. The allowance must be (1) authorized in advance, (2) documented in writing to the employee and for USNH files, and (3) directly related to the commencement of employment at USNH.

b. Scope

All relocation and related payments must be included in the transition allowance and paid directly to the employee. USNH shall not pay directly or via reimbursement, any moving, temporary storage or housing, travel, meals or other personal or family relocation expenses on behalf of an employee. In other words, the transition allowance is the total amount authorized to be paid for the employee's transition costs. The transition allowance does not apply to special situations involving the establishment or relocation of professional labs, libraries, supplies and equipment of faculty and researchers. These latter payments, if any, will be paid directly to vendors through normal purchasing and accounts payable procedures.

c. Employment Negotiations and Pre-Approval

The transition allowance, if any, is determined for each prospective employee on a case-by-case basis. USNH Policy UNH V.F.7.3.3 specifically allows "compensation paid to faculty or exempt staff members as part of a recruiting effort..."  While there is no standard or maximum USNH transition allowance, employment negotiations should result in a reasonable amount necessary to recruit the employee to USNH giving due consideration to USNH budgetary and funding constraints. All agreements which include the payment of a transition allowance must be in writing and be pre-approved by the President, Vice President or Dean. Any offer of a transition allowance for a Principal Administrator requires approval of the USNH Board of Trustees' Executive Committee. Allowances in excess of 10% of an employee's regular starting salary require the approval of the campus President. Each campus may set a limit on the maximum transition allowance that is more restrictive than this policy. In addition, a campus may consider the transition allowance earned ratably over the first six months of employment and therefore may require repayment upon termination before 6 months of employment. The hiring department is responsible for securing, in advance, the funding source(s) to support the authorized payment and the related applicable USNH fringe benefit charge thereon.

d. Timing of Payment

The transition allowance will generally be paid within the first month after the employee has begun employment. The department, however, can choose to defer payment up to one year after employment. In rare exceptions, and with written approval by the President, Vice President or Dean, all or a portion of the transition allowance may be advanced to the employee prior to commencement of employment. All employees receiving a transition allowance in advance of the first day physically on the job will be required to sign a promissory note payable to USNH. In the event the employee does not commence employment, the campus will pursue formal collection efforts and the hiring department will be responsible for funding the full amount of the advance including fringe benefit charges thereon if the advance is not repaid.

e. Processed Through Payroll

The transition allowance is paid through the Payroll system as taxable additional pay, following normal Payroll procedures.

F. Required Communication with Employee

The hiring department is responsible for communicating information regarding payment and taxability of the allowance to the employee. To accomplish this, the following paragraph should be included in the employment agreement or offer letter.

DISCLOSURE

A comprehensive transition allowance in the amount of $____________ will be paid in lieu of moving, relocation and employment transition cost reimbursement and/or payment. The allowance will be paid to you during your first month of employment. It will be processed as additional taxable compensation through the Payroll system with all applicable income taxes and FICA amounts deducted. Many of your moving expenses may be tax deductible. You will be responsible for record keeping and tax form preparation if you choose to claim a deduction for moving expenses. See IRS Publication 521 for current regulations.

g. Effective Date

This policy is effective for all negotiations with prospective employees initiated or settled after May 1, 2006. Earlier application is encouraged.

h. Additional Guidance for University of New Hampshire Sponsored Programs

1. Criteria for charges to sponsored programs:

a. Must be "reasonable" and justified with written documentation prepared and maintained by the hiring department, based on comparable industry or survey data for each individual receiving an employee transition allowance; and
b. Must be "allocable" for proportional benefit, according to the terms of the employee's appointment. If appointment is 50% research and 50% teaching, the sponsored program can be charged no more than 50% of the total employee transition allowance; and
c. Must be "consistently applied" such that the average transition allowance charged to federal funds is not materially and substantially higher than the allowances charged to other UNH funds; and
d. The amount of each employee transition allowance must adhere to the pertinent sponsor rules and regulations and to specific OMB circulars when federal funds are involved.
e. Payments to vendors to relocate professional labs are allowable direct charges to sponsored programs.

2. Pre-Approval requirements

a. Prior approval by UNH Sponsored Programs Administration (SPA) is required for employee transition allowances, as with all other forms of additional pay when charges are proposed for UNH sponsored programs. (See UNH V.F.7.3.3.1.6.2).
b. Prior to the President's and SPA's approvals, when an allowance is proposed to exceed 10% of the new employee's regular starting salary, approval by the VP for Research and Public Services is required when UNH sponsored programs funds will be charged.

3. ​Timing of Payment

a. If sponsored programs funds are paid to an employee who does not commence employment or the advance is not fully repaid on a timely basis, the charges must be moved to an unrestricted funding source.

4. References

a. OMB Circular A-21, section 42., Recruiting
b. National Science Foundation's Grants Policy Manual, section 642, Relocation Costs

Forms

USNH Transition Allowance Promissory Note

USNH Transition Allowance Promissory Note (Optional)

08 - 011 Honoraria

a. Summary

USNH allows for the payment of an honorarium as a monetary token of appreciation for short-term activities or events where the University does not expect, nor is payment contingent upon, a particular result. The purpose of an honorarium is primarily to confer distinction upon or to symbolize respect, esteem or admiration for the recipient. It is paid as a non-negotiated one-time payment that is not legally required and is not provided in lieu of reimbursement of travel expenses. An honorarium and related travel expenses may be reportable to the recipient and IRS (see Section B.).

1. Honoraria or other payments for the purpose of conferring distinction or to symbolize respect, esteem, or admiration may not be paid from federally-sourced grant funds. The cost of professional and consultant services paid from restricted grant funds are allowable when reasonable in relation to the services rendered and are ordinarily arranged using an Independent Contractor Agreement.

2. Honoraria payments may not be negotiated by either the individual providing service or USNH.  Negotiation of a set fee in exchange for a prescribed service taints the payment as wages rather than an honorarium and applicable federal and FICA taxes must be withheld.  The individual authorizing the honorarium is responsible for deciding the amount of the honorarium which must be reasonable in light of the honor bestowed.

3. Approval is required by the Dean, Director or equivalent campus officer prior to payment.  Proposed honoraria payments that are charged to restricted grant funds require the pre-approval of the campus office responsible for Sponsored Research.

4. Specific vendor codes are necessary as follows:

a. A vendor code must be set up for payees who are U. S. citizens or resident aliens prior to payment when the payment equals or exceeds $200.
b. Vendor codes must be set up for all honorarium payments to nonresident aliens, regardless of the dollar amount, if the foreign national comes to the U.S. and is honored for services performed in the U.S.

B. The procedures for reporting honorarium payments

1. Requirements for reporting and tax withholding depend on whether the recipient is an employee or non-employee, as well as whether the individual is a U.S. citizen, resident alien or nonresident alien.  The reporting and taxation of payments to nonresident aliens are also based on whether the individual is honored for services rendered in the U.S. or abroad.

2. The Procedure 8-011F: USNH Request for Honorarium Payment Form may be completed to provide the information required to document the honorarium payment. Alternative documentation is acceptable so long as it contains all essential information to support the payment, including the appropriate approvals as outlined in Section A.3 (above).

3. Travel expenses reimbursed to an honorarium recipient follow Procedure Chapter 7: USNH Travel Policy (Chapter 7 of the procedure manual)

C. Employees

Any honorarium provided to employees as a token of appreciation (e.g., to faculty as a keynote speaker) for service unrelated to the faculty/staff base rate of pay is compensation. Payments are made through the Payroll system and are reported as Form W-2 wages subject to applicable tax withholding. The administrator engaging the employee for the honored activity must complete the Procedure 8-011F: USNH Request for Honorarium Payment Form. A campus 'Additional Pay Form' to request payment is not required. Due to strict federal regulations related to nonresident aliens, any honorarium paid to a nonresident alien must be pre-approved by the campus Human Resource Office or their designee as required by USNH HR policy at USY V.F.7.5.6 and USY V. F.10.7.

D. Non-Employees

All honorarium payments to non-employees should be charged to Account Code 717210.

1. Payments to non-employees who are U. S. citizens or resident aliens are processed through the Accounts Payable system.  If the payment is $200 or more, it is processed as a “direct pay” invoice and requires a vendor code; one-time payments of less than $200 may be processed as a “one-time direct payment” without a vendor code. Honoraria payments totaling $600 or more per individual per year are reportable on Form 1099-MISC.  The administrator engaging the individual must complete the Procedure 08-011F: USNH Request for Honorarium Payment Form.

2. Payments to non-employees who are nonresident aliens.

a. Payments to nonresident aliens who are non-employees for services performed in the U.S. are subject to federal immigration restrictions based on their visa classification.

Generally, an allowable payment is subject to 30% income tax withholding unless 1. the recipient is a resident of a country with a treaty that exempts honorarium income from taxation, and 2. the recipient files Form 8233 with USNH Disbursement Services to claim the exemption.  The payment is reported on Form 1042-S. 

The Banner invoice document supporting the payment should include an indication that the individual is a nonresident alien, the location services are rendered (i.e., in U.S. or outside U.S.) and whether Form 8233 has been filed with USNH Disbursement Services. The originator must contact USNH Accounts Payable when a nonresident alien honorarium payment is being processed.
b. Payments to nonresident aliens who are non-employees for services rendered outside the U. S. are not subject to tax withholding or reporting.  The place that services are rendered should be clearly documented on the request for payment.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

08 - 012 Apparel Benefits

A. Summary

Per IRS code regulations, the value of employer-provided apparel (including items donated by outside parties, such as vendors or other donors) is taxable to an employee unless both of the following two conditions are met:

1. The employee must wear the clothing as a condition of employment; and,
2. The clothing is not suitable for everyday wear.

Any benefit deemed taxable to an employee must be included in the employee's taxable income reported on Form W-2. Accordingly, we have created a new earnings code to allow units to post the value of these benefits to individual employee earnings in Banner and trigger the required tax withholdings/reporting.

B. Scope

The IRS has recently begun auditing colleges and universities for compliance in this area. To facilitate compliance, USNH has chosen to exclude apparel provided to student workers from reporting requirements at this time. Accordingly, the value of apparel provided to all non-student employees will be subject to taxation unless specifically excluded in Section D below.

C. Taxability

All clothing is deemed a taxable fringe benefit to an employee unless the value of the clothing is de minimis (defined as $75 or less per employee per item) or meets the IRS conditions for exclusion as specified in Section D.

This taxable fringe benefit is subject to all applicable taxes at the time the compensation is added to the employee's wage history. This includes FICA-OASDI tax, FICA-Medicare tax, Additional Medicare tax (if applicable) and Federal Withholding taxes.

The reporting year for this fringe benefit will be December 1 through November 30, similar to the term for taxation of employer-provided vehicles, etc. The taxable fringe benefit reporting is due to the applicable Campus Payroll office by the 10th of each month. The value of the taxable fringe benefit will be added to the employee's reportable compensation and the tax amount will be withheld from the employee's payroll wages in the month of the due date of its communication to Campus Payroll. For example, values reported through December 10 will be reported as income in December of the current tax year, and values reported December 11-31 will be reported in January of the next tax year.

D. Specific Exceptions from Taxability

The following major categories of apparel have been determined by IRS to be working condition fringe benefits and nontaxable:

1. Uniforms required to be worn in the performance of an employee's assigned job duties that are not adaptable to general usage as ordinary clothing.

The IRS specifically excludes uniforms for law enforcement officials, firefighters and healthcare workers from taxation.

2. Protective or safety apparel that is worn over personal attire to protect the employee or to maintain a sanitary environment. Examples include, but are not limited to: face masks, safety glasses, heat-resistant gloves, hard hats, steel-toed work boots, aprons and laboratory coats.

The purchase of clothing by a department for the purpose of professional image and visual recognition is not sufficient justification for an exception from taxability to the recipient.

E. Responsibilities

1. Campus Department Responsibilities. Each campus department is responsible for communicating to their employees whether or not apparel provided to them is a taxable fringe benefit that is subject to tax withholding. If the apparel is deemed a taxable fringe benefit, the department should notify the employee of the taxable value of the apparel and when the tax withholding will occur.

Each campus department is responsible for reporting the following to the offices identified in Section E.2 when taxable items are provided to employees:

  • Name of the employee
  • Employee's USNH ID
  • Description of the taxable item
  • Value of item and the quantity issued (the value of the benefit is generally equal to the cost of each taxable apparel item received)

2. Responsibility for Reporting Taxable Items and Posting Process. Each campus department shall remit the information noted in Section E.1 above to their Campus office(s) listed below. The reporting should occur monthly by the 10th of the following month, with an annual reporting deadline of December 10th for income to be reported for the current tax year.

UNH    From department to RC Unit/BSC and then to UNH HR/Payroll
GSC    From department to BSC and then to GSC HR/Payroll
KSC    From department to KSC Payroll
PSU    From department to PSU Payroll

The units above should use the GIFTAX epaf and earnings code 929 (TFP - Apparel) to post the value of the related apparel benefit to impacted employee's earnings on a monthly basis.

08 - 115 Leases and Rental Agreements

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement establishes who has the authority to enter into lease and rental commitments. (For purposes of this paper, the terms "lease" and "rental" are used interchangeably.) It also identifies the difference between capital and operating leases and their respective accounting treatments.

1. What is a lease? A lease is an agreement conveying the right to use property or equipment for a stated period of time with stipulated periodic rental payments. Review of lease agreements is particularly important for several reasons (a.) a lease/purchase analysis needs to be done because it may be less costly to purchase an item than to lease it, (b.) leases have an implicit interest rate involved which may be higher than other sources of funds, and (c.) lease agreements are often presented on forms which, if signed, could expose the campus to unreasonable liabilities against which no insurance is held. Leases fall into two major categories: capital leases and operating leases. These are described below. The distinction between capital and operating leases is important for the proper presentation of USNH financial statements.

a. What is a capital lease? For USNH purposes a capital lease is any lease where (a.) the sum of all payments is $50,000 or more, and (b.) the capital lease criteria in Statement of Governmental Accounting Standards No. 62 (paragraph 213) is met (see summary criteria under B.6 below). The most common capital lease is referred to as a "lease purchase" whereby ownership is transferred to USNH at the end of the lease term.
b. What is an operating lease? For USNH purposes an operating lease is any lease which does not meet the definition of a capital lease as stated in A.1.a. above. Examples include copiers and computers where the sum of all lease payments is less than $50,000, or rental of office space from a third party.

2. Authority to enter into a lease agreement. A department that wishes to lease property or equipment must contact their campus Purchasing Department. If the lease is to be charged to a sponsored program, UNH departments need to submit the agreement to the Sponsored Programs Administration for approval prior to contacting their campus Purchasing Department; similarly, PSU, KSC and GSC departments must submit their agreements to their campus grant administrator.  Campus Purchasing Departments may approve leases where (a.) the sum of all payments is less than $50,000, and (b.) the property is returned to the lessor at the end of the lease, and (c.) the agreement is on an approved USNH form.  In all other cases, Campus Purchasing Departments will work with Campus Finance and Administration Officers and/or the USNH Treasurer for review and approval of the lease agreements.  Certain leases may also require further approval from Legal Counsel, Chancellor, or Trustees, as determined by the Treasurer.

b. DETAILED OPERATING PROCEDURES

1. Reporting requirements. The Treasurer will forward copies of all leases entered into in A.2. above to USNH Financial Services for compilation of a quarterly report. The reports will be used to (a.) update the equipment inventory system (if appropriate) as described below, (b.) accumulate minimum lease payment data for disclosure in the annual audited financial statements, and (c.) track outstanding lease commitments System-wide for management information purposes.

2. Recording operating lease payments. Operating lease payments are treated as a current period expense. Operating lease payments are encumbered at the beginning of each year on a Banner PO document using the 7161 series of account codes.  This includes expenditures for the monthly or annual rental of items of equipment valued at $5,000 or more with a total useful economic life of more than one year; daily/weekly vehicle rentals associated with USNH business travel; vehicles leased by USNH for more than 30 days; one day rentals of function facilities used for meetings, workshops, etc.; expenditures for the rental of real property (land, buildings), either by long-term lease or by month-to-month rental agreement; and all other daily rentals.

3. Recording equipment operating leases in the equipment inventory system. The Property Control Department will record the equipment in B.1.(a.) above in the equipment inventory system if USNH retains title to the equipment after the lease expires. The Controller's Office will provide a quarterly lease commitment report to Property Control so quarterly updating of the equipment inventory files can take place. The equipment will be recorded at zero dollar value to enable operating leases to appear on departmental equipment inventory listings and allow reconciliation of equipment inventory to Banner.

4. Recording capital lease payments. Capital lease payments are recorded as mandatory transfers from Current funds to Plant funds (see Procedure 2-043: Inter-fund Transfers - Mandatory). Capital lease payments are encumbered at the beginning of each fiscal year on a Banner PO document. Capital lease payments should be charged to Banner account code 8O0035. Capital leases recorded in account code 8O0035 can be for equipment, buildings or land. Purchasing will make the determination of whether a lease greater than $50,000 should be recorded as a capital lease or operating lease, based on the criteria in B.6. below, and consultation with the Controller as appropriate. Departments requesting a lease of $50,000 or more should ask Purchasing whether it will be classified as a capital lease or operating lease before entering the PO document; otherwise, account codes may need to be changed later. Purchasing will notify the Controller's Office of all capital leases entered into.

5. Recording capital leases in the equipment inventory system and the plant fund balance sheet. If a lease is classified as a capital lease, USNH must record an asset and a corresponding lease liability on the Plant fund balance sheet. The leased asset is capitalized at the present value of the minimum lease payments  or the fair market value of the leased asset at the inception of the lease, whichever is lower. The leased asset should generally be depreciated like all other USNH assets over its estimated economic life. The Controller's Office is responsible for recording the asset, liability, depreciation, mandatory transfer into the Plant fund (the credit side of the mandatory transfer recorded by the department in 3. above), and the interest expense and reduction of liability that occurs in the Plant fund each time a capital lease payment is made to the lessor. USNH Financial Services will notify Property Control on a quarterly basis of any capital leases which need to be recorded in the equipment inventory system.

6. Summarized provisions of GASB 62, paragraph 213. Lease agreements that meet one or more of the following criteria, at the inception of the lease, must be classified as capital leases [if the sum of all payments is $50,000 or more]:

a. The lease transfers ownership of the property to USNH at the end of the lease term.
b. The lease contains a bargain purchase option.
c. The lease term is equal to 75 percent or more of the estimated economic life of the leased property (this criterion is not applicable when the lease term begins with the last 25 percent of the economic life of the asset.)
d. The present value of the minimum lease payments (excluding insurance and maintenance or similar costs) equals or exceeds 90 percent of the excess of the fair value of the leased property to the lessor over any related investment tax credit retained by the lessor, if applicable. The discount rate used should be USNH's incremental borrowing rate or the rate implicit in the lease, whichever is lower.

Leases not meeting any of these criteria are classified as operating leases.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

 

09. USNH Purchasing Card Guides

   

General Information

Issue Date   Revised Date  
04/15/1997   05/01/2014 Policy Quick Links & Campus Contacts
   

Purchasing Card (PCard) Guides

 
04/15/1997 101 05/01/2014 Introduction
04/15/1997 102 05/01/2014 Roles and Responsibilities
04/15/1997 103 05/01/2014 What Can the PCard be Used For?
04/09/1997 104 11/01/2012 Violations and Consequences
04/15/1997 105 05/01/2014  Obtaining a Purchasing Card
04/15/1997 106 05/01/2014 Special Services Allowable on PCards
04/15/1997 107 11/01/2012 Who Can Cardholders Purchase From?
04/15/1997 109 11/01/2012  PCard Transaction FOAPAL Corrections
04/15/1997 110 05/01/2014 Documentation and Record Retention
04/15/1997 111 11/01/2012  Disputed Purchase Procedures
04/15/1997 112 05/01/2014 Lost or Stolen Cards

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 010 Campus PCard Administrators

Policy Quick Links 

 

Campus Contacts

USNH Accounting Services (USNH, UNHD, UNHM, UNHL, UNHF):

Sabrina McKeown
5 Chenell Drive, Suite 301
Concord, NH 03301
(603) 862-3184
(603) 862-0919 (fax)
sabrina.mckeown@usnh.edu
 

Plymouth State University Purchasing:

Interim Pcard Manager
High Street MSC35
Plymouth, NH 03264
(603) 535-2429
(603) 535-2789 (fax)
psu-pcards@plymouth.edu

 

Keene State College Purchasing:

Renee Harlow
229 Main Street
Keene, NH 03435
(603) 358-2493
rharlow@keene.edu

 

Granite State College Purchasing:

Jennifer Yee
25 Hall Street
Concord, NH 03301
(603) 513-1329
jennifer.yee@granite.edu

09 - 101 USNH PCard - Introduction

Welcome to the University System of New Hampshire's Purchasing Card program. The purpose of the Purchasing Card program is to establish a more efficient, cost-effective method of making small dollar purchases. The program is meant to reduce the time between identifying a need and delivery of the goods. Under this program, the cardholder has direct contact with the supplier when placing orders. Whenever possible, a card holder should make every effort to purchase from the university vendors or preferred suppliers where a contractual relationship exists on behalf of the university.  If a particular product or service is not available through the university or a contracted vendor, the card holder may choose a qualified supplier.

A list of preferred vendors can be found at: http://www.unh.edu/purchasing/contracts.html

The cardholder is responsible for the security of their card and for all transactions made against the card. The Purchasing Card is issued in the cardholder's name and any purchases made against the card will be the responsibility of the cardholder.  The card is the property of University System of New Hampshire however, and as such, will have no impact on the credit rating of the card holder.

The Account Manager is the liaison between the cardholder and the Campus Card Administrator. Account Managers will need to remain in close communication with both their users and the Campus Card Administrator. Any changes in policy or practice will be communicated to the Account Manager with the expectation that they will inform their cardholders of the change.

In addition, Account and Business Managers will be responsible for reviewing, reconciling, filing and retrieving documentation on all purchases made against cards under their supervision. The documentation details, instructions for distribution/correction, filing, reconciliation and retention requirements are all discussed in Procedure 9-109, PCard Transaction FOAPAL Corrections and Procedure 9-110, Documentation and Retention of this guide.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

09 - 102 Roles and Responsibilities

The Cardholder acts as an agent of the University System and its member institutions for activity specifically related to this Purchasing Card. They have agreed to adhere to all system and institutional policies and procedures and to use the Purchasing Card in compliance with the information set forth in their Cardholder's Guide.

This includes, but is not limited to:

  • Safeguarding assets of the institution in such a way as to avoid fraud, abuse and waste of any kind.
  • Exercise sound judgment with regard to the resources at their disposal and exhibit integrity regarding all transactions they coordinate.
  • Acting in the highest of moral standards to avoid any real or perceived conflict of interest.

Additionally, as the property of the department, institution and USNH, upon transfer to another department, termination/separation, or by request the cardholder must surrender their card to their Account Manager.

Consequences of misuse may include the loss of card privileges and/or reimbursement to the institution for unauthorized purchases.

Fraudulent use of the card may result in disciplinary action up to and including termination of employment and criminal prosecution.

Sponsorship

A sponsor is required when the cardholder is a person that holds a non-status appointment for any institution within the university system. A "non-status" appointment applies to individuals whom are hired or contracted for a specific period at a set rate or fee. The "sponsor" must be an individual with a status appointment within the university system. Further, the "sponsor" is granting authority to the cardholder to make purchases on their behalf and will be responsible to review those purchases on a monthly basis at least and preferably more often.

Account and Business Manager Responsibilities

The Account Manager monitors daily purchasing activity for all cardholders under their responsibility for compliance with the above requirements. The Account Manager also monitors compliance with more restrictive requirements imposed on cardholders by their department.

The monitoring should take place both when a transaction is initially processed and at the end of the month when the monthly charges are reviewed in summary. At the end of the month, the Business Manager will review each cardholder's detailed transaction summary. Please see the cardholder, account manager and business manager responsibilities below.

The cardholder is responsible for:

The Account Manager is responsible for:

The Business Manager is responsible for:

  • Monitoring cardholder limits and card types for the RC unit
  • Reviewing PCard transactions before documentation is sent to imaging ensuring that:
    • Appropriate authorization was in place for all charges
    • The 5 W's are documented on all receipts
    • Expenses are allowable under related sponsored awards, if applicable
    • Correct FOAPALs are being utilized
    • Exceptions were obtained for purchases of restricted items, if applicable
    • Any required corrective action is logged and completed
    • And a signed, monthly PCard charges statement is included in the files
  • Serving as backup for the account manager
  • Investigating suspected misuse or fraud and initiate disciplinary action if needed
  • Ensuring transaction disputes are resolved in a timely manner
  • Ensuring appropriate steps were taken to report lost/stolen cards
  • Re-training cardholders on PCard policies if the need arises

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 103 What Can the PCard be Used For?

Allowable Purchases

The Purchasing Card program provides departments with a way to make allowable, small dollar, high volume purchases for campus business. Purchases made cannot exceed the approved limits associated with each card. The total purchase price is inclusive of shipping charges and any miscellaneous fees associated with the transaction. Purchases must be for the use and benefit of the University System of New Hampshire and its member institutions. Under no circumstances are unauthorized purchases allowed.

There are 5 types of purchasing cards:

  • Standard - Supplies and Business needs card

  • Standard Plus - Supplies and Travel card (NO Airline Charges)

  • Travel - Supplies, Travel and Airline Charges card

  • Airline (Department Card) - Airline charges only card

  • Abroad - Supplies, Travel and Airline charges card including costs outside US (+ Cash Access if deemed necessary)

Authorized Purchases Include:

  • Business meals

  • Conference & registration fees

  • Equipment (if under $5,000 including shipping, handling and any other fees)

  • Membership dues & fees

  • Postage (campus Mail Services excluded)

  • Printing & copying (campus Printing Services excluded)

  • Rentals with no intent of eventual purchase

  • Limited services - if the total labor/service charge is equal to or less than 15% of the total invoice amount, no prior authorization will be needed from Accounting Services or Purchasing provided the labor is not performed on campus grounds. Additional exceptions may be made on a case by case basis. See Procedure 9-106 Special Services Allowable on Pcards or check with your BSC to see if an exception already exists prior to contacting Accounting Services/Purchasing. Note that services may never be purchased via convenience checks.

  • Supplies

For PCards with the standard plus designation, authorized purchases additionally include:

  • Fuel (for rental and fleet vehicles only)

  • Lodging

  • Rail Tickets

  • Transportation from airline to hotel (shuttle service, taxi, parking lot fees etc.)

  • Vehicle Rental*

For PCards with the approved travel designation, authorized purchases additionally include:

  • Airline costs (including airfare, baggage fees and airport parking fees)

Restricted Purchases:

These purchases require prior authorization from Accounting Services unless you have a permanent exception in place:

  • Advertising (promotional)

  • Advertising (employment)

  • Air conditioners/Space heaters

  • Alcohol

  • Animals

  • Automotive repairs

  • Awards, gifts, and prizes

  • Cash Advances

  • Consulting services

 

* MasterRental Insurance
To get coverage:

  • Initiate and pay for the entire rental agreement/contract (tax, gasoline, and airport fees are not considered rental charges) with your MasterCard card. If a rental agency promotion/discount of any kind is initially applied toward payment of the rental vehicle, at least one (1) day of rental must be billed to your MasterCard card.

  • You must decline the Collision/Damage Waiver offered by the vehicle rental agency.

  • You must rent the vehicle in your own name and sign the vehicle rental agreement/contract.

  • Your rental agreement/contract must be for a rental period of 31 consecutive days or less. Rental periods that exceed or are intended to exceed 31 consecutive days are not covered.

  • You must rent a vehicle (including minivans and sport utility vehicles that are designed to accommodate nine passengers or fewer) that is intended for bound surfaces, such as concrete and tarmac. Rented vehicles must have a manufacturer’s suggested retail price that does not exceed USD $50,000.

The kind of coverage you receive:

  • MasterRental will pay for covered damages on a primary basis for which you or any other authorized driver is legally responsible to the rental agency.

** Payment for services is never allowed via convenience check

Unauthorized Purchases:

  • Donations

  • Equipment (over $5,000)

  • Personal Items (regardless of intent to reimburse)

  • Purchases from University employees, their spouses, parents, children or from any other individual where a conflict of interest exists.

  • Personal Meals (utilize per diem when traveling more than 50 miles from your campus address of record or staying overnight on business)

  • Leases of real property or lease-to-own costs

Contract Compliance

Use of the Purchasing Card does not allow circumvention of compliance with purchasing from contracted suppliers. The Campus Purchasing Departments negotiate and issue contracts that will provide the "least total cost" arrangements for goods and services. In order to assure the campus communities of "least total cost", purchases must be made from the contracted supplier whenever a contract exists.

When using the Purchasing Card to make a purchase through a contracted supplier, the cardholder should emphasize to the supplier that this is a USNH, UNH, PSU, KSC or GSC purchase (whichever is applicable) in order to ensure that proper discounts and tax exemptions are applied. If ordering from OfficeMax, please be sure to log in using your USNH username and password.

Changes in Limits

Any changes to cardholder limits, name, or cash advance status must be initiated through your account manager.

Due to federal requirements prohibiting doing business with parties that are suspended or debarred, grant related purchases of $25,000 or more from a single vendor must use a purchase order. In the rare occasion when a PCard must be used to make these payments, the PCard Administrator must approve the transaction before the payment is made. Debarment and suspension should be checked prior to purchasing or contracting with any entity or agency. Please contact your campus purchasing office or sponsored programs administration for more information.

Changes to MCC (card type) coding may require additional training by the cardholder at the discretion of the applicable BSC and the campus card administrator.

Please note that any exception requests may require additional approvals depending on the type of change being requested.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 104 Purchasing Card Violations and Consequences

Purchasing Card Violations and Consequences

The difference between misuse and fraud is intent.

Misuse implies a violation occurred without foreknowledge that the action was incorrect or inappropriate, while fraud involves an awareness of the impropriety and a conscious decision to proceed.

The Purchasing Card represents the institution's trust in the cardholder and an empowerment of that cardholder as a responsible employee of the institution. As such, each cardholder is required to safeguard and protect his/her institution's assets, including the Purchasing Card.

It is against the law to use any governmental funds for personal use. USNH and its member institutions are funded in part by state appropriations. In addition, many areas are funded through state and federal funds as grants and contracts. As a result, any personal use of institutional funds may be construed as a criminal act and subject to prosecution. These statutes apply not only to purchases made on the Purchasing Card, but to any purchases made using institutional funds and regardless of the intent to reimburse.

Cardholder Violations

The following are a few examples of Purchasing Card "misuse". As noted above, the severity of violation will determine the extent of the consequences and as outlined in USNH personnel policy, fraud can result in immediate dismissal and/or criminal prosecution.

There are 6 general violation categories. Refer to Authorized and Unauthorized purchases earlier in this chapter for descriptions of what is allowable and Procedure 9-110, Documentation and Record Retention for a full description of what documentation is required.

1. Personal Purchases

Definition: A personal purchase is any purchase that is not for use and ownership by the institution regardless of the intent to reimburse.

Violation: It is a cardholder violation to make ANY personal purchase or settle any debt with the Purchasing Card or any other purchasing method. It is against the law to use government funds, state or federal, to purchase items for personal use. Even though the cardholder may repay the institution, or may intend to repay the institution for the amount of the purchase, it may be considered a fraudulent act.

Consequence: The institution must be reimbursed immediately for the amount of the personal purchase. The Purchasing Card may also be cancelled or suspended. A letter noting the revocation and a description of the violation will be written per the guidelines above. Any violations of this policy may be investigated and could result in termination and/or criminal prosecution. In the event of willful or negligent default on these obligations, the institution shall take any recovery action deemed appropriate that is permitted by law.

2. Assignment or Transfer of an Individual Card 

Definition: Allowing an unauthorized person to make a purchase on a card not designated for that person is a cardholder violation. If a cardholder continues to use a card after the cardholder has terminated/separated from the institution then that is a cardholder violation. Continued use of a card after an authorized person has requested the card's surrender is a cardholder violation. The cardholder is the only authorized individual to use his/her card. 

Violation: Allowing use of the card by someone other than the authorized cardholder is a cardholder violation. Refusal to surrender the card upon termination/separation or request is a cardholder violation.

Consequence: If the cardholder allows someone else to use the card, a warning letter will be sent immediately as outlined above. Any future misuse violations will result in the immediate cancellation of the card. If the cardholder is no longer employed at the institution and the card has not already been cancelled, the card will be immediately cancelled and any charges made subsequent to the termination/separation will be referred for collection.

3. Cash or Cash Type Transactions

Definition: Cash, cash in addition to a purchase, cash in lieu of a credit to the cardholder's account, traveler's checks, money orders, gambling, ATM transactions, etc.

Violation: A cash or cash type transaction made using the Purchasing Card, unless specifically endorsed by the USNH Controller in advance, is a cardholder violation. The Purchasing Card is for authorized purchases only.

Consequence: Upon discovery, the cardholder will be subject to immediate repayment (including applicable fees) of any such transactions. In addition, a warning letter, as outlined above will be written. If the incident is determined to be fraudulent, the card will be immediately cancelled and the incident may be investigated further which could result in termination and/or criminal prosecution. In the event of willful or negligent default on these obligations, the institution shall take any recovery action deemed appropriate that is permitted by law.

4. Split Transactions or "Pyramiding"

Definition: Split transactions or "pyramiding" are defined as single items costing more than the cardholder's single purchase limit which are split among multiple transactions to circumvent the cardholder's defined maximum purchase limit.

Violation: Any transaction which is split over more than one transaction and in total exceeds the cardholder's limit and/or the limit established by USNH, whichever is lower, is a cardholder violation.

Consequence: A warning letter will be written as outlined above. Any subsequent violations will require the card to be immediately cancelled or suspended. The cardholder will be required to obtain additional training before any card may be reinstated.

5. Inappropriate Purchases

Definition: Appropriate purchases are listed in this chapter under Authorized Purchases and in the Cardholder's Guide in Procedure 9-103, What Can the PCard be Used For? Any other uses of the Purchasing Card, except as specifically endorsed by the USNH Controller in advance, is considered inappropriate. In addition, when used for a grant or contract, the appropriateness of the purchase may be further restricted by the terms of the grant or contract.

Violation: Purchase of any inappropriate item or for any services, except as specifically endorsed by the USNH Controller in advance, is a cardholder violation.

Consequence: A warning as outlined above will be written immediately. Upon consultation with the Campus Card Administrator, additional training may be recommended. Continued misuse may result in the cancellation or suspension of the card.

6. Lack of Original Documentation

Definition: Detailed descriptions of required documentation, reconciliations and record retention are contained in Procedure 9-110, Documentation and Record Retention. This includes recommended types of documentation and a listing of the requirements any documentation must meet.

Violation: Lack of original documentation for every purchase is a cardholder violation. Transactions where the merchant does not provide original documentation is not considered a violation if there is sufficient supporting evidence to meet the requirements for substantiation outlined in Procedure 9-110, Documentation and Record Retention. In unusual cases, substitute documentation may be used.

Consequences: Any violation of this policy may be investigated and could be subject to repayment, suspension and/or cancellation of the Purchasing Card. Human error and patterns of chronic abuse will also be considered. At a minimum, the cardholder will receive a warning as outlined above. The cardholder may also be required to attend additional training on the use of the Purchasing Card and their role and responsibilities. Chronic abuse may result in the cancellation of the card and will be investigated as personal purchases.

7. Account/Business Manager Responsibilities

Consultation with your campus personnel office is prudent. Prudence will dictate how, when and the severity of consequences to apply to each individual infraction and cardholder. The steps and definitions that follow are designed to be a guide rather than a rule book. Each incident will require the department to determine what appropriate action is appropriate for each event. The general process will involve the following steps:

  • Upon initial suspicion, consultation with the cardholder and/or the business manager/supervisor for the department or area.
  • If the suspicion is substantiated, and this is the first incident of misuse, a warning letter/email to the cardholder from the Business Manager, indicating the violation and a stipulation that continued misuse will result in a more formal warning and/or possible revocation of the card. A copy of the letter/email will be sent to the Campus Card Administrator to be included in the cardholder's file.
  • If the suspicion is substantiated, and this is the second incident of misuse, a formal written warning will be sent to the cardholder by the Campus Card Administrator. The cardholder's immediate supervisor, the appropriate school or center's Dean or Director, the Campus Director of Purchasing, the USNH Controller and the cardholder's personnel file, will all be copied on the letter. The letter will include a detailed description of the violation and a warning that the Purchasing Card may be revoked pending further investigation or continued misuse.
  • After a second warning for a misuse violation, or if fraud is suspected, the card will be revoked with notification as listed above. The card may be reinstated only after additional training and consultation between members of the department and the Controller’s Office.

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 105 Obtaining a Purchasing Card

  • The Purchasing Card is right for a particular faculty/staff member if they:

    • frequently make small dollar purchases

    • are responsible for department blanket purchase orders

    • make purchases that are currently processed through petty cash

    • make emergency purchases

  • Step 1 - Complete PCard Application Form

  • The account manager may obtain the Purchasing Card Application Form. The cardholder must complete the form with the Account Manager. The Account Manager will then obtain applicable signatures and email the form to the Campus Card Administrator.

    Please note all information not marked optional should be completed. Failure to do so will delay or even prevent the issuance of a PCard.

    Why the Merchant Category Code (MCC) is important:

    • The Merchant Category Codes (MCC's) are a list of 4 digit codes used to place merchants into Standard Industry Classification (SIC) codes based on the business they own. These codes are assigned by the credit card company based on the registration information sent in by the vendor; USNH has no jurisdiction over how a vendor is coded or how the code can be changed, if need be.

    • Each card is assigned one MCC grouping (Abroad, Air, Travel, Supplies, and Airline (department air card)

    • The Merchant Category Code defines the goods or services that each card is allowed to purchase.

    • At the point of sale, the Purchasing Card system checks the supplier's SIC code to ensure it is included on the card profile. If it is not, the system will not authorize the purchase.

     

  • The Account Manager is responsible for assuring the referenced fund-area-org-object lines (FOAPAL) are valid, as well as listing the responsible org on the application.

  •  

  • Personal credit references will not be checked prior to issuance of a card nor will anyone's personal credit rating be affected.

    Charges are paid directly by the University System of New Hampshire.

    All new/renewal cards will be mailed directly to the Campus Card Administrator. The cardholder/account manager will be notified via email when a new card has arrived. The email will contain specific instructions regarding how the cardholder will log in to the online training course in order to complete the mandatory training modules.  Renewed cards may require the execution of a new Cardholder Acceptance Agreement.

    Training must occur prior to the cardholder receiving their PCard from their Account or Business Manager.

  • Step 2 - Training Session

    The purpose of the mandatory online training modules is to ensure that the cardholder understands the policies and procedures involved with the use of the PCard as well as their role and responsibilities as a cardholder.

    The cardholder will be required to sign the cardholder acceptance section of the PCard Application Form and the back of their card upon picking up their Pcard from their Account or Business Manager. The agreement must be returned to the Campus Card Administrator.

09 - 106 Special Services Allowable on PCards

The following is a list of services which are to be considered standing exceptions to the 15% labor charge rule regarding services allowable on the PCard. The services listed below may be completed by a vendor of the procurer's choosing without the need for approval from the Purchasing Card Administrator, Purchasing Department, or Accounts Payable as long as the actual service that is being performed is not occurring on University property. Under no circumstances is a convenience check to be used for payment for services.

  • Chemical sample analysis and microanalysis

  • NH Department of Transportation driver physicals

  • Food preparation and delivery to campus (no set up, waitstaff, or clean up)

  • Graphic design

  • Library subscriptions and automatic series collection memberships

  • Memberships to LinkedIn, Adobe, Google Play, Constant Contact, Basecamp and HootSuite

  • Ribbon customization for horse shows

  • Screen printing

  • Services that are provided by other state run colleges or universities (i.e. room rental and catering at NH Technical Institute)

  • Tool calibration and testing

Note that payments for services may NEVER be made via convenience check.

If you have any questions regarding the above listed services and whether your needs fall outside of their scope, please contact your purchasing card administrator.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

09 - 107 Who Can Cardholders Purchase From?

** Please remember to support your on campus providers when possible **
For purchases from on-campus providers, please use a valid encumbrance number.

If the goods you need are provided by an on campus entity, use those services first. The cardholder is responsible for ensuring preferred and contracted suppliers are given priority when planning a purchase and that all applicable purchasing policies and procedures are adhered to. The Purchasing Card may be used to purchase authorized goods from suppliers (see Procedure 9-103, What Can the PCard be Used For?). At this time, you may use your Purchasing Card at the UNH and PSU bookstores.

The PCard may not be used at the following places:

  • KSC Bookstore

  • UNH Athletics

  • UNH Chem Stockroom

  • UNH Computer Store and Service Center

  • UNH Health Services

  • UNH Printing and Mail Services

  • UNH Telecommunications

  • UNH Transportation


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 109 PCard Transaction FOAPAL Corrections

 

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

Purchasing Card transactions are transmitted electronically to USNH on a daily basis. Each cardholder record contains a default account indicating where each purchase will be charged. The default FOAPAL account was specified on the PCard Application when the card was initiated.

B. DETAILED OPERATING PROCEDURES

Posting transactions

Frequently, the accounting information associated with a single transaction needs to be posted to an account that is different than the default account originally assigned. Changes can be made by the Account Manager or the Business Manager.

If a necessary correction was not processed before the sweep date, the Account or Business Manager is responsible for the correction by initiating a Zero Dollar JV document with the JZRO rule code.

Transaction posted in a prior fiscal year

If a transaction is posted in a prior year the Campus Business Office/UNH Business Service Center (BSC) should correct it by initiating a JV document with the JE16 rule code, in the current year. The Campus Business Office/BSC should request approval from Accounting Services for any late, 14th month entries before processing.

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 110 Documentation and Record Retention

Documentation

For all Purchasing Card transactions, the Account Manager maintains the official record of the transaction. Unlike other financial transactions, there will be no record of the transaction administered centrally. When reviewed, the department will be contacted to provide documentation supporting the business purpose of all Purchasing Card transactions under review. Lack of original documentation is a cardholder violation which could be viewed as a personal purchase and subject to the consequences of misuse as stated in Procedure 9-102, Roles and Responsibilities.

A Daily PCard Notice will be generated and distributed for each PCard with transactions. At the end of the month a Monthly PCard Notice will be generated and distributed listing all PCard transactions for the month. The cardholder, Account Manager and Business Manager all receive a copy of these PCard Notices. Original receipts supporting each purchase shall be attached to the Account Manager's copy of the Notice and imaged. It is important to stress that the cardholder is responsible for assuring that proper documentation is submitted as soon as possible, but no later than 7 days from the date of of purchase.

Each Purchasing Card transaction must be supported by one or more of the following forms of original documentation:

  • Cashier receipt

  • Supplier invoice

  • Credit card slip (with itemized pricing)

  • Copy of order form or application (with itemized pricing)

  • Packing slips are allowed only when provided with pricing detail or in conjunction with one of the above

Substitute documentation is allowed in rare and unusual instances. However, lack of original documentation is a cardholder violation and may be misconceived as a personal purchase and subject to investigation. It must include the above information along with the following:

  • Explanation of why original documentation is not available

  • Vendor Identification (vendor name and address)

  • Cardholder identification (name and last 4 digits of the card number)

  • Cardholder's signature and date

Collectively, the documentation MUST contain the following information:

  • Description of what was purchased

  • Business purpose (can be hand written)

  • Date of purchase

  • Supplier name and location

  • Quantity and cost of each item purchased

  • Total cost of purchase

Reconciliations

Reconciliations will be performed monthly. The Account Manager will receive a monthly summary of detailed transactions for each cardholder. Receipts and supporting documentation collected for each cardholder during the month, will be totaled and agreed to the total on the summary statement. All charges must include a business purpose if not readily identifiable through the receipts.  Reconciliations will be reviewed and signed by the Business Manager.

The Account and/or Business Manager may periodically review cardholder activity during the month to ensure purchases are allowable, within the cardholder's limits, customary for the department or project, supported with proper documentation, etc. The Account Manager and Business Manager are required to be aware of unusual transactions or patterns, such as a sudden increase in activity or purchases from odd suppliers. Should an item or series of purchases look unusual or unsupported, pursue the issue with the cardholder immediately. Do not wait for the end of the month.

Retention

Account Managers are responsible for imaging the backup documentation into the USNH imaging system (BDMS) in order to provide access to the source document supporting any Purchasing Card transaction. Departments, institutes and centers are responsible for maintaining all documentation for all their Purchasing Card transactions in accordance with proper documentation procedures. Records must be retained for seven years after the fiscal year end.

For grants and contracts (Uniform Guidance 2CFR200), all supporting documentation for purchases made must be retained for a period of three years from the date of submission of the final expenditure report for the grant or contract. In addition, grants and contracts may have longer time periods specified in the award terms and conditions. Departments should ensure compliance with all other sponsoring agencies. These should be reviewed and noted at the time the award is made to ensure compliance. It is recommended that the retention timeline be reviewed periodically.

Reviews will be conducted during the year by USNH Financial Services, as well as the annual audit performed by external auditors. In addition, all purchases made on grant and contract accounts are subject to the annual A133 audit and any agency audits required for the particular grant. All audit requests should be conducted through the Business Manager of each area. The Business Manager will notify the Account Manager of requested items. The Account Manager will be expected to be able to retrieve the required data quickly and easily. 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 111 Disputed PCard Purchase Process

The cardholder is responsible for initially contacting the supplier to resolve any erroneous charges upon discovery (most disputes can be resolved at this stage). Should the cardholder be unable to reach agreement with the supplier, the cardholder should complete and submit a Dispute Form (see link below) with supporting documentation to his/her Account Manager. Please note that disputed items are time sensitive; an item can be disputed for up to 60 days from the date of purchase. The account manager will then forward the Dispute Form to the bank and send a copy of the form to their Campus Card Administrator. The bank will initiate an investigation. The Dispute Form is available at USNH PCard Dispute Form. Provisional credit will be issued for the disputed amount by the bank while they conduct an investigation on their end.

After the investigation is complete, the cardholder will be notified of the resolution. The cardholder should then communicate the results of the bank's investigation to their Account Manager. If the dispute is not settled in favor of the cardholder, the cardholder's default account will be charged for the disputed transaction.

Account Managers should document disputed transactions just like any other charge to the cardholder's account. Supporting documentation may include copies of the Dispute Form, notes or correspondence between the supplier and the cardholder and/or Account Manager, and any resolution information sent from the bank. Refer to Procedure 9-110 Documentation and Record Retention, for further details.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

09 - 112 Lost or Stolen Cards

If a Purchasing Card is lost or stolen, the cardholder must immediately contact the issuing bank

LOST OR STOLEN PURCHASING CARD
all 1-800-932-0036
(612) 332-2224 if outside the United States

After reporting a lost or stolen card to issuing bank, the cardholder must also immediately report a lost or stolen card to their Account Manager, who must in turn report to the Campus Card Administrator.

 

Campus Contact Phone Number E-Mail
UNH & USNH Sabrina McKeown 603-862-3184 sabrina.mckeown@usnh.edu
PSU Debbie Grotheer 603-535-2429 dgrotheer@plymouth.edu
KSC Renee Harlow 603-358-2493 rharlow@keene.edu
GSC Jennifer Yee 603-513-1329 jennifer.yee@granite.edu

 

 

 

 

 

 

 

A replacement card will be issued and mailed by the issuing bank directly to the program administrator who will forward to you at your campus address of record. If traveling, please request the issuing bank overnight the card directly to where you are staying.

The Campus Card Administrator is responsible for updating Banner with the replacement PCard information. A replacement card does not require any additional cardholder training.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

10. Revenue and Cash Receipts

 

Issue Date   Revised Date  
03/01/1992 001 11/02/2012 Revenue Accounting
03/01/2000 002 11/01/2012  Billing for Goods Sold or Services Rendered
02/07/1991 004 10/01/2012 Receipt and Deposit of Cash Items
03/01/1992 052 11/01/2012  Restricted Gifts Accounts

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

10 - 001 Revenue Accounting

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement defines operating and non-operating revenues. It addresses commonly asked questions on interdepartmental sales, recording receipts as credits to expense, and sales of departmental equipment.

1. Definition of current operating revenue. Within USNH current funds, revenue is defined as any transaction which results in an increase in the current financial resources (i.e., net assets) of USNH as a whole. Operating revenue results from the sale of USNH's primary products and services to a non-USNH entity or from carrying out other activities that support USNH's missions of instruction, research and public service. Examples of operating revenue include all tuition and fees assessed against students, state of New Hampshire general appropriations, gifts, grants, contracts, investment and endowment income, departmental sales and services to external entities, miscellaneous college receipts, and auxiliary enterprise sales. Sources of USNH operating revenues include students, governments, donors, and other public customers. Within auxiliary enterprise funds, sources of revenue are primarily students, faculty and staff; however, incidental sales to the general public and other USNH departments may be included.

2. Designations of revenue:

a. Restricted current fund revenues. These are resources which are available for current operating purposes but whose expenditure is limited by an external source (e.g., donors, government, grantor, etc.) to specific purposes, programs, schools, departments, etc. Restricted revenues, although recorded when earned in accordance with Procedure 10-002, Billing for Goods Sold or Services Rendered are recognized as revenue in the USNH financial statements only to the extent that such funds are expended, as required by generally accepted accounting principles (GAAP). To accomplish GAAP recognition, USNH requires that all restricted current funds be recorded in Banner funds whose second character is numeric (See Procedure 02-023: USNH Grant Fund Coding Conventions), that proper Banner account codes be used (see Procedure 02-039: Account Coding Conventions).

Funds with internal restrictions are not classified as restricted current funds because a restriction imposed by the governing board or administration can be removed at their discretion. These funds are properly classified as internally designated funds, a subdivision of unrestricted current funds.

b. Unrestricted current fund revenues. These are resources which are not restricted by external sources and which are expendable for operating purposes. Included are undesignated educational and general, auxiliary enterprise, and internally designated resources. The absence of an external restriction implies that the resource is available for current operations and, therefore, must be recorded in current unrestricted revenues.

c. Other revenues (non-operating) and fund additions. Resources which are restricted by outside persons, agencies (such as on loan funds), endowment and similar funds, or plant funds are accounted for as restricted revenues in the appropriate fund group to which the restriction applies. For example, a donor might state that their gift is to be used for the purchase of library books. The gift would be recorded as a current restricted gift in a restricted gift fund. If, however, the donor stated the gift was to be used for construction of a library, it would be recorded as a restricted gift in plant funds. To take it a step further, a gift received whereby only the income earned on the gift could be spent for purchase of library books would be recorded in endowment and similar funds; the income earned on the gift which is available to spend would be recorded in current restricted funds.

In accordance with GAAP, all gains and losses arising from the sale, collection, or other disposition of investments and other noncash assets are accounted for in the fund which owned such assets. Ordinary income derived from investments, receivables, and the like is accounted for in the fund owning such assets, except for income derived from investments in endowment and similar funds. Income derived from endowment and similar funds is accounted for in the fund to which it is restricted or, if unrestricted, as revenue in unrestricted current funds.

B. DETAILED OPERATING PROCEDURES

1. Offsetting revenue and expenses. Revenue is always recorded at the gross amount, not net of any discounts, etc. For example, tuition, fees and room and board charges are recorded at the gross amount according to Trustee approved rate schedules even though there is no intention of collection directly from the student. Institutional scholarships, staff tuition waivers, etc., are then recorded as expenditures. However, refunds to students as a result of courses dropped during the refund period are recorded as reductions to tuition revenue since these are viewed as corrections of amounts previously recorded as revenue that will not be earned.

2. Recurring interdepartmental sales. Self-supporting departments established primarily to provide goods or services to other USNH departments are generally set up as internally designated or auxiliary funds (Banner funds whose second character is "A" or "D"). Examples include Mail Service, Central Stores and Central Copying. Interdepartmental sales for these operations don't result in an increase to overall net assets of USNH. Accordingly the sales are recorded as reductions of expenses.  In this way, all revenue and expense activity in these funds are eliminated from the USNH financial statements and overall USNH expenditures will not be double-counted.

Auxiliary enterprise funds are also used to account for revenues of operations established primarily to furnish goods or services to students, faculty or staff. Often, auxiliaries incidentally service the general public. These sales by auxiliary enterprises are recorded as revenues. The primary source of funding is the key factor. For example, departments may purchase goods from Dining Services, but those sales would be recorded as a reduction of expenses rather than revenue.

3. Recording receipts as credits to expense account codes. Revenue should never be recorded in an expense account code, except in the following instances:

a. Interdepartmental sales by an operating account or department with a Banner Fund in the unrestricted range (second character is "U", "D" or "A") should be recorded as a credit to an expense account code. This is because an interdepartmental sale does not add new dollars to USNH's net assets; it merely increases the net assets of one USNH unit and decreases the net assets of another. When interdepartmental sales are part of the normal operations of the department, the account should usually be established as described in Section B.2. above.

b. Vendor credits and other corrections of expenditure transactions resulting from the overpayment of an employee or a vendor invoice, return of goods, etc., should be recorded as a credit to the expense account code originally charged when the goods or services were bought.

c. Vendor payment discounts received from the timely payment of vendor invoices are properly credited to the expense account code originally used for the purchase.

4. Sales of departmental equipment. Occasionally, departments must sell surplus unused or obsolete equipment originally purchased with departmental funds. Departments should contact Purchasing first to determine the proper property disposition procedure (see Procedure 11-030: Disposal of Surplus Property) and then contact the appropriate campus Property Control contact to adjust the inventory as instructed in the disposal procedure noted above. If the sale is made to another USNH department, the transaction should be recorded on a Banner JV document using PB* and IV* rule codes as needed and reported to the applicable campus Property Control contact via the USNH 11-010F: Equipment Location Form. The department buying the equipment should debit an equipment account code (74*) and the selling department should credit an equipment account code (74*). If the sale is made to an outside party, the transaction will involve the receipt of cash and be recorded via a Banner JV document using a proper CR* rule code. The sale proceeds should normally be credited to the campus' miscellaneous college receipts account. If approved by the campus Chief Financial Officer (CFO), the sale proceeds may be credited directly to an equipment account code thereby utilizing the funds generated from the sale of surplus equipment in the current year budget.

10 - 002 Billing for Goods Sold or Services Rendered

a. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement defines who has authority to make sales on credit, what rules must be followed, and the responsibility for reconciliations and proper accounting in Banner. This statement DOES NOT apply to tuition billings generated each semester by the campus cashier/bursar.

Authority and responsibility for sales on credit. All sales of goods or services by USNH departments are to be made only upon receipt of cash (i.e., no sales are allowed to be made on credit) unless written approval in advance is received from the campus Chief Financial Officer (CFO). Departments with CFO approval to make credit sales must follow the policies and procedures of the campus Credit and Collections department (unless specifically exempted in writing by the campus CFO) relative to extension of credit, invoice and statement generation and frequency, aging analysis, delinquent account follow-up, and write-off of noncollectable accounts. All accounts receivable resulting from amounts owed by students, governments, employees, contractees, grantees, and other customers must be reconciled to Banner by the responsible account manager on a monthly basis.

b. DETAILED OPERATING PROCEDURES

1. When is revenue recorded? Revenue should be recorded when an exchange has taken place and the earning process is complete. An exchange has taken place when ownership of the goods is transferred to the buyer or when services for the buyer have been fully performed. The earnings process is complete when (a.) all necessary costs to produce the revenue have been incurred and recorded and, (b.) collection of the sales price is reasonably assured by receipt of money or by a promise to pay money at some future date.

a. If all necessary costs to produce the revenue have not yet been incurred, the amount of the cash received is recorded as deferred revenue, in special balance sheet account 212* (deferred revenue and deposits).

b. The collection of the sales price is generally considered to be reasonably assured when an invoice is sent to a customer or when cash is received from a customer, whichever comes first.  In accordance with the accrual basis of accounting, revenue is recorded when it is earned, without regard to the time of receipt. (The cash basis of accounting, which is not generally applicable to USNH operations, calls for recording revenue only when cash is received.)

2. Accounting for credit sales transactions. Sales invoices are generally recorded in Banner via an approved campus form (the Charge Sale Invoice Form at UNH, Miscellaneous Charge Form at KSC, and Miscellaneous Deposit Form (MISP) at PSU) immediately upon forwarding the sales invoice to the customer, in accordance with the policies and procedures of the campus Credit and Collections department. The applicable Banner account code is credited (see Procedure 02-040 Banner Revenue Account Code Table, definitions and listings) using a suitable JE* rule code the applicable balance sheet receivable (in the 112* account code range) using an appropriate fund. When the cash is received from the customer, the 112* balance sheet account is credited using a proper CR* rule code.

3. Accounting for uncollectible accounts and billing errors. If accounts receivable must eventually be written off as uncollectible, this is an expense which must be recorded in an suitable expense account code, not as a reduction of revenue. Uncollectible accounts are always recorded as a charge to an expense account code. However, if an error was made billing the student or customer too much for which a subsequent corrected billing entry is made, then this is properly recorded as a reduction of revenue.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

10 - 004 Receipt and Deposit of Cash Items

a. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement outlines procedures for proper receipt and depositing of currency, checks, bank card charge slips and other cash equivalents (collectively hereinafter referred to as "cash" or "cash items").

1. Timeliness of cash deposits. In order to optimize investment earnings and reduce the possibility of theft and loss, all receipts of checks and currency are to be deposited in tact to the campus Cashier or local depository bank no less than once per week.

Checks and currency totaling $800 or more must be deposited within 48 hours of receipt. Checks and cash should never be held by a department awaiting accounting information. Credit card charge slips are to be deposited directly to the appropriate bank within 72 hours of receipt by the department.

2. Responsibility for safeguarding the receipt of cash items. At the departmental cash collection locations, the dean, director or department head is responsible for safeguarding cash items by employing appropriate internal controls. Such controls include:

a. Clearly define and document delegated responsibility for cash items from time of receipt to time of deposit. Responsibility for the billing, cash handling, record-keeping and reconciliation functions should be assigned to separate individuals, to the extent possible.

b. Open and process mail on a timely basis and in the presence of coworkers, if possible. Maintain a log of all cash items received. Restrictively endorse checks immediately upon receipt using an endorsement stamp approved by the USNH Controller. 

c. Provide security over cash items awaiting deposit at all times through the use of locked, fireproof safes, strong boxes or file cabinets. Never leave cash items in or on desks or unattended at any time.

d. All cash receipts are to be deposited intact. Do not commingle cash receipts with any other personal or business cash funds and do not reduce cash receipts by amounts needed for petty cash transactions. Use standard campus deposit forms. Reconcile all cash deposits to Banner on a regular, timely basis.

e. Cash Receipts of more than $10,000 must be reported to the IRS by each campus.  This requires solicitation and proper storage of personal identification information including remitter's social security number. For purposes of this paragraph, cash is defined as coins and currency of the U.S. or any other country, cashier's checks, bank drafts, travelers checks or money orders. 

f. Cash receipts and deposits are subject to periodic surprise audits by USNH internal and external auditors.

b. DETAILED OPERATING PROCEDURES

Detailed USNH cash receipt and deposit operating procedures are the responsibility of each campus administration.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

10 - 052 Restricted Gift Accounts

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This statement establishes minimum amounts for creating separate accounts upon receipt of restricted endowment gifts and restricted current-use gifts.

1. Gifts to endowed funds. USNH requires a minimum of $25,000 to establish a new endowed fund under normal circumstances. (Campuses may be more restrictive by requiring a higher minimum.) Exceptions to this rule may be made only by the Campus President with the USNH Treasurer based on such factors as the promise of future additions to the fund or other subjective considerations. Once an endowed fund has been established, gifts of any size may be added to it at any time.

2. Restricted current-use gifts of $500 or more for which a Banner fund does not presently exist. USNH requires a minimum of $500 to establish a new restricted current-use gift fund in Banner under normal circumstances. Exceptions to this rule may be made only by the USNH Controller based on such factors as the promise of future gifts with the same restriction, the nature of the restriction, and other subjective considerations. Each specific restriction for which gifts have been accepted is set up in Banner as a separate fund.  The restriction terms should be delineated in the document text field of the fund creation request to allow for appropriate stewardship over the restricted resources.

3. Restricted current-use gifts of less than $500 for which a Banner fund does not presently exist. Restricted current gifts of less than $500 for which a separate fund has not yet been established in Banner will be recorded in "generic" restricted current funds in the Banner system established for each major department/division/college. Campus management will be responsible for fulfilling USNH fiduciary stewardship responsibilities through use of manual subsidiary records maintained and reconciled by Campus Business Office or UNH Business Service Center staff to faithfully fulfill USNH's responsibility to donors to spend the restricted gift proceeds in accordance with the terms accepted by USNH.

4. Restricted current-use gifts for which a Banner account already exists. Once a restricted current-use gift fund has been established gifts of any size may be added to it, as LONG AS THE PURPOSE DEFINED BY THE DONOR IS IDENTICAL TO THE RESTRICTED PURPOSE SPECIFIED BY THE INITIAL FUND CREATION REQUEST. Investment earnings will not be credited to unused balances of restricted current gifts under normal circumstances. Rare exceptions to this rule may be made only by the USNH Treasurer.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

11. Equipment

 

Issue Date   Revised Date  
11/07/2005 010 11/01/2012 Maintaining an Equipment Inventory System
08/14/1997 020 11/01/2012 Acquisition of Equipment
08/14/1997 020P 11/01/2012 Preparation of Furnished Equipment Form
(USNH-11-020F)
08/14/1997 021 11/01/2012 Screening for Existing Equipment
08/14/1997 022 11/01/2012 Fabricated Equipment
08/14/1997 022P 11/01/2012 Preparation of Fabricated Project Report Form (USNH-11-022F)
08/14/1997 023 11/01/2012 Tagging/Bar-coding Equipment
08/14/1997 023P  11/01/2012 Preparation of Off-Campus Location (OCL) Form (USNH-11-023F)
08/14/1997 030 11/01/2012 Disposal of Surplus Property
08/14/1997 040 11/01/2012 Inventory of Equipment
 

Forms for Asset Management

08/14/1997 010F  11/01/2012 Equipment Location Form
(USNH-11-010F)
08/14/1997 020F 11/01/2012 Externally Furnished Equipment Form (USNH-11-020F)
08/14/1997 022F 11/01/2012 Fabrication Project Report
(USNH-11-022F)
08/14/1997 023F  11/01/2012 Off Campus Location (OCL) Form
(USNH-11-023F)

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

11 - 010 Maintaining an Equipment Inventory System

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This document explains the requirements for and purposes of the USNH Equipment Inventory System. The System ensures management control of USNH assets, including the acquisition, utilization, location, reporting, and disposal of equipment.

1. ​USNH Equipment Inventory System. USNH uses the Banner Fixed Asset module of Banner Finance to maintain records on all capitalized USNH equipment.

2. Why is a Equipment Inventory System Necessary? An Equipment Inventory System safeguards the physical assets of USNH, assures compliance with federal regulations, and provides an auditable subsidiary ledger to the USNH general ledger. Federal grant and contract regulations require that a structured equipment inventory be maintained and that available equipment be fully utilized before federal funds are spent on additional equipment purchases.

3. Responsibility.

a. The Fixed Asset Management Department of the VPFA Office at UNH is responsible for maintaining inventory records for UNHD, UNHF, UNHL and UNHM equipment.

b. The Property Control department of USNH Financial Services is responsible for maintaining  inventory records for all PSU, KSC, GSC, and System Office equipment.

c. The Principal Investigator (PI)/Project Director (for grant funded items), or assigned Equipment Custodian/Manager is required to inform UNH Fixed Asset Management (for UNHD, UNHF, UNHL and UNHM) or USNH Property Control (for PSU, KSC, GSC, and System) of any changes to the status of equipment assets under their control in a timely manner.

B. DETAILED OPERATING PROCEDURE

1. Required Information: The following elements must be included in the Equipment Inventory System per federal guidelines.

a. Identification: Tag/Barcode number, description, model, manufacturer, serial number, or other identification number

b. Location: Campus, department, building, and room number

c. Award: Funding source (Banner fund/org), responsible person, grant code and name of project director or user

d. Acquisition and Use: Date acquired, condition, title to, purchase order number, invoice number, and/or related journal entry numbers.

e. Cost: Unit acquisition cost

f. Disposal: Date, reason, disposal method, sale price

2. Reconciliation. The Banner Fixed Assets files are reconciled to the general ledger annually and additions are reconciled on a monthly basis.

3. Reporting of Federally-Owned Equipment - UNH Fixed Asset Management and USNH Property Control are responsible for the submission of annual inventory reports and other reports upon termination of grants and contracts of federally-owned equipment. UNH Sponsored Programs Administration and the equivalent office at the other campuses are responsible for letting UNH Fixed Asset Management/USNH Property Control know when a grant or contract has ended and for communicating any reporting requirements. This notification must be in writing. The communication must include the name and address of the report recipient. UNH Fixed Asset Management/USNH Property Control will communicate to the federal sponsor, title holder, or cognizant contracting officer all instances of loss, damage, or destruction of equipment within 30 days of notification.

4. Custodian Responsibilities - Equipment Custodians/Managers must inform UNH Fixed Asset Management/USNH Property Control of changes to the status of equipment, both as part of the inventory process and as part of normal operations, including:

a. Maintenance Information. It is the Equipment Custodian/Manager's responsibility to return warranty cards, conduct regular or periodic maintenance, such as lubrication, cleaning, or calibration and maintain records of deficiencies discovered as a result of inspections, as well as any maintenance actions.

b. Subrecipient responsibilities. The Principal Investigator or Program Director must advise sub-recipients of their responsibility to comply with USNH equipment policies and procedures where applicable.

c. Physical Movement of Equipment. When equipment is loaned to non-USNH entities, sold or given by one department to another, or moved from one location to another within a department, a completed Equipment Location Form USNH 11-010F must be sent to UNH Fixed Asset Management or USNH Property Control within 30 days following the move. In addition, custodians or equipment managers should report all instances of loss, damage, or destruction of equipment to UNH Fixed Asset Management/USNH Property Control, as soon as possible.

d. Title Transfer. When a grant or contract closes which has sponsor owned or titled equipment, the project director must notify UNH Fixed Asset Management/USNH Property Control to request authorization from the sponsor to transfer ownership to USNH. Please contact the UNH Sponsored Programs Administration or equivalent campus office for assistance in these instances.

e. Transfer of Equipment to Another Institution. Faculty members transferring to another institution must receive written approval from the Senior Vice Provost for Research at UNH or the campus finance office at the other campuses, and the sponsor as required, to transfer grant or contract funded equipment. To transfer equipment purchased with non-grant funds, written approval must be received from the campus VP for Finance. A copy of applicable approval, including the USNH barcode #, the Banner PTAG #, and other applicable identifying and contact information, should be forwarded to UNH Fixed Asset Management/USNH Property Control.

f. Theft. In addition to completing the appropriate disposal documentation (see Section B.4.g. below), property which is stolen or vandalized must be immediately reported by the Equipment Custodian/Manager to the respective campus security office and to the USNH Internal Audit Department

UNH Campus Police*   862-1427
KSC Campus Safety  358-2228
PSU Campus Safety  535-2330
GSC Campus Safety  513-1382
USNH Internal Audit Department  862-3500

* Includes off-campus buildings

g. Disposal. See USNH Procedure 11-030: Disposal of Surplus Property.

h. Inventories. See USNH Procedure 11-040: Inventory of Equipment.

5. Contacts

a. UNH Fixed Asset Management

PropertyControl2@unh.edu
Manager Cost Analysis and Fixed Assets, Telephone 603-862-4855; or
Accountant II, Telephone 603-862-5041

b. USNH Property Control

Accounting.Operations@usnh.edu
Accountant III, Telephone 603-862-4263; or
Accounting Manager, Telephone 603-862-3127


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

11 - 020 Acquisition of Equipment

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This document explains the manner in which equipment acquisitions are recorded within the USNH Equipment Inventory System.  All items of equipment acquired with USNH funds, including grant and contract funds, will be capitalized (carried as an asset in the USNH general ledger) and monitored in the USNH Equipment Inventory System.  Ownership may vest with a sponsoring agency or with USNH.  USNH capitalizes and tracks all equipment within the Equipment Inventory System regardless of ownership. 

1. Definition of Equipment. Most assets with a purchase price of $5,000 or more and having an estimated useful life of more than one year are defined by USNH as equipment.  Items which meet this definition but are not considered equipment include:  works of art, library acquisitions other than collections for the UNH School of Law, and goods purchased for resale.

2. Responsibility (see the exclusions section below for additional information.)

a. Campus Business Offices and UNH Business Service Centers (BSCs) are responsible for the initial determination that a purchase meets the equipment definition, and for charging the expense to the appropriate funding source (Banner fund/org/account combination).
b. Equipment Custodian Managers are responsible for properly maintaining and safeguarding all assets in their possession, reporting loss, damage or disposal of all assets promptly, and participating in a bi-annual physical inventory of all assets under their control.
c. UNH Fixed Asset Management is responsible for reviewing all UNHD, UNHF, UNHL and UNHM purchases, tagging movable assets as appropriate, tracking asset locations, and performing a bi-annual physical inventory of all assets in cooperation with equipment custodian managers.
d. The UNH Sponsored Programs Administration office is responsible for notifying UNH Fixed Asset Management of equipment ownership terms for each grant/contract purchase at UNHD, UNHF, UNHL and UNHM.
e. USNH Property Control is responsible for reviewing all PSU, KSC, GSC and System Office purchases, tagging movable assets as appropriate, tracking asset locations, and performing a bi-annual physical inventory of all assets in cooperation with equipment custodian managers.
f. Campus grant offices are responsible for notifying USNH Property Control of equipment ownership terms for each grant/contract purchase at for PSU, KSC and GSC.

b. DETAILED OPERATING PROCEDURE

1. Equipment Acquisition Process

a. Screening for Existing Equipment: This process is required before the purchase of new equipment funded by federal grants and contracts. See USNH Procedure 11-021, Screening for Existing Equipment.
b. Procurement Information: Documentation related to the purchase of all equipment should contain the following specific information to facilitate the evaluation of the asset for appropriate useful life, data entry, tagging/bar-coding and the inventory process:

i. A clear description of the equipment. This is not just the vendor's catalog number. Rather, supporting documentation must state the description of the item(s) in general terms. For example, "XT-235" is not an appropriate description, however, "electron microscope" or "Dell Pentium computer" would be satisfactory. This information should be provided in the commodity description field of the invoice document at the point of data entry if at all possible.
ii. The name of the project director, lab manager, or equipment manager. This will be the person designated as the custodian.
iii. The location where the equipment is normally housed. Campus, building name and room number are required.
iv. If something is being added to an existing piece of equipment, such as an internal disk or memory upgrade for a computer, a reference to the tag/ barcode number, permanent tag number, purchase order number or invoice number of the original item is needed. This can be documented either in the document text or noted on the invoice.
v. The 7400 series of account codes must be used for capital equipment purchases. All items coded to these accounts should meet the definition of equipment (see Section A.1 above) with the exception of the following: Account code 740010: Capital Equipment - Flight Parts. Expenses that meet the flight part criteria will not be capitalized and do not meet the definition of equipment.  This account code is used to meet the reporting requirements of certain limited sponsored awards.  Use of the document text field for additional notes or further description such as number of installment payments, progress payment terms, reference to a fabricated equipment project, etc. is encouraged.

c. Cost of Purchased Equipment: The total cost of a piece of equipment includes the initial accessories or apparatus which are necessary to make it usable. These costs must be noted in the documentation to be properly capitalized as part of the equipment total purchase cost. This is particularly critical when payment is made via installments.  The total cost may also include costs normally considered supplies such as:

i. Shipping and delivery charges or freight;
ii. Installation and set-up charges not included with the purchase price but necessary for use of the equipment;
iii. Significant improvements, repairs, or upgrades to the equipment which either significantly extend its useful life or increase its market value;
iv. Cables, mounting apparatus or other items that are required to enable use of the equipment but are not included in the purchase price;
v. Software purchased to run the new equipment that is included in the initial purchase price. This should not include any annual maintenance for the software as those costs are normal operating expenses.

C. Types of Equipment Acquisitions

1. Standard Equipment: Equipment that is generally stand-alone, is not part of any other asset either by connection or construction, is conventionally purchased through normal USNH procurement processes and meets the definition of equipment defined in Section A.1 above.

2. Fabricated Equipment: Equipment that is constructed by USNH which, when complete, meets the definition of equipment in Section A.1 above but is composed of multiple items some of which may not meet the capital equipment requirements individually. This type of asset cannot be purchased off the shelf. See USNH Procedure 11-022, Fabricated Equipment for the appropriate handling of items being constructed.

3. Furnished Equipment: Furnished Equipment is loaned to USNH by a sponsor for use on sponsored activities. Title is generally retained by the sponsor unless USNH receives written notification of title transfer from the sponsor. UNH Fixed Asset Management (for UNHD, UNHF, UNHD and UNHM) or USNH Property Control (for PSU, KSC and GSC) must track all furnished equipment and file annual reports on government owned equipment. To enable this, all furnished equipment should be reported to USNH Property Control/UNH Fixed Asset Management by the department receiving the equipment, using the USNH Form 11-020F: Externally Furnished Equipment. See Procedure 11-020F: Preparation of Furnished Equipment Form for assistance in completing the form.

4. Equipment Gifts: Contact UNH Fixed Asset Management (for UNHD, UNHF, UNHL and UNHM) or USNH Property Control (for PSU, KSC and GSC) and your campus Advancement office regarding appropriate handling of gift-in-kind items meeting the definition of equipment in Section A.1 above.

5. Betterment to Sponsor-Titled or Personal Equipment: USNH funds should not be used to partially purchase a piece of equipment, or to purchase any betterment to any item that is not owned by USNH. When title vests with a sponsor, they could demand that the item be returned at grant or contract termination. USNH funds may not be used to repair, upgrade, or enhance personally owned equipment.

6. Principal Investigator/Project Director Funds: Equipment purchased with principal investigator/project director funds is the property of USNH and not the personal property of the faculty member. As such, the item should be recorded as an equipment purchase, tracked in the fixed asset system and be available for tagging and inventory.

7. Other: UNH Fixed Asset Management/USNH Property Control must be notified prior to equipment being acquired with a trade. Notification must include the gross cost of the acquired equipment, the trade value of the traded equipment and barcode/serial number of the traded equipment.

d. Exclusions

1. The following associated costs are not considered equipment expenses:

a. Software not bought as part of an original system - These items should be charged to supplies; account codes in the 711 or 715 range.
b. Software licenses, service contracts, and maintenance agreements - These items should be charged to maintenance account codes in the 716 range.
c. Demolition or dismantling of equipment.
d. Moving items from one USNH location to another.
e. Repair costs may be capitalized if the repair will add more than one year to the equipment's useful life or the cost significantly increases the value of the equipment (see B.1.c Cost of Purchased Equipment above). 

2. Fixed Equipment: Items which become part of a building are not recorded as equipment, but are capitalized as part of the building of which they become part. This includes items such as fume hoods, built-in furnishings, fire systems, etc. Please contact USNH Property Control with questions on fixed equipment.

3. Flight Parts: Flight parts are prototypes or deliverables bought on federal contracts. These items are not capitalized as they do not meet the useful-life test. As noted above, account code 740010 is used for flight part expenditures.

4. Leased Equipment: See USNH Procedure 8-115, Leases and Rental Agreements for proper definition and management of leased equipment.

 

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

11 - 020F Preparation of Furnished Equipment Form

A. USNH 11-020F: Furnished Equipment Form

Form: USNH 11-020F: Furnished Equipment Form
Obtain Blank Forms From: USNH 11-020F: Furnished Equipment Form
or Call UNH Fixed Asset Management (862-5041),
or USNH Property Control (862-4263)
Forward Completed Forms To:

For UNHD, UNHF, UNHL and UNHM send completed forms to:
UNH Fixed Asset Management VPFA Office
207 Thompson Hall,
Durham, NH 03824
PropertyControl2@maple.unh.edu

For KSC, PSU, GSC, and System send completed forms to:
USNH Property Control
Dunlap Center,
Durham, NH 03824
accounting.operations@usnh.edu

 

B. Purpose of USNH 11-020F: Furnished Equipment Form

Purpose of Form USNH 11-020F: To provide information on items which are in the custody of USNH personnel, but not owned/used by USNH. These items are tracked by USNH, but are not recorded by USNH or barcoded by USNH. Receipt of sponsored government furnished equipment should be reported to Property Control by the department receiving the equipment. Furnished equipment is titled to the government and reports must be filed concerning government-owned equipment.

C. Instructions for Completing USNH 11-020F: Furnished Equipment Form

1. Required Custodial Information

Department:

Name of the department receiving the equipment

Orgn Code:

Banner Orgn code associated with the above department

Date Received:

Date the equipment was received by the department

Furnishing Agency:

The agency or institution the equipment was received from

Agency Code:

Banner USNH ID code associated with the furnishing agency

Address:

Address of the furnishing agency/institution the equipment

Grant Name:

The grant name associated with the equipment

Grant Code:

Banner grant code associated with the equipment

Equipment Custodian:

Name of the person who is responsible for the location and the use of the equipment while it is at the University

Custodian ID:

USNH ID # of Equipment Custodian/Manager

 

2. Required Information about the Equipment:

Description:

A clear description of the equipment

Serial #

The unique identification number which manufactures often assign to each piece of equipment. This can usually be found of the piece of property.

Model #:

The manufacturer's model number

Manufacturer:

The name of the company or organization which produced the equipment

Estimated Value:

Value given to the item by the provider. If no value has been given, use an estimated value.

Estimated Age:

Approximate age of equipment in years

Condition:

Condition of equipment

Location:

The building name, number, and room where the equipment will be housed while at the University

11 - 021 Screening for Existing Equipment

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy explains the process involved in screening for existing equipment prior to the purchase of new equipment funded by federal grants and contracts.

1. Why is a Screening Policy Necessary? Government regulations require that existing equipment be fully utilized before federal funds are expended on equipment.

2. Responsibility: The project director on federal grants and contracts is expected to contact UNH Fixed Asset Management (for UNHD, UNHL and UNHM) or USNH Property Control (for PSU, KSC, GSC, and System) to determine availability and suitability of substitute equipment for a proposed purchase.

B. Detailed Operating procedure

1. General Screening: Before purchasing equipment with a unit cost above USNH’s capitalization threshold ($5,000) using grant or contract funds, the project director is expected to check with UNH Fixed Asset Management ( for UNHD, UNHL and UNHM) or USNH Property Control (for PSU, KSC, GSC, and System) for availability and suitability of existing equipment. In addition, a database is posted online at https://cems.unh.edu for UNHD, UNHL and UNHM equipment. If the equipment cost exceeds $25,000, the project director must receive written confirmation from UNH Fixed Asset Management or USNH Property Control confirming that no comparable equipment exists on campus. This approval is received after the Grant and Contract Administrator has reviewed the grant or contract proposal and forwarded a review request to UNH Fixed Asset Management or USNH Property Control.

2. Contract Screening:

a. Industrial plant equipment is used for altering the physical properties of materials, components or end items used in manufacturing, maintenance, supply, processing, assembly, or research and development operations. For industrial plant equipment purchased on a U.S. Department of Defense (DOD) or NASA contract and costing more than $15,000, the project director must contact the appropriate Military Service or Component Forms Manager (http://www.dtic.mil/whs/directives/forms/fpoc.htm) and request a copy of the necessary form to complete to obtain government approval prior to purchasing such equipment.
b. Automatic data processing equipment means computer components and systems, including peripheral, auxiliary, and accessory equipment used in support of computers. For automatic data processing equipment purchased on a DOD or NASA contract and costing more than $25,000, the project director must complete an Automation Equipment Requirement Form (DD Form 1851) and obtain government approval prior to purchase.

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

11 - 022 Fabricated Equipment

a. SUMMARY OF ADMINISTRATIVE PROCEDURE

This procedure explains the way equipment fabricated by USNH is handled.

1. Definition of Fabricated Equipment: Fabricated equipment is self-constructed equipment having a useful life of more than one year and a total cost of $5,000 or more upon completion. Fabricated equipment cannot be purchased off the shelf. Fabricated equipment does not include upgrades to existing equipment and refers only to the construction of a new piece of equipment.

2. Why are Fabricated Equipment Procedures Necessary? Fabricated equipment procedures are needed to ensure that all items purchased for the construction of a single piece of new equipment are captured for capitalization. This procedure allows the charging of components to equipment account codes even when an individual acquisition cost does not meet the capitalization threshold.

3. Responsibility:

a. The Project Director constructing a piece of fabricated equipment is responsible for:

i. Providing notification that an item is being fabricated to the UNH Business Service Center (BSC) and UNH Fixed Asset Management (for UNHD, UNHL and UNHM), or to the Campus Business Office and USNH Property Control (for PSU, KSC, GSC, and System);
ii. Maintaining supporting documentation; and
iii. Providing notification that construction is completed to the BSC and UNH Fixed Asset Management (for UNHD, UNHL and UNHM), or to the Campus Business Office and USNH Property Control (for PSU, KSC, GSC, and System).

b. UNH Fixed Asset Management and USNH Property Control are responsible for maintaining the system to track acquisitions relating to fabrication projects.

b. DETAILED OPERATING PROCEDURE

1. Beginning the Fabrication Project:

a. The project Director should complete the top of the USNH 11-022F: Fabrication Project Report Form, prior to beginning the equipment construction and send a copy to UNH Fixed Asset Management or USNH Property Control as appropriate. The form will let UNH Fixed Asset Management/USNH Property Control know that a fabricated project is in progress and provides an approximate beginning and end date. It will also give UNH Fixed Asset Management/USNH Property Control the information needed to properly capitalize and tag the equipment once it has been completed.
b. Procurement transactions related to the fabrication of equipment must include:

i. The phrase "Fabricated Equipment",
ii. The project name or the name of the item being built, and
iii. The name of the Project Director.
Please insert this information in the document text section of the Banner Requisition Form (FPAREQN). The text will then be brought forward into the Banner Purchase Order document text (FPAPURR) automatically. This information lets UNH Fixed Asset Management/USNH Property Control staff know that charging this item to fabricated equipment account code 740005 is appropriate, regardless of cost.

c. Once a Ptag number (Banner Fixed Asset system record identifier) is created for the fabricated project, it will be communicated to the BSC/Campus Business Office in order to be used as a reference number for all future purchase transactions for that specific fabricated project. For Banner PCard and invoice transactions, the BSC/Campus Business Office should put the Ptag number in the commodity field to identify the fabricated project the transaction is assigned to.

2. Completing the Fabrication Project:

a. The projector director should fill out the bottom of the USNH 11-022F: Fabrication Project Report Form, when construction is completed and send the form to UNH Fixed Asset Management or USNH Property Control as appropriate.
b. Fabricated equipment is considered complete when it becomes useable for its intended purpose.
c. Fabricated equipment is added to the equipment inventory upon completion with a value equal to the sum of the cost of components.

3. Additional guidance is also included at Procedure 11-022P: Preparation of Fabrication Project Report Form.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

 

11 - 022F Preparation of Fabricated Project Report Form

A. USNH 11-022F: FABRICATION PROJECT REPORT FORM

 
Form: USNH 11-022F: Fabrication Project Report Form
Obtain Blank Forms From:

USNH 11-022F: Fabrication Project Report Form
or Call UNH Fixed Asset Management (862-5041),
or USNH Property Control (862-4263)

Forward Completed Forms To:

For UNHD, UNHF, UNHL and UNHM send completed forms to:
UNH Fixed Asset Management VPFA Office
207 Thompson Hall
Durham, NH 03824
propertycontrol2@maple.unh.edu

For KSC, PSU, GSC, and System send completed forms to:
USNH Property Control
5 Chenell Drive, Suite 301
Concord, NH 03301
accounting.operations@usnh.edu

B. PURPOSE OF THE FABRICATION PROJECT REPORT FORM (USNH-11-022F)

Purpose of Form USNH-11-022F: Documenting the beginning of an equipment fabrication project and documenting its subsequent completion. Project Directors constructing equipment must complete and submit USNH-11-022F: Fabrication Project Report Form to their UNH BSC or Campus Business Office representative. The BSC/Campus Business Office representative will forward the completed USNH-11-022F: Fabrication Project Report Form to UNH Fixed Asset Management or USNH Property Control at the beginning of the project and provide the necessary updated information to these areas at the completion of the project as described below.

C. INSTRUCTIONS FOR COMPLETING USNH 11-022F: FABRICATION PROJECT REPORT FORM

1. Prior to beginning a fabricated project fill out Form USNH 11-022F and submit it to UNH Fixed Asset Management or USNH Property Control. The following fields must be completed.

Project Name: The name of the grant award
Banner Grant Code: The Banner Grant number
Project Director: The person who is named as project director on the grant or contract used to support the project
Fabricated Item Description: This should be a general description of the item being built. It may or may not be the same as the project name.
Department: The department responsible for the project
Location: Building and room or off-site location
Funding Source: The Banner fund/orgn charged for the purchase of the asset
Project Begin Date: Date fabrication project began
Project End Date: Expected completion date of fabrication project
Custodian Name and Phone #: The person who is responsible for the location of the equipment
Equipment Manager Name and Phone #: The person who uses the equipment if different than the custodian
BSC Contact Name and Phone #: The person to contact with questions relating to the accounting of the fabricated project  

2. When the fabricated project has been completed, update the second half of the USNH-11-022F. Be sure that both the top and bottom sections of the form have been completed and send a copy to UNH Fixed Asset Management or USNH Property Control. The following fields must be completed.

Total Cost: Total of all payments made for the components used in the fabricated project
Funding Source: If more than one Banner fund/orgn is used list the Banner fund/orgs here
Amount: Total amount for each Banner fund/orgn. Note: the total of all amounts reported here must equal the total recorded above and the amounts expended for the equipment.
Location of Completed Item: Indicate campus, building name and room number. If the item is located off campus, please indicate where it is physically located
Completion Date: The date the fabricated project was actually completed
Responsible Person(s): The name of the Equipment Custodian/Manager responsible for the use and location of the equipment

11 - 023 Tagging/Bar-coding Equipment

a. SUMMARY OF ADMINISTRATIVE PROCEDURE

This document explains the requirement and process used in tagging/bar-coding capital equipment. Timely identification and tagging/bar-coding of all capital equipment is required upon receipt or in the case of fabricated equipment, upon completion. A unique UNH/ USNH bar-code number is assigned and affixed to all capital equipment. Equipment which does not met the definition of equipment is not capitalized or bar-coded (see Procedure 11-020 - Acquisition of Equipment, Section A.1).

1. Why is this process necessary? Bar-coding of equipment is necessary for equipment identification, physical security, and maintenance of an accurate equipment inventory.

2. Responsibility: UNH Fixed Asset Management Department (for UNHD, UNHF, UNHL and UNHM) and USNH Property Control Office (for PSU, KSC, GSC, and System) are responsible for the bar-coding of equipment.

b. DETAILED OPERATING PROCEDURE

1. Bar-coding of Equipment: A unique property barcode tag, provided by UNH Fixed Asset Management or USNH property control will be affixed to each piece of equipment within 3 months of acquisition. It is the responsibility of the Custodian/Equipment Manager to make the item available for bar-coding.

2. Sponsor-Titled Equipment: In addition to the USNH/UNH barcode, if title is held by a government sponsor, a "Property of US Government" or "Property of State/Local Government" tag/barcode will be affixed to the item. A separate tag/barcode will be created for individual items owned by other types of sponsors (industrial, foundations, etc.).

3. Off-Campus Equipment: USNH 11-023F: Off-Campus Location (OCL) Form is initiated by UNH Fixed Asset Management/USNH Property Control when equipment is at an off campus location or when UNH Fixed Asset Management/USNH Property Control is unable to physically barcode equipment (such as testing instruments which can only be tagged between tests). The OCL is sent to the custodian/equipment manager of the equipment along with the barcode to be attached to the item. The custodian/equipment manager has the responsibility to physically attach the property control tag to the equipment and to complete the OCL form, see Procedure 11-023F: Preparation of Off-Campus Location (OCL) Form for instructions. Please return the completed form to UNH Fixed Asset Management/USNH Property Control in a timely manner.

4. Un-taggable Equipment: Some items of equipment, because of their size, location, or use, cannot be bar-coded. UNH Fixed Asset Management/USNH Property Control will add relevant location information in the Banner Fixed Assets Module to accommodate tracking these items.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

11 - 023F Preparation of Off-Campus Location (OCL) Form (USNH-11-023F)

A. USNH 11-023F: OFF-CAMPUS LOCATION (OCL) FORM

Form USNH 11-023F: Preparation of Off-Campus Location (OCL) Form
Obtain Blank Forms From:

USNH 11-023F: Preparation of Off-Campus Location (OCL) Form
or Call UNH Fixed Asset Management (862-5041), 
or USNH Property Control (862-4263)

Forward Completed Forms To:

For UNHD, UNHF, UNHL and UNHM send completed forms to:
UNH Fixed Asset Management VPFA Office
207 Thompson Hall,
Durham, NH 03824
propertycontrol2@maple.unh.edu

For KSC, PSU, GSC, and System send completed forms to:
USNH Property Control
Dunlap Center,
Durham, NH 03824
accounting.operations@usnh.edu 

B. PURPOSE OF THE OFF-CAMPUS LOCATION (OCL) FORM (USNH-11-023F)

Purpose of Form USNH-11-023F: To provide information on items which are off-site or otherwise unavailable for UNH Fixed Asset Management/USNH Property Control staff to affix the tag. The Off-Campus Location (OCL) Form (USNH-11-023F) is used whenever a piece of equipment is located at a site off campus and/or whenever UNH Fixed Asset Management/USNH Property Control is unable to physically tag/barcode a piece of equipment themselves. The OCL form is sent to the Equipment Custodian/Manager of the item after initial population by UNH Fixed Asset Management/USNH Property Control. The Equipment Custodian/Manager is charged with the responsibility of physically attaching the property tag to the equipment in these instances. The Equipment Custodian/Manager completes the form by filling in or changing any missing or incorrect information and, after signing it, returns it to UNH Fixed Asset Management or USNH Property Control as appropriate.

C. INSTRUCTIONS FOR COMPLETING USNH 11-023F: OFF-CAMPUS LOCATION (OCL) FORM

1. Items for UNH BSC or Campus Business Office (PSU, KSC, GSC, and System) completion

Manufacturer: The name of the company or organization which produced the equipment
Model #: The manufacturer's model number
Serial #: The unique identification number which manufactures often assign to each piece of equipment. This can usually be found on the piece of property.
Description: A general description of the asset
Location: The address where the piece of equipment is located
Equipment Manager/Custodian: The person who is to be contacted with questions regarding the equipment
Equipment Manager/Custodian's ID: The 9 digit USNH ID # of Equipment Custodian/Manager
Department: The name of the department whose inventory this piece of equipment is listed on
Banner Orgn: The Banner orgn associated with the department
USNH Barcode #: The tag/barcode number that is physically attached to the piece of equipment

2. Items for UNH Fixed Asset Management/USNH Property Control completion

Permanent tag (P-Tag): The P-tag is the permanent fixed asset number assigned by Banner which is unique for each piece of equipment at USNH. This information is the most effective means for identifying the item in the Banner Fixed Asset system
Date: The date UNH Fixed Asset Management/USNH Property Control filled out and sent the OCL form
Invoice #: The Banner Invoice number on which the piece of equipment was acquired
Invoice Date: The vendor invoice date
Cost: Invoice amount
Vendor: The name of the vendor from which the piece of equipment was acquired

11 - 030 Disposal of Surplus Property

a. SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy explains the process involved in the disposal of USNH surplus supplies and equipment. Supplies and equipment acquired through USNH are the property of USNH or a state, federal or other sponsor.

1. Definition of Surplus Property: Surplus property is supplies or equipment which are obsolete, damaged and unusable or in excess of need. This includes all tangible assets with the exception of real property. (The sale or disposal of real property is addressed in BOT, Section VI.C.e, Policy on the Disposal of Real Property.)

2. Why is a Disposal of Surplus Property Policy Necessary? Internal controls are necessary to meet the fiduciary responsibilities of the USNH Trustees to protect and properly monitor USNH resources. This policy facilitates the physical removal of surplus property, finds an alternative internal use, reduces the storage burden and maximizes USNH's return on salable items. In addition, timely and proper recording of disposed property is important for maintaining an accurate financial system and safeguarding USNH assets.

3. Responsibility: Each Equipment Custodian/Manager (see Procedure 11-010, Section A.3.c.) is responsible for all property under his/her control. Campus purchasing offices are responsible for determining the appropriate disposition of all surplus property not covered under the Safe Electronic Equipment Disposal (SEED) program, and for authorizing and accomplishing such disposition. UNH Fixed Asset Management (for UNHD, UNHF, UNHL and UNHM) or USNH Property Control (for PSU, KSC and GSC) is responsible for properly recording disposal of surplus property listed within the USNH Equipment Inventory System including any proceeds received, if applicable. Transactional records should also be kept by UNH/USNH Purchasing/Surplus and the department. Equipment Custodians/Managers, with the assistance of campus Facilities if needed, are responsible for removal and transportation of surplus property.

b. DETAILED OPERATING PROCEDURE

1. Preference for Disposition of Surplus Property: When disposing of property, the following priority should be used to determine preferred recipients of surplus property:

a. other departments on campus,
b. other USNH campuses/departments,
c. State of New Hampshire,
d. other interested parties.

2. Internal Transfers: The transferring department must complete the USNH 11-010F - Equipment Location Form and submit the form to UNH Fixed Asset Management or USNH Property Control to ensure the asset location is updated in the inventory records.

3. Special Considerations for Equipment Sales (See Procedure 11-020, Acquisition of Equipment, for definition)

a. An Equipment Custodian/Manager may not unilaterally dispose of USNH or sponsor's property.
b. Government-owned Equipment - For tagged equipment, if the Equipment Custodian/Manager is unsure of the funding for a piece of surplus equipment, he/she should contact UNH Fixed Asset Management or USNH Property Control for determination. For disposal of equipment purchased with federal grant or contract funds, UNH Fixed Asset Management or USNH Property Control must obtain all necessary written approvals from the applicable sponsor and/or the federal cognizant agency prior to advertisement or disposal.
c. Other Equipment Items - If an Equipment Custodian/Manager is requesting an item(s) be scrapped, the Request to Scrap Form (http://www.unh.edu/purchasing/surplus/index.html) must be completed. UNH/USNH Purchasing will forward the request to UNH Fixed Asset Management or USNH Property Control for final approval if tagged/logged in inventory.
d. File Updates - UNH Fixed Asset Management, USNH Property Control and designated PSU, KSC and GSC personnel have update capability to the equipment inventory data in Banner Fixed Assets. This includes location, tag/barcode, serial number, Equipment Custodian/Manager, etc. Financial updates to Banner Fixed Assets, including cost, depreciation and related financial adjustments, are maintained by UNH Fixed Asset Management or USNH Property Control.

4. Proceeds from the Sale: Proceeds from external sales should be recorded in accordance with Procedure 10-001, Revenue Accounting, Section B.4, Sales of Departmental Equipment.

5. Sale to USNH Employees: All sales to employees must be approved by the applicable Campus Purchasing Office Surplus Administrator prior to sale, even in cases where estimated current market value is $0. The sale price of all property sold to employees should approximate current market value, and associated receipts should be recorded as revenue to the selling departments.

6. Campus Specific Procedures:

a. UNHD, UNHF, UNHL and UNHM: The Equipment Custodian/Manager is responsible for the following actions in this sequence:

i. Contact UNH Fixed Asset Management if the property was purchased using government funds.
ii. Notify UNH Fixed Asset Management in writing if the property being disposed is on the equipment inventory list. Items must be adequately identified; include tag/barcode number, description, etc.
iii. Determine the estimated current market value of the property.
iv. Determine if there are any hazardous substances/materials that may require special handling (e.g., refrigerants, chemicals, radioactive, etc.) For disposal of equipment that may contain hazardous materials, contact the Office of Environmental Health and Safety (OEHS) at: http://www.unh.edu/research/environmental-health-and-safety.
v. For UNHD, UNHF, UNHL and UNHM, the IT Safe Electronic Equipment Disposal (SEED) staff members are responsible for determining the appropriate disposition of equipment containing data storage as well equipment containing circuit boards and for authorizing and accomplishing such disposition. They may delegate authority for disposition as size, condition, value, location, etc., of the item dictates. To request disposal of electronic equipment use the Safe Electronic Equipment Disposal Form found on the UNH IT website at: UNH SEED Program.
vi. For all other equipment, notify Surplus.Request@unh.edu to determine proper disposition or complete the appropriate on-line form on the UNH/USNH Purchasing website at: http://www.unh.edu/purchasing/surplus/index.html.
vii. The following thresholds should be used when determining the appropriate procedure for the actual disposal of surplus items:

1. Surplus item(s) that are obsolete or damaged, etc. do not have to be advertised if the property is to be scrapped.

a. After an Equipment Custodian/Manager has received permission to scrap/dispose of an item(s) via email from UNH/USNH Purchasing/Surplus, he/she may do so him/herself or call Maintenance Control (2-1437) directly for disposal arrangements.
b. If disposing of the item(s) him/herself, he/she must make sure the property being disposed of is placed directly inside a dumpster and not left laying or sitting beside one.
c. If an item to be disposed of is electronic or hazardous, SEED or OEHS staff, respectively, must approve all such scrap requests and notify Fixed Asset Management.

i. For electronic items, after approval by SEED, the Equipment Custodian/Manager should work directly with SEED staff for removal/disposal.
ii. For items containing hazardous substances/materials, the Equipment Custodian/Manager should work directly with OEHS staff for removal/disposal.

2. Surplus item(s) with an estimated current market value per unit of $1000 or greater, or vehicles of any type including boats, trailers, etc. (regardless of current market value) require UNH/USNH Purchasing/Surplus approval, and must be advertised for bid for up to 14 days by UNH/USNH Purchasing/Surplus. Items which receive bids at or above the advertised asking price, or items which are being requested by other UNH/USNH departments, maybe be sold/transferred sooner.

a. Departments may place ads at their own expense offering the item(s) for sale in local or regional newspapers or trade magazines.
b. At the end of the 14-day advertising period, if no UNH or USNH department has made an offer on the item(s), the goods can be:

i. Sold to the highest bidder or donated within the next category of preference under Section B.1. above, or
ii. Relisted for additional 14-day periods if desired.

c. If there are no bidders for the item(s), the department may send a Request to Scrap or a Request to Donate to UNH/USNH Purchasing/Surplus via the UNH/USNH Purchasing/Surplus website. Surplus items may be donated to a non-profit organization with UNH/USNH Purchasing/Surplus approval.
d. Removal of Surplus items - If there are no acceptable offers for a surplus item(s) and no identified non-profit organization is interested in the item as a donation; the Equipment Custodian/Manager should contact the UNH Maintenance Control Department for assistance with pickup if necessary.
e. Safe Electronic Equipment Disposal (SEED) Removal - If there are no acceptable offers for an electronic item(s), the Equipment Custodian/Manager should contact the SEED program for disposal instructions.
f. Environmental Health & Safety (OEHS) Removal - If there are no acceptable offers for a hazardous item(s), they will be removed by OEHS after approval by UNH/USNH Purchasing/Surplus.

b. Follow Plymouth State's policies and procedures at http://www.plymouth.edu/office/purchasing/surplus-procedures/.

c. KSC - Email KSC Purchasing with item(s) to be declared surplus. KSC Purchasing will promptly remove the surplus item from the department and handle the full disposition process from a central storage facility. If property being disposed is on the equipment inventory list, KSC Purchasing will notify USNH Property Control to remove the item(s) from the inventory. KSC Purchasing will update the equipment inventory records regularly.

d. GSC - When one of the regional offices determines that there is surplus property, they should notify the Dean's Office of Finance and Administration. The regional office completes the appropriate on-line form at the UNH/USNH website at http://www.unh.edu/purchasing/surplus/index.html. If the property being disposed is on the equipment inventory list, GSC must notify USNH Property Control to remove the item(s) from the inventory.

e. System Office - Each department is responsible for completing the appropriate on-line form at the UNH/USNH Purchasing/Surplus website at http://www.unh.edu/purchasing/surplus/index.html.

C. Contacts

USNH/UNH Purchasing Office 862-6187            purchasing@usnh.edu
UNH Fixed Asset Management            862-5041 propertyControl2@maple.unh.edu
USNH Property Control 862-3760 Accounting.Operations@usnh.edu
PSU Purchasing Office   PSU Purchasing Office
KSC Purchasing Office 358-2493 Purchasing@keene.edu
GSC Dean's Office 513-1335 Lisa Shawney

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

11 - 040 Inventory of Equipment

A. SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy explains the inventory process for capitalized equipment. An on-going physical review and identification procedure is required under the supervision of UNH Fixed Asset Management (for UNHD, UNHF, UNHL and UNHM) or USNH Property Control (for PSU, KSC and GSC).

1. Definition of the Inventory Process: An inventory is a verified listing of all capitalized pieces of moveable equipment administered by a department. UNH Fixed Asset Management and USNH Property Control rely on Equipment Custodians/Managers to review and verify all data on the biennial inventory reports for equipment under his/her care for accuracy and completeness.

2. Why is the Inventory Process Necessary? Inventorying is an important and necessary requirement for sponsor funding, internal budgeting, and annual federal and financial audits. Federal regulations requires a physical inventory of government owned assets annually. Also, part of a good internal control system includes the performance of regular inventories.

3. Responsibility: Equipment Custodians/Managers are responsible for the accuracy, completeness and timeliness of the equipment inventory assigned to them.

4. Inventory Requirements: For government owned equipment a physical inventory is required on an annual basis. Physical inventories are required to be taken and reconciled per OMB Omni-Circular at least once every two years.

B. DETAILED OPERATING PROCEDURE

1. Annual Inventory: Annual inventories are performed by UNH Fixed Asset Management or USNH Property Control for all government titled items.

2. Biennial Inventory: Biennially, inventory reports are distributed to Equipment Custodians/Managers of record by UNH Fixed Asset Management or USNH Property Control. The Equipment Custodian/Manager must personally verify the existence of every item, validate every attribute on the report, and sign the attestation statement included with the reports. The Equipment Custodian/Manager must return the completed inventory to UNH Fixed Asset Management or USNH Property Control Office within 60 days of receipt of the report.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

12. Contracting

Issue Date   Revised Date  
07/01/2005 001 07/01/2011 Policy Statement: Authority to Sign Contracts
07/01/2005 002 07/01/2011 Contracting and Purchasing Delegations
07/01/2005 003 11/01/2012 USNH Signature Authority Guidelines
03/01/1992 004 07/01/2013 USNH Signature Authority Matrix
03/01/1992 005 07/01/2013 What is a Contract?
07/01/2005 006 11/01/2012 USNH Purchasing Contract Types
03/01/1992 007 07/01/2013 USNH Non-Purchasing Contract Types
03/01/1992 008 07/01/2013 USNH Contract Types and Signature Requirements
07/01/2005 009 07/01/2011 Contract Review Checklist
03/01/1992 010 07/01/2013 Contract Guidance and Boilerplate Clauses

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

12 - 001 Policy Statement: Authority to Sign Contracts

A. DELEGATION OF SIGNATURE AUTHORITY BY THE TREASURER

  1. The Board of Trustees of the University System of New Hampshire has authorized the Treasurer to execute all contracts, leases, grants, deeds, negotiable instruments, and any other legal documents on behalf of the USNH and each of its component institutions.

  2. Pursuant to the authority granted by the Board of Trustees, the Treasurer has delegated to other individuals within the USNH limited authority to sign certain documents as agents of the USNH and their respective institution. No person is authorized to execute such documents on behalf of the USNH or their respective institution unless authority to do so has been delegated in writing by the Treasurer or other USNH or campus official authorized to make such delegations. Failure to observe this requirement may result in personal liability for the contract or individual responsibility for the representations made. See Signature Authority Matrix for administrative positions at the USNH or campus whose incumbents are currently assigned such authority.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

12 - 002 Contracting and Purchasing Delegations

A. CONTRACTING AND PURCHASING DELEGATIONS

The following chart shows the flow of the delegation of authority from RSA 187.A (the establishment of the University System of New Hampshire) which is described in the USNH Charter to the Board of Trustees to the Treasurer (See: https://www.usnh.edu/policy/charter/university-system). It also shows the delegation of authority from the Treasurer to other officials within USNH or at the constituent institutions of USNH.




Contracting Policy Purchasing Policy
A. Delegation of Authority A. Delegation of Authority (from contracting policy) to USNH Director of Purchasing
  Charter - Board of Trustees - Treasurer  
  • To campus purchasing managers
  • Set bid limits
B. Treasurer's Delegation of Authority    
 
  1. Procurement Related - See A. Purchasing Policy
  2. Sponsored Programs Administration
  3. All Other
    • Senior Contract Officer
    • Campus Chief Financial Officers
   

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

12 - 003 USNH Signature Authority Guidelines

A. General Guidelines

1. Delegation is to an individual who holds a designated position

2. Delegation is permanent until revoked (n.b., some circumstances may dictate otherwise)

3. Re-delegations may occur (to be considered on a case-by-case basis)

a. Those officials receiving a re-delegation may not re-delegate further unless the delegation specifically allows for further re-delegation

b. Multiple delegations of the same authority are acceptable (e.g., from a Dean to all Department Chairpersons)

c. The Treasurer is to be informed of all re-delegations

d. In all cases of delegation or re-delegation of signature authority, ultimate responsibility for transactions entered into is retained by the position having original signature authority

4. All delegations are to be reviewed on an annual basis, but will not be re-written unless there is a compelling necessity (e.g., title change, etc.)

B. Delegation of Purchasing Authority (Purchase Orders, only)

1. The purchase of goods and services, the sale of surplus/salvage goods and the disposal of any items of value other than real property for the USNH is delegated by the Treasurer to the USNH Director of Purchasing. (See Procedure 6-001: Purchasing Policy). This delegation has no dollar limits.

2. With approval from the Treasurer, the USNH Director of Purchasing may further re-delegate to all purchasing assistants, agents, managers and directors throughout USNH.

C. Delegation for Research and Sponsored Programs (at the University of New Hampshire) Contracts/Agreements

1. The Treasurer will delegate the authority to execute contracts, agreements and other legal documents related to the provision of research or consulting services, or other sponsored programs to the Senior Vice Provost for Research and the Director of Sponsored Programs Administration. These delegations have no dollar limits.

2. These Officers may re-delegate this authority only as specifically noted on the University of New Hampshire Sponsored Programs Administration Institutional Signature Authority Form. See Research - Get Approvals

D. All Other Delegations

1. The Treasurer will delegate authority (subject to dollar limits) to each institution's chief financial officer for the following:

a. student affiliation, internship and/or clinical agreements

b. exchange programs

c. sponsored programs (at UNH the CFO will sign only in the event that neither of the named officials in Section 3.1, above is available)

d. leases and rentals -- revenue

e. leases and rentals expense

f. independent contractor(s) (e.g., consultants; service providers)

g. artistic performances

h. tuition compacts

i. construction and renovation work (some exceptions may apply)

2. CFOs may re-delegate some or all of the authority granted to them

3. The following items are not under the purview of the CFOs, and specific, separate delegations may be made by the Treasurer to those officials who are responsible for these areas:

a. purchase or sale of real property

b. acceptance of gifts of any type (e.g., Board of Trustee policy restricts this to the Chancellor, the Presidents and in the case of real property, to the Financial Affairs Committee of the Board; See BOT VI.B.3: Gifts of Real Property, Equipment, Supplies and Materials; at UNH the UNH Foundation may also accept gifts of any type, see UNH III.C.1: Policy on the Receipt of Gifts.

c. hiring outside legal counsel

d. hiring auditors and/or accountants

e. personnel benefits

f. banking services

g. insurance

h. acquiring an equity interest in start-up companies in exchange for the transfer of technology and other intellectual property (See UNH IV.D: Management of Equity Interests in Start-up Companies).

i. federal, state and local tax returns and other tax-related documents


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

12 - 004 USNH Signature Authority Matrix

USNH Signature Authority Matrix
Procedure 12-004
Issued By: Controller
Issued Date: 03/01/92
Revised Date: 07/01/2013


This document is in review - please check back later for updates


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

12 - 005 What is a Contract?

What is a Contract?
Procedure 12-005

Issued By: Controller
Issued Date: 03/01/92
Revised Date: 07/01/2013


This document is in review - please check back later for updates


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

12 - 006 USNH Purchasing Contract Types

Types of Contracts at USNH

There are three basic purchasing contract types in use throughout the University System of New Hampshire. These definitions (and informational instructions) are to be used as a guide to help everyone to understand what is meant by the terms used by the staff in the campus purchasing offices.

Vendor Pricing Agreements

A vendor pricing agreement (VPA) is for a specific period of time which may be more than one year. There is no guarantee to the vendor that any USNH institution or department will use the agreement, nor is there any guarantee of exclusivity. In addition, there are no minimum usage requirements; however, there may be minimum order requirements. VPAs can be offered by a vendor (e.g., resale agreements); initiated by the state; developed by a campus purchasing office through a competitive process or provided to USNH via its membership in a buying consortium. Examples of buying consortiums include E&I Cooperative Services (E&I), The Cooperative Purchasing Network (TCPN), and Western States Contracting Alliance (WSCA). Either a P-card or purchase order may be used to make purchases from a VPA.

Term Agreement

A term agreement may be established by USNH or a campus purchasing department. Vendors are chosen through a quality based selection process conducted by a selection committee, and there may be more than one vendor/service provider listed for the same term agreement. Term agreements are typically for a three to five year period. The vendor or service provider will provide pricing when presented with a statement of work (SOW). There is no guarantee to the vendor that any USNH campus or department will use the agreement, but departments are encouraged to do so. For some term agreements (e.g., architectural or engineering services) there are maximum amounts that can be spent per SOW and per vendor per year and per campus. A purchase order must be used when buying services from a term agreement vendor.

Purchase Agreement

A Purchase Agreement is usually for a one-time buy. Unless a request for an exception to bid is approved, or a VPA is utilized, the acquisition will require a competitive bid or proposal process. An agreement involving the acquisition of goods will have quality standards specified and there will be specific quantities for each item. An agreement for the acquisition of services will have performance standards specified and a timeframe in which the services are to be delivered. There is always a purchase order associated with the buy. Examples of purchase agreements include obtaining furniture for a new building; equipment acquisitions and obtaining contracted services such as custodial or dining.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

12 - 007 Non-Purchasing Contract Types

USNH Non-Purchasing Contract Types
Procedure 12-007
Issued By: Controller
Issued Date: 03/01/92
Revised Date: 07/01/2013


This document is in review - please check back later for updates


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

12 - 008 USNH Contract Types and Signature Requirements

USNH Contract Types and Signature Requirements
Procedure 12-008
Issued By: Controller
Issued Date: 03/01/92
Revised Date: 07/01/2013


This document is in review - please check back later for updates


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

12 - 009 Contract Review Checklist

 

Contract Review Checklist

(Note: You may print out this document and fill it in; paragraph numbers coincide with those used in the Procedure 12-010: Contract Guidance and Boilerplate Clauses)

Task Check
1. General Information
1.1 Contract Description:
c
1.2 Institution Department:
c
1.3 Other Party to Contact:
c
1.4 Date Reviewed
c
2. Initial Review
2.1 Review contract in its entirety
c
2.2 Ensure that all attachments and exhibits referred to in the contract are attached or available for review
c
2.3 Discuss background facts and circumstances with person or administrator most closely involved
c
3. Identification of Parties
3.1 Is the Institution properly identified
c
3.2 Is the other party properly identified
c
3.3 Are abbreviated descriptions of the parties throughout the contract consistent
c
4. Recitals
4.1 State qualifications of the other party
c
4.2 State expectations and understandings of the Institution
c
5. Term and Termination
[Beware of contracts with fixed terms and no-fault termination in the same document]
5.1 Is there a clearly ascertainable starting and ending date
c
5.1.1 Is a "no-fault" termination prior to a specific ending date appropriate? If so, is the method of notice clear
c
5.2 Provisions for renewal
c
5.2.1 At the Institution's option or by mutual agreement
c
6. Other Termination Provisions
6.1 Termination upon happening of an event
c
6.2 Termination upon payment of stipulated sum
c
6.3 Automatic termination
c
6.4 Termination for unsatisfactory performance
Events of default clauses
c
6.4.1 Does the contract provide for termination in the event of default
  • If so, does it apply with equal force to both parties
  • If there is a disparity, does the purpose of the contract justify it
c
6.4.2 Are events of default described with clarity and specificity
c
6.4.3 Is there a provision for written notification of default to the defaulting party
c
6.4.4 Is there a curative provision
  • Does it cure default upon initiation of curative action
  • Or does it require that curative action be completed before default
c
7. Consideration
7.1 Adequacy of consideration
c
7.2 Is the consideration stated properly and accurately
c
7.3 If cash payments are to be made, does the contract specify when and where payments are due
c
7.4 If cash payments are due to the Institution, will it constitute unrelated business income
c
8. Duties and Obligations
8.1 Are the parties' obligations clear
c
8.1.1 Does the description of a duty or obligation require an explanatory justification
c
8.2 Are there clear time limits or expected time frames
c
8.3 Is the Institution able to fulfill on the timetable required
c
8.4 Are any duties or obligations implied and not clearly assigned
c
8.5 Are any obligations conditional upon a triggering event
c
8.5.1 Is the triggering event defined clearly
c
8.6 Is the location of the performance of each duty and obligation adequately identified
c
8.7 Is each duty and obligation described with sufficient clarity so that the parties know how it will be performed
c
9. Indemnification
9.1 Indemnification by other party to cover:
c
9.1.1 Institution's governing board, officers, faculty, staff, students, employees, agents, contractors, volunteers
c
10. Arbitration Clause/ADR
10.1 Scope of arbitration/ADR clause
c
10.1.1 Does it cover the whole contract or only certain kinds of disputes
c
10.2 Are the particular rules of arbitration identified and acceptable
c
11. Force Majeure Clause
11.1 If present, does the contract address delay in performance caused by force majeure or suspension of payments
c
12. Insurance
12.1 Types of insurance required
c
12.2 Minimum insurance specified
c
12.3 Company acceptable to Institution
c
12.4 Does it provide for proof of insurance
c
12.5 Does it provide that failure to maintain insurance is an event of default
c
12.6 Institution as a named insurer, not just a certificate holder
c
13. Confidentiality Clause
13.1 Is it enforceable under state law
c
13.2 Does it impose a confidentiality requirement on a non-contracting party
c
14. Remedies Clause
14.1 Does the contract clearly specify the only remedies available
c
14.2 Does it provide for liquidated damages
c
14.2.1 Are they related to the actual facts of the contract
c
14.3 Does it provide for cumulative remedies
c
14.4 Does it provide for damages other than actual, i.e., consequential, exemplary, etc.
c
14.5 Does it provide for recovery of attorney's fees, court costs, etc.
c
15. Public Institutions
15.1 Other contracting party gives assurance that:
c
15.1.1  Is not controlled by a State legislator
c
15.1.2 Is not employing any employee of the Institution
c
15.1.3 Will comply and cooperate with applicable Freedom of Information Act (FOIA) provisions
c
15.1.4 No fee was paid to secure this Agreement
c
16. Merger or Entire Agreement Clause (eliminates effect of any oral or "side" agreements)
17. Severability Clause
18. Choice of Law and Venue
19. Assignment Clause
19.1 Permitted or not
c
19.1.1 If so, binding or not on successors
c
20. Notice
20.1 Be sure to include necessary "with copies to"
c
20.2 Any documents to be incorporated by reference
c
21. Gender-Neutrality
22. No Personal Liability
23. Non-discrimination by Both Parties
23.1 ADA Compliance
c
24. Other Party Qualified to do Business in the State
25. Record All Agreements Concerning Real Estate
26. Relationship of the Parties; Independent Contractor, not Partner, Agent, or Joint Venture
27. No Use of Institution Name Without Written Permission
28. Time of the Essence
29. Waiver
30. Execution
30.1 Is signature page in proper format
c
30.2 Does person signing have authority
c
30.3 Are there representations of authority
c
30.4 Provide space for the date of each signature, but clarify "effective date," whether "date of last signature," or "as contained in this agreement"
c
30.5 Should the contract be notarized
c

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

12 - 010 Contract Guidance and Boilerplate Clauses

Contract Guidance and Boilerplate Clauses
Procedure 12-010
Issued By: Controller
Issued Date: 03/01/92
Revised Date: 07/01/2013


This document is in review - please check back later for updates


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

Appendix - Table of Contents

  Issue Date Revised Date  
​A     USNH Forms
E​   ​07/01/2011 ​USNH Banner Documentation
F 01/01/2002 05/20/2014 Fund Attribute Type Values
G
07/01/2011
05/20/2014
Orgn Attribute Type Values
H 07/01/2011 05/20/2014 Acct Attribute Type Values

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

Appendix - 00A USNH Forms

USNH Financial Services Forms

Proc Reference     Form Number Last Update Description
 
04-004
USNH-F44
07/01/2011 
Cash Fund Request - Form
 
 
07/01/2011 
Cash Fund Request - Instructions
04-005
USNH-F45
04/01/2012
Petty Cash Voucher - Form
 
 
04/01/2012
Petty Cash Voucher - Instructions
04-005
USNH-F45A
04/01/2012
Multi-line Petty Cash Voucher - Form
 
 
04/01/2012
Multi-line Petty Cash Voucher - Instructions
04-006
USNH-F46
04/01/2012
Petty Cash Replenishment - Form
 
 
04/01/2012
Petty Cash Replenishment - Instructions
06-019
USNH06-019F
07/07/2011
Exception to Bid (ETB) Form - PDF
06-019
USNH06-019F
07/07/2011
Exception to Bid (ETB) Form - Word
07-117
USNH07-117F
07/01/2011
USNH Travel Pre-Approval/Advance Form - PDF
07-117
USNH07-117X
07/01/2011
USNH Travel Pre-Approval/Advance Form - Excel
07-119
USNH07-119F 
03/25/2013
USNH Personal Reimbursement Form - PDF
 
USNH07-119X 
03/25/2013
USNH Personal Reimbursement Form - Excel
07-119
USNH07-119LR
 
Lost-Document Receipt Form - PDF
 
USNH07-119LRX
 
Lost-Document Receipt Form - Excel

08-010

USNH08-010F 06/01/2006 USNH Transition Allowance Promissory Note
08-010 USNH08-010F2 06/01/2006 USNH Transition Allowance Promissory Note (Optional)
08-011 USNH08-011F 07/01/2011 USNH Request for Honorarium Payment
09-111
USNH09-111F
09/17/2015
USNH PCard Dispute Form
09-105
USNH09-105F
01/13/2016
USNH PCard Application Form
11-010
USNH11-010F
11/01/2012
Equipment Location Form
11-020
USNH11-020F
11/01/2012
Externally Furnished Equipment Form
11-022
USNH11-022F
11/01/2012
Fabrication Project Report
11-023
USNH11-023F
11/01/2012
Off Campus Location (OCL) Form

Appendix - F Fund Related Attributes Values for Fund Related Attributes

Values for fund related Attributes
Active as of 05/20/2014

FBIGBOOK FGIFT2
ACCREXP Accrued Expenses EQP Equipment
ACCUMDEF Accumulated Deficits REF Research Funds - Faculty Support
ACDMTECH Academic Tech Initiative Projects REG Research Funds - Graduate Support
ACEAWARD ACE Awards REU Research Funds - Undergraduate Support
AGENCYFD Agency Funds RSP Research Funds - Special Program/Project
ALUMNIPR Alumni Programs TGR Tuition Grants
AP Accounts Payable TOT Tuition - Other
AR Accounts Receivable ZZNOTAPP Not Applicable
ATHLETIC KSU/PSU Athletics FGIFT3
BAFNDBAL Borrowings Against Fund/ Bal 10KEAINC KEA Income Only
BANKFUND Bank Fund 20KEATTL KEA Total Return
BONDDEBT Bonded Indebtedness 30KEAADJ KEA May/June Activity
BOOKSTOR Bookstore FGFUNH UNH Foundation Operating
BROWNCTR Browne Center UAENMT Enrollment Management
CAPCMPGN Capital Campaigns UAGADM Graduate School Administration
CASHEQUV Cash and Cash Equivalents UAHADM DCE Administration
CENTCOPY Central Copying UAHCEP Continuing Education Programs
CEPSINCT CEPS Departmental Incentives UAPROV Academic Affairs Administration
CNSLTCTR Consulting Center UAUGST Undergraduate Studies
COLSAAES COLSA AES Graduate Support UBANSC Animal & Nutritional Sciences
COLSAFAC Colsa Faculty Startup UBBCHM Biochemistry Molecular Biology
CONFCTR Conference Center UBBIOL Department of Biological Sciences
CONFEVNT Conferences & Events UBDEAN Dean'S Office - Ls & A
CONTFNDS Contingency Funds UBMCBS Molecular, Cellular & Biomedical S
COSTSHAR Grant Cost Sharing Commitments UBMICR Microbiology
CUNRESBE Current Unrestricted - Unfunded Benefit UBNREN Natural Resources & The Environment
CUNRESEG Current Unrestricted - E & G UBNRES Natural Resources
DEPADV Deposits, Advances & Credits UBPBIO Plant Biology
DINING Dining UBRECO Resource Economics&Development
EARNEDTM Earned Time Funds UBTSAS T S A S Thompson School
ECOLINE ECOLine UBZOOL Zoology
ELLIOTTR Elliott Trust UCANTH Anthropology
ENDOTHRE Endowments - Other Funds (Res) UCARTS Art and Art History
ENDOTHUR Endowments - Other Funds (Unres) UCCELB Celebrity Series
ENDPRRES Endowments - Prizes (Restricted) UCCINJ Carsey Institute
ENDSCHOL Endowments - Scholarships (Res) UCCMN0 Communications
ENDWINCM Endowment Income UCDEAN Dean's Office
ESL English Second Language UCEDUC Education
EXCHANGE Exchange Programs UCENGL English
FAMISENT FAMIS Enterprise Implementation UCFRL0 Family Research Lab
FASBN106 Auxilliary Enterprise - FASB106 UCGEOG Geography
FINAID Financial Aid UCHCTR Humanities Center
FRINGBEN Fringe Benefits UCHIST History
FUNDRAIS Fundraising Initiatives UCHUMA Humanities Program
GENMISC Miscellaneous UCLLAC Languages, Literature & Culture
HEF2001 HEFA 2001 UCMUSI Music
HEF2002 HEFA 2002 UCPHIL Philosophy
HEF2005A HEFA 2005A UCPOLT Political Science
HEF2006 HEFA 2006 UCPSYC Psychology
HEF2007 HEFA 2007 UCSOSC Sociology
HEF2009A HEFA 2009A UCTHDA Theatre & Dance
HEF2011 HEFA 2011 UCWS00 Women's Studies Program
HEF2012 HEFA 2012 UDCE00 Civil Engineering Dept
HEF2014 HEFA 2014 UDCHEM Chemistry Dept
HELDBYNH Held by State UDCS00 Computer Science Dept
HLDBYOTH Held by Others UDDEAN Dean's Office - CEPS
HLTHSERV Health Services UDEE00 Electrical & Computer Eng Dept
HLTHWSRV Health and Wellness Services UDESCI Earth Science Dept
HOUSING0 Housing UDKE00 Chemical Engineering Dept
HSPTALTY Hospitality Services: Dining, NEC, Conf. Center UDMATH Mathematics Dept
ICEAWARD ICE Awards UDME00 Mechanical Engineering Dept
IDCTOFAC Faculty Support (Including F&A Return) UDOE00 CEPS Ocean Engineering
INSTRUTV Instructional Tv UDOM00 Center for Coastal and Ocean Mappin
INTEROPL InterOperability Lab UDPHYS Physics Dept
INVSTFND Investment Fund UEACFI Accounting and Finance Department
INVSTINV Investments in Inventory UEDEAN PAUL Dean's Office
INVSTMTS Investments UEECON Economics Department
IODRESRV IOD Reserves UEGRDP Graduate and Executive Programs
KSCBIOPS KSC Biodiesel Operations UEHMGT Hospitality Management Department
KSCITEQU KSC IT Equipment Replacement UEMGMT Management Department
KSCPERK KSC Perkins Loan UEMKTG Marketing Department
KSCSAVNG KSC Savings Incentives UESBDC Small Business Development Center
KSCSPAUL KSC Huntley N Spaulding Loan UFCOMM Communications Disorders
KSCSTLN KSC Student Loans UFDEAN Dean's Office HHS
KSCTULN KSC Tuition Loans UFFS00 Family Studies
KSCUSGRT KSC US Govt Grants Refundable UFHMP0 Health Management & Policy
LIFEINAN Life Income Annuity UFIHPP NH Inst for Health Policy & Practic
LOCALOSR Local Govt Grants/Contracts UFIOD0 Institute on Disability
MAILSERV Mail Services UFKINE Kinesiology Department
MISIT5YR MIS/ITPAC Five Year Plan UFNURS Nursing Department
NHDHHS NH Dept of Health & Human Serv UFOT00 Occupational Therapy
NHDLAH NH Dept of Libr/Arts/Hist Res UFRMP0 Recreation Management & Policy
NHDOT NH Dept of Transportation UFSW00 Social Work
NHDOTHER Other NH State Agencies UGAADM Alumni Affairs Administration
NHDRED NH Dept of Resources & Ec Dev UGPRES UNH President's Office
NHEXEC NH Executive Dept UGRPPE Presidential Events & Programs
NHFSHGAM NH Dept of Fish & Game UGRREL University Comm & Marketing
NHTVTRNS NHPTV Transition UHLRCM UNHL RCM
OTHPRAGN Other Private Agencies UJCCTR Counseling Center
OTHSOF Other Source of Funds UJGREC Campus Recreation
PALLOCFD Unallocated R&A Balances Fund UJHHSC Health Services
PCAPEQUP Capital Equipment Replacement Fund UJLSTD Student and Academic Services
PPDCHRG Prepaid Charges UJMMUB Memorial Union Building
PPEACQUI Property Acquisition UJPDPT Police Department
PPEADAPT Capital Projects Adaption UJRESI Residential Life
PPECAPEQ Capital Equipment Replacement UJSAFO Student Activities
PPECONST New Construction UJVGRK Greek Affairs
PPENOCAP Noncapital Expenditures UJVOMS Multicultural Center
PPEOTHER Other UJVPAS Parents' Association
PPEPLAN Planning UJVSHP SHARPP
PPERENEW Capital Projects Renewal UK1AVP CIS AVP Central
PRGFENDW Private Gifts - Endowment Inc UK3CTZ Client Services & Telecom
PRGFOTHR Private Gifts - Other ULDIMD Dimond Library
PRGFPRIZ Private Gifts - Prizes ULLADM Library Administration
PRGFSCHO Private Gifts - Scholarships UMDEAN UNHM Dean's Office
PRGFUNHF Private Gifts - UNH Foundation UNHLAW UNH School of Law
PRINTING Printing UNTV40 Administration
PRIVGIFT Private Gifts UQHOSP Dining
PROGREVW Program Reviews URRADM VP Research and Public Service
PROJSMRT Project Smart URRCIC CICEET
PROPEQUI Property and Equipment URREHS Environmental Health and Safety
PRWHBEOF Payroll Withholdings - Ben Off URRIOL Interoperability Lab
PRWHPRDP Payroll Withholdings - P/R Dept URRIPM Office of Intellectual Property Mgt
PSCFACLN PSU Faculty Loans URRLCT Leitzel Ctr for Math Sci Eng Educ
PSCPERK PSU Perkins Loan URRMAP Marine Program
PSCSPAUL PSU Huntley N Spaulding Loan URROUT Outreach Scholarship Administration
PSCSTLN PSU Student Loans URRRCC Research Computing Center
PSCUSGRT PSU US Govt Grants Refundable URSEAG Sea Grant Director
PSUSPROJ PSU Special Projects USAADM Athletics Administration
QUPLREST Quasi Pooled Restricted USACHL Cheerleading
QUPLUNRE Quasi Pooled Unrestricted USALSK Life Skills Program
QUSPREST Quasi Specific Restricted USASPM Sports Medicine
RECREATN Recreation USATUT Academic Tutoring
RVLVAP Revolve - A/P and Accrued Exp USAWTR Athletic Weight Room
RVLVDEP Revolve - Deposits & Defer Rev USCSKI Ski Program
RVLVPPD Revolve - Prepaid Expenses USMBKB Men's Basketball
SPORTCMP Sports Camp USMCCT Men's Cross Country Track
STACTFND Student Activity Funds USMFTB Football
STATEBON State Bonds USMHCY Men's Hockey
STDUNION Student Union USMSCR Men's Soccer
STRGINIT Strategic Initiatives USSMEN Men's Sports
STUDTSSN Student SSN Project USSWMN Women's Sports
STUHLTHB Student Health Benefit Plan USWBKB Women's Basketball
STUUNION Student Union USWCCT Women's Cross Country Track
TDSCENTR TDS Center Swing Space Move USWFHK Field Hockey
TECHNCTR Technology Center USWGYM Gymnastics
TELECOMM Telecommunications USWHCY Women's Hockey
TRANSIT0 Wildcat Transit USWLAX Women's Lacrosse
TREASFND Treasurer Transition Fund USWSCR Women's Soccer
TRPLREST True Pooled Restricted USWSWM Women's Swimming
TRPLUNRE True Pooled Unrestricted USWTEN Women's Tennis
UNFNDEMB Unfunded Employee Benefits USWVBL Women's Volleyball
UNHECDVP UNH Energy & Campus Development UTADMN Energy and Campus Development Admin
UNHFOUND Affiliated entities UTDC01 Facilities Design/Construction
UNHITINT IT Initiatives UTDC04 Repair and Renovation
UNHNEC New England Center UTP001 Plant Operations
UNHNRSMT UNH Student Nurses Loan Match UUFAID Institutional Financial Aid
UNHOTHER UNH Other UUINST UNH Institutional
UNHPERK UNH Perkins Loan UXADMS Administration
UNHULN UNH University Loans UXAGRS Agricultural Resources
UNHUSGRT UNH US Govt Grants Refundable UXFHYD 4-H Youth Development
UNIQ-GSC Unique GSC UXFMDV Family Development
UNIQ-KSC Unique KSC UXFRWL Forestry And Wildlife Resources
UNIQ-PSU Unique PSU UXWMRS Water And Marine Resources
UNIQ-UNH Unique UNH UZCC00 Climate Change Research Center
UNRESGFT Unrestricted Gifts/ Bequests UZCX00 Complex Systems Research Center
USBIND US Business & Industry UZSP00 Space Science Center
USDOA US Dept of Agriculture ZZNOTAPP Not Applicable
USDOED NH Dept of Education FGP1TYPE
USDOES NH Dept of Environmental Serv FINAID Financial Aid
USNHCNST USNH Consulting Initiatives SPONSR Sponsored Programs
USNHGEN USNH General Funds ZZNOTAPP Not Applicable
USNHOPER In Support of USNH Operations FGRPMAJ
USNHSIS Strategic Initiatives CURRENT Current Funds
USNOTFP US Non-Profits ENDOW Endowment and Similar Funds
USUNIV US Universities & Colleges LOAN Loan Funds
VENDING0 Vending PLANT Plant Funds
WHEELOCK Wheelock School ZAGENCY Agency Funds
WHITTCTR Whittemore Center Arena ZZZZBANK Bank Funds
ZOINTDES Other Internally Designated ZZZZHOLD Hold-Not otherwise classified
ZOMSCAUX Other Auxiliary Services FGRPMIN
ZOSTDAUX Other Student Auxiliary C1UNREST Current Funds - Unrestricted
FBS23L1 C2RESTRC Current Funds - Restricted
11CURFND Current Funds ENDOW Endowment and Similar Funds
22LOANFD Loan Funds LOAN Loan Funds
33ENDCAM Endowment and Similar, Campuses PINVEST Plant Funds - Net Invested in Plant
45UNHF Endowment and Similar, UNHF PUNEXP Plant Funds - Unexpended
54PLNTFD Plant Funds ZAGENCY Agency Funds
66BANK Bank Fund ZZZZBANK Bank Funds
77AGENCY Agency Funds ZZZZHOLD Hold-Not otherwise classified
FBS23L2 FGSOF
A1CURUNR Current - Unrestricted 1SPONSR Sponsor Fund
A3CURRES Current Restricted 2CSTSHR Cost-Sharing Fund
C1LNUNRE Loan Funds - Unrestricted 3PGMINC Program Income Fund
C3LNREST Loan Funds - Restricted 4EXTCSH External Cost-Sharing Fund
C5LNGOVT Loan Funds - Government Grants ZZNOTAPP Not Applicable
E1ENQUNR Quasi Endowment - Unrestricted FPAU
E3UNQRES Quasi Endowment - Restricted 05_UNHGN University Maintenance
E5ENTRUE Endowments, Primarily Restricted 10_AES Agricultural Experiment Station
E7HBYOTH Held in Trust by Others 15_CTRID Center for Industrial Research Development
E9LIFINC Life Income and Annuity Funds 20_MARIN Marine Research and Development
G1INVPLT Investment in Plant 25_COCTY Cooperative Extension Service Counties
G3UNEXPL Unexpended Plant Funds 30_COEXT Cooperative Extension Service
J1FUNRES UNHF - Unrestricted 35_UNHM UNH at Manchester
J3FREST UNHF - Restricted 40_NHPTV New Hampshire Public Television
J5FQERES UNHF - Quasi-Endowment - Restricted 45_UNHF UNH Foundation
J7FENRES UNHF - Endowment, Primarily Restricted 50_UNHFO UNH Foundation Offset
J9FLFINC UNHF - Life Income and Annuity Funds 55_KSC Keene State College
X1BANK Bank Fund 60_PSC Plymouth State University
X5AGENCY Agency Funds 65_CLL Granite State College
FBSC 67_NHPTV New Hampshire Public Television (NHPTV)
1A Academic Affairs 70_CHANC Chancellor's Office/System
1B College of Life Sciences and Agriculture 75_BANK BK
1C College of Liberal Arts FPROJGRP
1D College of Engineering and Physical Sciences A05SIGNF Significant Funds
1E Peter T Paul College of Business and Economics A10RCRAN Recurring Annual
1F School of Health and Human Services B10FINBD Fund Intentionally Budgeted
1G Central Administration B50BOFDS Budget-Only-Fund
1H UNH School of Law D20PRJNC Projects, Noncapital
1K Computing and Information Services E50IDFAC Internally designated - faculty f&a
1M UNH- Manchester G10ENDOW Endowment Payout Funds
1N New Hampshire Public Television G20GIFTS Gift Funds - No Payout
1Q Business Affairs G30GFTEN Gift Funds With Payout
1R Marine- Research & Public Service RCU J10PJCTN Projection Funds Only
1S Athletics P10CAPTL Projects, Capital
1T Facilities V10EVALU Funds Needing Evaluation
1X Cooperative Extension Z10LOWPR Minimal Balance - Low Priority
1Z Institute for Earth, Oceans, and Space ZZNOTAPP Not Applicable
40 UNH Foundation FPSCPLNT
50 Keene State College AD Adaption
60 Plymouth State University DE Deferred
70 Granite State College IN Infrastructure
80 New Hampshire Public Television (NHPTV) LS Life Safety
90 System/ Chancellor's Office NE New Construction
BK Bank Fund RE Renewal
FCAMPUS RO Routine
1 UNH - Durham, Manchester and UNHF ST Standards Change
5 Keene State College UN Unscheduled
6 Plymouth State University ZZNOTAPP Not Applicable
7 Granite State College FPSUDEPT
8 New Hampshire Public Television (NHPTV) A1PAAAFX Vice President for Academic Affairs
9 Chancellor's Office/System A2PAARTX Art Dept
B Bank Fund A2PAASCX CAS-Dean's Office
FDIVRCM A2PABIOX Biological Sciences Dept
1A0 Academic Affairs A2PACM0X Communications & Media Studies Dept
1B0 College of Life Sciences and Agriculture A2PACSDX Computer Science & Technology Dept
1C0 College of LIberal Arts A2PAENGX English Dept
1D0 College of Engineering and Physical Sciences A2PAENSX Environmental Science & Policy Dept
1E0 Peter T Paul College of Business and Economics A2PAFRLX Languages and Linguistics Dept
1F0 College of Health and Human Services A2PAMATX Mathematics Dept
1G0 General Administration A2PAMUTX Music, Theatre & Dance Dept.
1GB University Advancement A2PANS0X Atmospheric Sciences & Chem Dept
1H0 UNH School of Law A2PAPHYX History & Philosophy Dept
1JA Student Affairs - Service A2PAPS0X Psychology Dept
1JB Student Affairs - Auxiliary A2PASS0X Social Science Dept
1KA Information Technology A3PACOBX CoBA-Dean's Office
1KB Computing and Info. Services - Auxiliary A4PACDFX Ctr Young Children & Families
1L0 Library A4PACRJX Criminal Justice Dept
1M0 UNH - Manchester A4PAECSX Early Childhood Studies Dept
1N0 New Hampshire Public Television A4PAEDUX Elementary Ed & Childhood Studies Dept
1Q0 Business Affairs A4PAEHHX CHHS-Dean's Office
1RA Research Service Unit A4PAETXX Educator Preparation, Office of
1RB Research Centers A4PAHPEX Health & Human Performance Dept
1S0 Athletics A4PANURX Nursing Dept
1T0 Facilities A4PASW0X Social Work Dept
1U0 Institutional Accounts A5PACEDX Div of Online & Continuing Studies
1X0 Cooperative Extension A6PAELLX Educ Ldrshp Learning & Curriculum Dept
1Z0 Institute Earth, Oceans, Space (Centers) A7PAGRNX Sponsored Programs Office
1ZA Institute Earth, Oceans, Space (Marine) A7PALIBX Library
1ZB Institute Earth, Oceans, Space (CCOM) A7PARR0X Registrar's Office
4A0 UNH Foundation A7PAUS0X Undergraduate Studies Office
5A0 Academic Affairs A8PACENX Center for the Environment
5C0 Chief Executive A8PACRSX Global Education Center
5D0 Financial Aid F1PFFMPX Finance and Administration Dept
5E0 Advancement F1PGGNEX General Institutional
5F0 Finance and Planning F2PFBS01 Budget & Accounting Services
5G0 General Institutional F2PFBURS Student Account Services
5H0 Arts and Humanities F2PFCS0X Acct Collection & Mail Services
5J0 Athletics F2PFPURX Purchasing, Disbursement & Cntrct Srvs
5L0 Library F3PFITXX Info Tech Services Dept
5P0 Professional and Graduate Studies F4PBPP0X Physical Plant Dept
5R0 Student Affairs G1PGGNEX General Institutional
5S0 Sciences H1PHATXX Athletics Dept
5T0 Physical Plant P1PPPREX President's Office
6A0 Academic Affairs P2PFHR0X Human Resources Office
6B0 Physical Plant R1PCINAX University Relations Office
6C0 University Relations R2PCPUBX Public Relations Office
6D0 University Advancement R3PBCARX Silver Center for the Arts
6F0 Financial Management S1PSDSAX Vice Pres Enroll Mgt & Stud. Affairs Off.
6G0 General Institutional S2PSADMX Admissions Office
6H0 Intercollegiate Athletics S3PSCP0X University Police Dept
6I0 College of Graduate Studies S3PSFA0X Financial Aid Office
6P0 President S3PSSADX Assoc Dean Student Affairs/Conduct Office
6S0 Student Affairs S3PSWC01 S.A.G.E. Center
6T0 Student Activites Accounting S4PSDINX Dining Services
700 Granite State College S4PSHUBX Hartman Union Building
800 New Hampshire Public Television (NHPTV) S4PSPC01 Counseling & Human Relations Cntr
900 Chancellor's Office/System S4PSRESX Residential Life
BNK Bank Fund V1PCAD0X University Advancement Dept
FGARRA V2PCADAL Alumni Relations Office
NO Not ARRA-funded ZZNOTAPP Not Applicable
YES ARRA-funded FSUBCAMP
FGCAT 1D UNH - Durham
NHDOAXX NH Dept of Agriculture 1H UNH School of Law
NHDOCRX NH Dept of Cultural Resources 1M UNH - Manchester
NHDOEDX NH Dept of Education 1N NH Public Television
NHDOEMX NH Dept of Employment Security 4C UNH Foundation Capital Offset
NHDOESX NH Dept of Environmental Services 4F UNH Foundation
NHDOHHS NH Dept of Health and Human Services 4L UNH Foundation - UNH School of Law
NHDOJXX NH Dept of Justice 4O UNH Foundation Offset
NHDOLXX NH Dept of Labor 5K Keene State College
NHDORED NH Dept of Resources and Economic Development 5Z Keene Endowment Association
NHDOSXX NH Dept of Safety 60 Plymouth State University
NHDOTXX NH Dept of Transportation 6P Plymouth State University
NHEXECD NH Executive Dept 7C Granite State College
NHFSHGA NH Fish and Game Dept 8N New Hampshire Public Television (NHPTV)
NHOTHER Other NH State Agencies 8S NHPB Disaffiliation
USBINHS US Business and Industry Historical Summary 9C USNH Executive Allocation
USDOAXX US Dept of Agriculture 9S USNH Central Services Alloc
USDOCXX US Dept of Commerce BK Bank Fund
USDODXX US Dept of Defense FT2BOTAC
USDOEDX US Dept of Education A10GENOP General Operating Budget (E&G)
USDOENX US Dept of Energy C10AUXIL Auxiliary Funds
USDOHHS US Dept of Health and Human Services Z10OTHER All Other Funds
USDOHUD US Dept of Housing and Urban Development ZZNOTAPP Not Applicable
USDOIXX US Dept of the Interior FT2EXSUM
USDOJXX US Dept of Justice A10GENOP General Operating Budget (E&G)
USDOLXX US Dept of Labor C10AUXIL Auxiliary Funds
USDOSTX US Dept of State D10INTDS Internally Designated Funds
USDOTRN US Dept of Transportation E10WFNDS Other Unrestricted Funds
USDOTRS US Dept of Treasury G10GFNDS Gift Funds
USDOVAX US Dept of Veterans Affairs K10GRNTS Grant Funds
USEPAXX Environmental Protection Agency P10PLANT Plant Funds
USFEMAX Federal Emergency Management Agency Z10OTHER All Other Funds
USLOCAL US Local Government ZZNOTAPP Not Applicable
USNARAX National Archives and Records Administration FUNASCHD
USNASAX National Aeronautics and Space Administration A10RESVS Educational and general
USNFAHX National Foundation on the arts and Humanities C10AUXSV Auxiliary enterprises
USNPRHS US Foundations, Non and Not for Profits Historical E10IDSTI Internally designated - STII
USNSERX Corporation for National Service E15IDSTI Internally designated - STII Unrealized Gains
USNSFXX National Science Foundation E20IDFRP Internally designated - Fringe Benefits Pool
USQUGOV US Quasi-Government E30IDOFR Internally designated - Other employee benefits
USSBAXX Small Business Administration E40IDIFB Internally designated - internal borrowing funding
USSECXX Securities and Exchange Commission E50IDFAC Internally designated - f&a return to faculty
USSSAXX Social Security Administration E60IDGIF Internally designated - unrestricted gift & payout
USSTATE US State Government E70IDOTH Internally designated - all other
USUNVHS US Univ. and College Sponsors Historical Summary G10ULOAN Unrestricted loan funds
USXOTHX Miscellaneous US Sponsor J20XWSBE Unexpended plant - UNH new business building funds
FGGROUP J30XCAPP Unexpended plant - $25M capital appropriation
1USGOVT US Government J40XOTHR Unexpended plant funds - all other
2NHGOVT NH State Government J50XCSIN Unexpended plant - excess interest
3OTHGOV US Local Govt, Other State GOVT and Quasi-Govt M05QBSFR Quasiendowment - USNH Medical Cost Containment
4USBIND US Business and Industry M10QLTDM Quasiendowment - USNH LT Debt Risk Mitigation
5USNONP US Foundations and Non or Not for Profits M15QECOQ Quasiendowment - USNH ECOLine Investment Fund
6USUNIV US Educational Institutions M18Q2009 Quasiendowment - USNH Series 2009A Bonds
7FORGNS Foreign and Multinational Sponsors M20QSCNT Funds functioning as endowment - USNH Contingency
8MISCSP Miscellaneous Sponsor M30QSTII Quasiendowment - USNH LT Treasury Investments
FGIFT1 M40QOSRP Funds functioning as endowment - OSRP
ADJ Adjustment Fund M50QECOL Quasiendowment - UNH ECOLine Savings Fund
BKS Books and Collections M60QPAUL Quasiendowment - Isabel Harriet Paul Fund
CLG Class Gifts M65QUNHL Quasiendowment - UNHL Operations Fund
CPR Campus Public Programs M70QUNHM Funds functioning as endowment - UNHM
FGR Faculty Support M75QALLW Funds functioning as endowment - PSU ALLWell
LOA Loans M80QOTHR Quasiendowment funds - all other
MPA Departmental Programs M90QUH20 Underwater true endowments-campuses
PLT Plant/Maintenance N10QAFFL Funds functioning as endowment - affiliates
PRF Professorships/Chairs R10QUH20 Underwater true endowments-affiliat
PRZ Prizes S10OAFFL Other unrestricted balances - affiliates
PSO Public Service/ Outreach W10GAS45 Unfunded postretirement medical benefits
RES Research Y10WFNDS Other Undesignated funds
SCH Scholarship - No MOU Y20ZFNDS Agency Funds
SCHF Scholarship - Fellowship Z10RESTR NA-Restricted Fund
SCHM Scholarship - Merit Based Z20NIPLT NA-Net Invested in Plant Fund
SCHN Scholarship - Need Based ZZNOTAPP Not Applicable
SCHO Scholarship - Other ZSECURE
SPLT Split Purpose A Auxiliary Enterprise Funds
URS University-wide Unrestricted BK Bank Fund
ZTBD Purpose To Be Determined D Internally Designated Funds
ZZNOTAPP Not Applicable G Current Gifts & Endowment Income
    HEFA HEFA/KEEP Funds
    L Loan Funds
    LU Loan Funds - Unrestricted
    M Life Income & Annuity Funds
    N Investment in Plant Funds
    P1 Sponsored Reseach & Programs
    P2 Sponsored Programs-Appropriation
    Q1 Quasi-Endowment Fund - Unrestricted
    Q2 Quasi-Endowment Fund - Restricted
    T1 True Endowment Funds - Unrestricted
    T2 True Endowment Funds - Restricted
    U Undesignated - PAUs
    W Undesignated-Other
    X Unexpended Plant Funds
    Z Agency Funds

 

Appendix - G ORGN Attribute Type Values

Values of Orgn Related Attributes

 

 


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

Appendix - H Account Code Attribute Type Values

Values of Acct related attributes - Active and not terminated as of 5/20/2014




AATHLTCS ANECSUMM
A02TKTS Ticket Sales A05EGSUP E&G Support
A04SFEES Student Fees A10CONF Conference Revenue
A06GUAR Guarantees A15RENT Rent Revenue
A08CONTR Contributions A20TRANS Transient/Retail
A08THIRD Comp & Benefits Provided by a 3rd Party A25BANQ Banquet & Catering
A10GOVT Direct State or Other Govt Support A30PHONE Telephone Revenue
A12INST Direct Institutional Support A35COMM Commission Revenue
A14INDIR Indirect Facil & Admin Support A40BEV Beverage Revenue
A16NCAA NCAA/Conference Dist Incl Tournament Revenues A45OTHER Other Revenue
A18BROAD Broadcast, Television, Radio & Internet Rights A50INTRV UNH Departmental Revenue
A20PROG Program Sales, Concess., Novelty Sales & Parking C10BEV Beverage Cost
A22ROYAL Royalties, Advertisements & Sponsorships C5FOOD Food Cost
A24CAMP Sports Camp Revenues P05FXSAL Fixed Salaries & Wages
A26ENDOW Endowment & Investment Income P10VRSAL Variable Salaries & Wages
A28OTHER Other Revenue P15FRNGE Fringe Benefits
A30TRIN Transfers In X05CTRL Controllable Costs
E02AID Athletics Student Aid X10BSC BSC Allocation
E04GUAR Guarantees X15OTHER Other Expenses
E10SALFR Salaries, Wages & Fringe Z1TROUT Transfers Out - Prior to 2002
E14SEVER Severence Payments Z2TRIN Transfers In - Prior to 2002
E16RECR Recruiting ZITRIN Transfers In - 2002 and beyond
E18TRAV Team Travel ZOTROUT Transfers Out - 2002 and beyond
E20EQUIP Equipment, Uniforms & Supplies ANHPBACT
E22GAME Game Expenses A10MEMBR Memberships revenue
E24FUND Fund Raising, Marketing & Promotion A20UNDER Corporate underwriting
E26CAMP Sports Camp Expenses A30MJRGV Major giving
E28DIR Direct Facilities, Maintenance & Rental A40AUCTN Auction revenue
E30SPIRT Spirit Groups B10NHGAP State general appropriations
E32INDIR Indirect Facilities & Administrative Support B20CPBGR CPB operating grants
E34MEDIC Medical Expenses & Medical Insurance C10TOWER Tower rental income
E36DUES Membership & Dues D10GFGRT Noncapital gifts and grants
E38OTHER Other Operating Expenses E10OTHER Other income
E40TROUT Transfers Out F10FULLB Benefits-eligible salaries
AAZFUNDS G10NONBN Other salaries
A05STFEE Student Fees H10FRING Fringe benefits
A10CONF Conference Revenue J10PBSFE PBS assessments and fees
A15OTHER Other Revenue K10PLPRE Pledge premium expense
A20PFINE Parking Fines L10PROAQ Program acquisition exp (non-PBS)
A25PPERM Parking Permits M10CENTR Central service allocations
A50INTRV UNH Departmental Revenue N10UTILY Utilities and facilites assessments
E05SW Salary & Wages P10DEPBL Depreciation-buildings/improvements
E10FRNGE Fringe Benefits Q10OTHER Other expenses
E15SUPTR Supply and Travel Q50NONOP Other Nonoperating (Revenue)Expense
E20EQUIP Equipment and Repairs R10TRANS Intrasystem transfers
E25RESAL Goods for Resale S10NHCAP State capital appropriations
E30FACIL Facilities Assessment T10DEPEQ Depreciation-equipment
E35DEBT Debt Service U10ENDRT Endowment return net of amount used
E40GENAS General Assessment X10PLTGL Other plant changes
E41UFUND University Fund - Hold Harmless Y10OTHCH Other changes in net assets
E42INTAL Internal Allocations Z10ADRSV Addition to-use of reserves
E43TRANS Int Alloc - Transportation ZZNOTAPP Not Applicable
E45OTHER Other Expenses ARCMPL
T05REPL Replacements & Renovations 1FFACINS Faculty Instruction - Full Time Temp
T10IN Other Transfers In (2002 and Beyond) 1FFRNGE Fringe Benefits - Full
T15IN Other Tranfers In (Prior to 2002) 1FSTFFT Staff - Full Time Temporary
ACHGREST 3PFACINS Faculty Instruction - Part Time
R05GTGRC Gift, Grants & Other Receipts 3PFRNGE Fringe Benefits - Part Time/Full Time Temp
R10CSTRN Cost Share Transfers 3PSTFPT Staff - Part Time
R15TRANS Other Transfers 3PSUMINS Summer Instruction - Part Time
R20SALWG Salaries & Wages 5BFACAYI AY Faculty - Addl Pay - AY Instruction
R25FRING Fringe Benefits 5BFACAYN AY Faculty - Addl Pay - Non Instruction
R30SUPEX Supplies & Other Expenses 5BFACCAS Faculty Non Instruction - Casual
R35EQUIP Equipment 5BFRNGE Fringe Benefits - Base Rate
R40INDCR Indirect Cost Recovered 5BSTFAP Staff - Addl Pay
ACRFBAL 5BSTFOT Staff - Other - Base Rate
BGIFTS Gifts, Grants, and Other Receipts 5BSUMGRD Graduate Summer Stipend
DCOSTSH Cost Sharing Transfers In (Out) 5BSUMINS Summer Instruction - AY Fac Addl Pay/Grad
FOTHTRAN Other Transfers In (Out) 6POSTDOC Post Docs
HSALARY Salaries, Wages & Fringe Benefits 7NSTFOT Staff - Other - No Benefits
JSUPPLY Supplies & Expenses A02_UTU Undergraduate Tuition
MEQUIP Equipment & Library Books A04_GTU Graduate Tuition
PIDCREC Indirect Costs Recovered A06_STU Summer Session Tuition
ACTVSDET A08_NCT Non Credit Tuition
A05UGRES Undergraduate tuition - resident A10_CFE Course Fees
A15UGNRS Undergraduate tuition - non resident A12_DFE Differential Tuition
A20UGNER Undergraduate tuition - NE regional A16_OFE Other Fees
A25UGALC Undergraduate tuition allocation A18_MFE Mandatory Fees
A90UGAID Undergraduate financial aid A20_TFE Technology Fees
A99RCMUG Undergraduate net tuition - alloc to central admin A22_SFE Student Fees
B05GRRES Graduate tuition - resident A24_ICR Indirect Cost Recovery
B15GRNRS Graduate tuition - non resident A26_PAU PAU Allocation
B20GRNER Graduate tuition - NE Regional A28_STA State Appropriations
B25GRALC Intercollege graduate tuition alloc A29_RES State Appropriation Rescission
B90GRAID Graduate financial aid A30_UFU State Appropriations - Subvention
B99RCMGR Graduate net tuition - alloc to central admin A32_CBC State Appropriations - CBC Allocation
C05CEUDG Continuing ed tuition - undergraduate A34_RPO PO Carryforwards
C15CEGRD Continuing ed tuition - graduate A36_RBU Budgeted Use of Reserves
C25CESUM Continuing ed tuition - summer A38_SAS Department Sales and Services
C35CEWTR Continuing ed tuition - January/Winterim A40_GCO Grants and Contracts
C45CENCR Continuing ed tuition - non credit A42_STC State Appropriations - Capital Projects
C50CEOTH Continuing ed tuition - other A44_CSH Cost Sharing
C90CEAID Continuing ed financial aid A46_GFT Gifts
C99RCMCE Continuing ed net tuition - alloc to central admin A48_END Endowment Income
D05STFEE Student fee revenue A50_INV Investment Income
D99RCMFE Student fee revenue - alloc to central admin A52_INT Interest Income
E90OTAID Other financial aid A54_OTH Other Revenue
F12STPAU PAU allocation ATA_MTR Mandatory Transfers In
F14STATE State appropriations ATB_NMP Non Mandatory Transfers In - CPS
F16STRES State appropriation rescission ATC_NMM Non Mandatory Transfers In - Other UNHM
F18STSUB State appropriations - subvention ATD_NMH Non Mandatory Transfers In - Honors
F20STCBC State appropriations - CBC allocation ATE_NMA Non Mandatory Transfers In - CBC 1 Time
G25GRCON Grants & contracts - direct ATF_NMT Non Mandatory Transfers In - Tech Fees
G27GRCFA Grants & contracts - F&A recovery ATG_NMU Non Mandatory Transfers In - Ufund Hold Harmless
G29FPELL Federal Pell grants ATH_NMC State Appropriations - CBC Allocation
G30STIIN Operating investment income ATI_NMR Non-Mandatory Transfers In - R&R
G40GIFTS Gifts revenue ATK_NMO Non-Mandatory Transfers In - Other
G50EPYOT Endowment income used in operations BTA_MTR Mandatory Transfers In
G60AXREV Sales of auxiliary services BTB_NMP Non-Mandatory Transfers In-CPS
G69RCMRB Sales of aux services - alloc to central admin BTC_NMM Non-Mandatory Transfers In-Other UNHM
G70OTHRV Other operating revenue BTC_NMN Non-Mandatory Transfers In-Other UNHM
G79RCMRV Other operating revenue - alloc to central admin BTD_NMH Non-Mandatory Transfers In-Honors
H10NHCAP State capital appropriations BTE_NMA Non-Mandatory Transfers In-CBC 1 time
H20PLTGL Other plant changes BTF_NMT Non-Mandatory Transfers In-Tech Fees
H30ENDRT Endowment return net of amount used BTG_NMU University Fund Subvention Aux Alloc
J05FAAUP Faculty/Librarian - AAUP BTH_NMC Non-Mandatory Transfers In-Ufund CBC Permanent
J07KSCEA Faculty/Librarian - KSCEA BTI_NMR Non-Mandatory Transfers In-R&R
J10NONUN Faculty/Librarian - non union BTJ_CS1 Non-Mandatory Transfers In - CS Salary
J15PATST Professional, admin & technical staff BTJ_CS3 Non-Mandatory Transfers In - CS Fringe
J20OPSTF Operating staff BTJ_CS5 Non-Mandatory Transfers In - CS Other
J25ACADA Academic administrators BTK_NMO Non-Mandatory Transfers In-Other
J30EXTED Extension educators E02_UFA Undergraduate Financial Aid
J35OTHER Other salary - budget only E04_GFA Graduate Financial Aid
M03FACSM Summer instr - fac addtl pay/grad E06_OFA Other Financial Aid
M04ADJSM Summer instr - fac adjunct E08_INA Internal Allocations
M05FACAD Faculty addtl pay - other E10_FAA Full Benefits Faculty - AAUP
M10FACPT Faculty part time/casual/FT temp E12_FNA Full Benefits Faculty - Non AAUP
M14FACKA KSCAA adjunct in unit E14_PAT Full Benefits - PAT
M15FACKS KSC adjunct non unit E16_OST Full Benefits - OS
M16FACPA Teaching Lecturer PSUSEA E18_AAD Full Benefits - Academic Administrator
M20STFAD Staff additional pay E20_EED Full Benefits - Extension Educator
M25STFPT Staff part time/casual/FT temp E22_VPL Variance Pool - Budget Only
M30GRADS Grad summer stipend E24_CSP Cost Sharing - Salaries and Wages
M35PSTDC Post Docs E26_CIP Continuing Increases - Budget Only
N05FACLY Faculty - no benefits E28_FOT Full Benefits - Other
N10STAFF Staff - no benefits E30_FSS FICA Only Faculty - Summer Instructional
N15GRADS Grads - no benefits E32_FAY FICA Only Faculty - AY Instructional
N20STDNT Students - no benefits E34_FAD FICA Only Faculty - Other Additional Pay
P10FFULL Fringe benefits - full E36_SAP FICA Only - Staff Additional Pay
P20FPART Fringe benefits - partial/base rate E38_GSS FICA Only - Graduate Summer Stipend
P30OTHER Fringe benefits - other E40_STL FICA Only - Other Salaries/Wages
P40FUSNH Fringe benefits - System pool E42_GST No Benefits - Graduate Stipends
P50NHPTV Fringe benefits - NHPTV pool E44_NFR No Benefits - Other Salaries/Wages
Q10GDSRV Goods & services E46_FFR Fringe Benefits - Full
Q15INTAL Internal allocations E48_PFR Fringe Benefits - FICA Only
Q17STRIN System strategic initiatives allocations E50_SUP Goods & Services
Q20TRAVL Travel E52_CSH Cost Sharing
Q30EQUIP Equipment and plant activity E54_EQU Equipment
Q40LIBRY Library materials E56_CAP Capital Expenditures
Q50BUDCN Budgeted contingency E58_DEP Depreciation
R05CENTL RCM central admin funding E60_EQL Library Acquisitions
R10FACIL RCM facilities assessment E62_UTL Utilities
R20GENRL RCM general assessment E64_TRA Travel
R40RECOV RCM facilities assessment recovery E66_BCO Budgeted Contingency
R50UFUND RCM university fund subvention allocation E68_SYS System Support Allocations
R55ECOLN ECOLine assessment E70_RCF Facilities Services Allocation
R60OTHER Internal admin/PPOM/public safety E72_RCG General Assessment
S10CENSV Central services allocations E74_RCA Academic Affairs Assessment
T10UTILY Utilities E76_RCO RCM Assessment Recovery
U10PRATR Transfers for plant renovation & adaption E76_UTL Utilities
U20DEBTR Transfers for debt service ETA_MTR Mandatory Transfers Out
V30TRGEN Other transfers, net - general funds ETB_NMP Non Mandatory Transfers Out - CPS
V35TRAUX Other transfers, net - aux funds ETC_NMM Non Mandatory Transfers Out - Other UNHM
V40TRINT Other transfers, net - int des funds ETD_NMH Non Mandatory Transfers Out - Honors
V42TRFAC Other transfers, net - faculty start up ETE_NMA Non Mandatory Transfers Out - CBC 1 Time
V43TRNPI Other transfers, net - PI F&A share ETF_NMT Non Mandatory Transfers Out - Tech Fees
V45TRCSR Other transfers, net - cost share ETG_NMU Non Mandatory Transfers Out - Ufund Hold Harmless
V50TRCPR Other transfers, net - capital projects ETH_NMC Non Mandatory Transfers Out - UFund CBC Permanent
V55TRCPE Other transfers, net - cap equipment ETI_NMR Non-Mandatory Transfers Out - R&R
V60TRIFP Other transfers, net - repay IFB prin ETK_NMO Non Mandatory Transfers Out - Other
V65TRIFI Other transfers, net - repay IFB int FTA_MTR Mandatory Transfers Out
V80STRIN Other transfers, net - strategic initiatives FTB_NMP Non-Mandatory Transfers Out-CPS
V90TROTH Other transfers, net - all other FTC_NMM Non-Mandatory Transfers Out-Other UNHM
V99RCMTR Other transfers, net - central admin funding FTD_NMH Non-Mandatory Transfers Out-Honors
W10DEPRE Depreciation of plant and equipment FTE_NMA Non-Mandatory Transfers Out-CBC 1 time
W20INTRT Interest expense, net FTF_NMT Non-Mandatory Transfers Out-Tech Fees
X10GAS45 Postretirement medical actuarial expense FTG_NMU University Fund Subvention Aux Alloc
Y10OTHCH Other changes in net assets FTH_NMC Non-Mandatory Transfers Out-Ufund CBC Permanent
Z10ADRSV Addition to (use of) reserves FTI_NMR Non-Mandatory Transfers Out-R&R
ZZNOTAPP Not Applicable FTJ_CS1 Non-Mandatory Transfers Out - CS Salary
A10RESTU Resident tuition FTJ_CS3 Non-Mandatory Transfers Out - CS Fringe
A20NREST Nonresident tuition FTJ_CS5 Non-Mandatory Transfers Out - CS Other
A30TUREA Tuition reallocation FTK_NCO Non-Mandatory Transfers Out-Cost Share
C10CONTG Continuing education tuition FTK_NMO Non-Mandatory Transfers Out-Other
C20STFEE Student fees revenue ARCMPL2
E10FNAID Financial aid ATUITION Tuition
G10NHGAP State general appropriations BFINAID Financial Aid
G20GRCON Grants and contracts revenue CFEES Fees
G25FPELL Federal Pell grants DIDC F&A Recovery
G30STIIN Operating investment income ESTATAPP State Appropriations
G40GIFTS Gifts revenue FUFUND University Fund
G50EPYOT Endowment income used in operations GRESERVE Use of Reserves
G60AXREV Sales of auxiliary services HMANTRAN Mandatory Transfers In
G70OTHRV Other operating revenue INMTTRAN Non-Mandatory Transfers In
H10NHCAP State capital appropriations JOTHREV Other Revenue
H20PLTGL Plant gifts, grants and other changes KSALFULL Salaries & Wages - Full Benefits
H30ENDRT Endowment return net of amount used LFACSUM Faculty - Summer Session
J10SALWG Salaries and wages LFACZOTH Faculty - Academic Year/Other
J20FRNGE Employee benefits LGRAD Graduate Students Summer
L10SUPLY Supplies and services LSALFICA Salaries & Wages - FICA Only
L20PLANT Plant operations allocations LSTAFF Staff - Other
L30CENSV Central services allocations MSALNOFR Salaries & Wages - No Fringe
L40UTILY Utilities NFRINGE Fringe Benefits
N10PRATR Transfers for plant renov & adaption OOTHEXP Other Expenditures
N20DEBTR Transfers for debt service PNMTTRAN Non-Mandatory Transfers Out
N30TROTH Other transfers, net QASSESS Assessments
P10DEPRE Depreciation of plant and equipment ATRTBEN
P20INTRT Interest expense, net A05RESTU Resident Tuition
R10GAS45 Postretirement medical actuarial A10NREST Non-Resident Tuition
U10OTHER Other chgs impacting op margin, net A15TUREA Tuition Reallocation
W10OTHCH Other changes in net assets A20FNAID Financial Aid
Z10ADRSV Addition to-use of reserves C25CONTG Continuing Education
ZZNOTAPP Not Applicable C30STFEE Student Fees
ADINDET E35NHPAU State Appropriations
A05STFEE Student Fees E40STIIN Short-term Investment Income
A10CONF Conference Revenue E45IDCRV IDC
A15RENT Rent Revenue E50OTHER Other Sources
A20TRANS Transient/Retail G55RSUSE Use of Reserves
A25BANQ Banquets & Catering G60TRFIN Transfers In
A30CAT Cat's Cache H2NOBENE No Benefits
A35OTHER Other Revenue H4PARTBE Partial Benefits
M05PROF Professional Staff-Mgmt H6FULLBE Full Benefits
M10ASSOC Associates - OS/SS H7SPCBEN Rate Specified Benefits
M15VAC Vacancy/Salary Increase H8OTHER Undistributed Salary (Budget Only)
M20FRNGE Prof/Assoc Fringe Benefits H9OTHER Undistributed Salary Cont Increases (Budget Only)
M25BEN Hourly/Student Benefits J10FRING Fringe Benefits
M30HOUR Hourly Labor J15UNFRG Unfunded Fringe
M35STUD Student Labor M05SUPLY Supplies and Miscellaneous Expenses
M40CWS College Workstudy M10LIBRY Library Books and Periodicals
M45OTHER Other Fringe M15EQUIP Equipment
P05TRAV Travel M20UTILY Utilities (Electricity, Oil, etc)
P10OPSUP General Operating Supplies O00SYSTM System Support
P10SUPP General Operating Supplies T05PLANT Plant operations & Admin Recovery
P15PRINT Printing & Copying T15RNR Repairs and Renovations
P20MAINT Maintenance & Repairs T20CENTR Central Services Support
P25LINEN Linen Rental T25OTHTR Other
P30RENT Equipment Rental ATRTJOB
P35PROF Professional Services A05RESTU Resident Tuition
P40LICEN Licensing Fees A05RESUG Resident Undergrad Tuition
P45COMM Commission Fees A05RSGRD Resident Graduate Tuition
P50TELE Telecommunications A10NREST Non-Resident Tuition
P55MAIL Mail Services A10NREUG Non-Resident Undergrad Tuition
P60MEMB Memberships A10NRGRD Non-Resident Graduate Tuition
P65MEAL Business Meals A15TUREA Tuition Reallocation
P70ADV Advertising A20FNAID Financial Aid
P75EQUIP Equipment C25CONTG Continuing Education
P80OTHER Other Support C30STFEE Student Fees
R05FOOD Food & Beverage E35NHPAU State Appropriations
R10WARES Small Wares E40STIIN Short-term Investment Income
R15OTHER Other Resale E45IDCRV IDC
Z05BSC BSC Allocation E50OTHER Other Sources
Z10OUT Other Transfers Out G55RSUSE Use of Reserves
Z15OUT Other Transfers Out (prior to 2002) G60TRFIN Transfers In
Z20IN Other Transfers In H05FACUL Faculty
Z25IN Other Transfers In (Prior to 2002) H10LIBRA Librarian
ADINSUM H15GRADS Graduate
A05STFEE Student Fees H20ACADA Academic Admin
A10CONF Conference Revenue H25PRINC Principal Admin
A15RENT Rent Revenue H30PAT PAT
A20TRANS Transient/Retail H35EXTEN Extension Educators
A25BANQ Banquets & Catering H40OPSTF Operating Staff
A30CAT Cat's Cache H45STULB Student
A35OTHER Other Revenue H50CASUL Casual
M05PROF Professional Staff-Mgmt H55RETIR Retirees/SIP's/Trans
M10ASSOC Associates - OS/SS H60OTHER Undistributed Salary Cont Increase(Budget Only)
M15VAC Vacancy/Salary Increase H80OTHER Undistributed Salary (Budget Only)
M20FRNGE Professional/Associate Fringe Benefits H90OTHER Undistributed Salary Cont Increase(Budget Only)
M25HOURA Hourly/Student Associates J10FRING Fringe Benefits
M30HOURB Hourly/Student Benefits J15UNFRG Unfunded Fringe
M35OTHER Other Fringe M05SUPLY Supplies and Miscellaneous Expenses
P05TRAV Travel M10LIBRY Library Books and Periodicals
P10SUPP Supplies/Support M15EQUIP Equipment
P15MAINT Maintenance & Repairs M20UTILY Utilities (Electricity, Oil, etc)
P20EQUIP Equipment O00SYSTM System Support
P25OTHER Other Support T05PLANT Plant Operations & Admin Recovery
R05FOOD Food & Beverage T15RNR Repairs and Renovations
R10WARES Small Wares T20CENTR Central Services Support
R15OTHER Other Resale T25OTHTR Other
X05FACIL Facilities Assessment ATUITION Net Degree Tuition
X07RENT Rent CSTUFEES Continuing Education and Student Fees
X10GENE General Assessment EOTHREV Revenue From Sources Other Than Tuition and Fees
X11GEN82 General Assessment Offset (Prior to 2002) GTRANSIN Transfers In
X11GEN8I General Assessment Offset JPERSONL Personnel, Wages and Fringe Benefits
X15BSC BSC Allocation MSUPPEXP Supplies & Expenses
X20DEBT Debt Service TTRANSOT Transfers Out and Other Expenditures
X25REPR Repair & Renovations ATRUSTEE
X30OTHER Other Overhead Out A05RESTU Resident Tuition
X35IN8I Other Overhead In A10NREST Nonresident Tuition
X40IN82 Other Overhead In (Prior to 2002) A15TUREA Tuition Reallocation
AFNETAST A20FNAID Financial Aid
AC05FCSH Cash and cash equivalents C25CONTG Continuing Education
AC10FARC Accounts Receivable C30STFEE Student Fees
AC15FPLG Pledges Receivable - current E35NHAPP State Appropriations
AC20OTHR Other current assets E40STIIN Short-Term Investment Income
AN05FBOK Noncurrent Asset - Endowment Book Value E45IDCRV Indirect Cost Recovery
AN10FREL Noncurrent Asset - Endowment Realized Gains E50OTHER Other Sources
AN15FAPR Noncurrent Asset - Endowment Appr G55RSUSE Use of Reserves
AN20FMKT Endowment and similar investments G60TRFIN Transfers in
AN25FOIN Other investments J05WAGES Salaries and Wages
AN27FPRC Pledges Receivable J10FRING Fringe Benefits
AN30FOTH Other assets J15UNFRG Unfunded Fringe
FBALUNHF UNHF Net Assets (fund balance) M05SUPLY Supplies and Miscellaneous Expenses
LC05FACP Accounts payable and accrued expen M10LIBRY Library Books and Periodicals
LC10FAEX Current Liab - UNHF Accrued Expenses M15EQUIP Equipment
LC15FOTH Obligations under life income - current M20UTILY Utilities (Electricity, Oil, etc.)
LN05FLTD Obligations under life income agreements O00SYSTM System & Central Services Support
LN10FOTH Accrued employee benefits T05PLANT Plant Operations & Admin Recovery
NA10BOOK Historical gift value of endowment T10SYSTM System Support
NA15GAIN Accumulated net gain on endow T15RNR Repairs and Renovations
NA20QUAS Market value of funds functioning T20CENTR Central Services Support
NA25LFIN Life income and annuity funds T25OTHTR Other Nonmandatory Transfers Out
NA30REST Gifts, grants and contracts AUNADEBT
NA35LOAN Loan funds BUDGET Include/UNA to Debt ratio-budg prep liab addition
NA40GNAF Accumulated net gains on endow BUDOFF Include/UNA to Debt ratio-budg prep liab reduction
NA45OTAF Other INCLUDE Included in UNA to Debt ratio calculation
NA50UNRE Unrestricted INCNEW Included in UNA to Debt ratio - new issues
AFRINGE ZZNOTAPP Not Applicable
10FAFG All Fund Groups AUNETAST
20FTF Transfer Funds AC05CASH Cash and cash equivalents
41FMCC Medical Cost Recoveries AC07STIN Short term investments
41FMCCA Medical Cost Recoveries AC10AREC Accounts receivable
42FFRBR Fringe Benefit Rebate AC12ARNH Accounts receivable - State of NH appropriations
43FMPD Medicare Part D AC13PREC Pledges receivable - current portion
44FHINC Health Incentives AC15NREC Notes receivable - current portion
44FHINCA Health Incentives AC20INVN Inventory on Hand
45FTMGT Talent Management AC20OTHR Current Asset - Other
46FTHRA Transfers to HRA fund AC20PRPD Prepaid expenses and other current assets
47FFICA Base benefit distribution (FICA) AC25IFBR Interfund Borrowngs
49FOTHR Other Funds AN05INBD Debt proceeds held by others
50ECOMAB Compensated Absences AN10EAPR Noncurrent Asset - Endowment Appr
60EMEDCL Medical and Dental Benefits AN15EBOK Noncurrent Asset - Endowment Book Value
70ERETC Retirement Contributions AN19LTIN Long-term operating investments
91ECESF Campus ER/SIP Funds AN20EMKT Endowment and similar investments
99EOTHR Other Expenses AN20EREL Noncurrent Asset - Endowment Realized Gains
AFSRECNA AN25OINV Noncurrent Asset - Other Investment
A05FGIFT UNHF Gifts and Contributions AN27PREC Pledges Receivable
A10FSPPT UNHF Support from UNH AN30NREC Notes receivable
A15FINVS UNHF Investment income AN35PPEQ Property and equipment, net
A20FEINC UNHF Endowment income AN40OTHR Other assets
A30FGNLS UNHF gain(loss) on Investments AN98ACCH Acc decrease in fair value of hedge derivatives
A35FYLD Gains to Support Distribution AN99ACLS Acctg loss on debt refinancing, net
A40OTHRV Other operating revenue FUNDBALN Net assets (fund balance)
B05FGIFT UNHF Gift Trans to UNH IF05DFIN Deferred inflows of resources
B10FPYOT UNHF Dist to UNH for Endowed Prg LC01IFBP Interfund borrowings payable
B15FSLFR UNHF Salaries,Wages & Fringe LC05ACPY Accounts payable and accrued expenses
B20FCPEQ Capitalizable expenses LC10DPDF Deposits and unearned revenues
B30FSUPY Supplies & Other Oper Expenses LC15AEXP Medical claims reserve liability
B35FINTR Interest on indebtedness LC20LTDT Long-term debt - current portion
B55FMTRN UNHF Mandatory transfers LC25ACEB Accrued employee benefits - current portion
B60FNTRN UNHF Non-mandatory transfers LC30ACEB Postretirement medical benefits-current portion
C05FOTRE Other Non-Operating Revenue LN05LINC Obligations under life income agree
C10FOEXP UNHF Other non-operating expense LN10PERK Government advances refundable
AFUNCGRP LN15LTDT Long-term debt
ALLOC Internal Allocations for Functional Reports LN20ACEB Accrued employee benefits
EXPENSE Other Expenditures for Functional Reports LN30ACEB Postretirement medical benefits
TRANSFER Transfers for Functional Reports LN40DFOB Derivative instruments - interest rate swaps
ZZNOTAPP Not Applicable for Functional Reports LN99DFIN Deferred Inflows of Resources
AGROUP NA05NTIN Net investment in plant
1ASSETS Assets NA10BOOK Historical gift value of endowment
1MDEFOUT Deferred Outflows of Resources NA15GAIN Accumulated net gains on endow
2LIAB Liabilities NA20QUAS Market value of funds functioning
2MDEFIN Deferred Inflows of Resources NA25LFIN Life income and annuity funds
3FBAL Fund Balances NA30REST Gifts, grants and contracts
AREVENUE Revenues NA35LOAN Loan funds
BEXPENSE Expenses NA40GNAF Accumulated net gains on endow
MANDTRAN Mandatory Transfers NA45OTAF Other
NONMTRAN Non-Mandatory Transfers NA50UNRE Unrestricted
AGRPMIN OF05ACCH Accum change in derivative value
A05_TUIT Tuition & Fees OF10ACLS Acctg loss on debt refunding, net
A10_FAID Financial Aid ZZNOTAPP Not Applicable
A15_FAPP Federal Appropriations AUSALCAT
A20_SAPP State Appropriations FACFLBEN Faculty full benefits
A21_SCAP State Capital Appropriations FACNOBEN Faculty no benefits
A25_GIFT Private Gifts FACPTBEN Faculty partial benefits
A30_GOVT Government Grants & Contracts HRLNOBEN Hourly/Student non benefits
A35_PRIV Private Grants and Contracts NONSALRY Non salary
A40_ENDW Endowment Income STFFLBEN Staff full benefits
A45_INVT Investment Income STFPTBEN Staff partial benefits
A50_GAIN Net Gains/(Losses) on Investments AUSRECNA
A55_SALE Sales of Educational Activities A01RESTU Resident tuition
A60_OTHR Other Sources A04NRTUI Nonresident tuition
A65_RSVS Use of Reserves A05TUFEE Tuition and Fees
A70_AUXR Auxiliary Revenues A06CNTED Continuing education tuition
E05_WAGE Salary & Wages A07STFEE Student fees revenue
E10_FRNG Fringe Benefits A10SFNAD Student financial aid
E15_SUPP Supplies A15GVGRC Grant and Contracts
E20_LIBR Library Acquisitions A20PRGRC Private Grants & Contracts
E25_SERV Professional Services A25AXREV Sales of auxiliary services
E30_MATR Material for Resale A30OTHRV Other operating revenue
E35_SCNT Sub-Contracts AC07STIN Short term investments
E40_UTIL Utilities B05SALWG Salaries & Wages
E43_EQUI Equipment B10FRNGE Fringe Benefits
E45_DEPR Depreciation B15CAPTL Capitalizable expenses
E47_CONS Construction B20SUPLY Supplies & Services
E50_IEXP Interest Expense B25UTILY Utilities
E55_OTHR Other Expenditures B30SBCON Subcontracts
E60_RSVS Reserves B35DEPRE Depreciation
T05_MAND Mandatory Transfers B50MTRAN Mandatory transfers
T10_NMAN Non-Mandatory Transfers B55NTRAN Non-mandatory transfers
AGRT110 C05STAPR State of New Hampshire general appropriations
10PERSNL Personnel C08FPELL Federal Pell grants
20FRINGE Fringe Benefits C10PVGFT Gifts
30TRAVEL Travel C15ENDIC Endowment income
40EQUIP Equipment C15INVIC Endowment and Investment income
50SUPPLY Supplies C17ENDIN Endowment Income
55STUDSP Tuition/Participant Support C20GNLSS Endowment gain/loss
60CONTRC Contractual C20INVIC Operating investment income, net
70OTHER Other C25EPYOT Endowment return used for operations
80INDIRC Indirect Costs C25INTDT Interest expense, net
AGRTNHED C30INTDT Interest expense, net
100PERS Salaries and Wages C40OTHEX Other nonoperating revenue (expense)
200FB Fringe Benefits D05STAPR State of New Hampshire capital appropriations
300PRSRV Professional Services D15PLGGC Plant gifts, grants and other changes, net
400MISC Travel, Telecom, Printing, Mail Services D30GNLSS Endowment gain (loss) - Net
500MTREP Maintenance and Repairs D35YIELD Gains to Support Distribution
600SUPPL Supplies D40SITEM Other changes in net assets
700EQUIP Equipment D45RESER Addition to - use of reserves
800OTHER Other ZSECURE
900IDC Indirect Costs 11 Current Assets
AGRTPROF 12 Non-Current Assets
10FACUL Faculty 16 Deferred Outflows of Resources
10LIBR Librarian 21 Current Liabilities
11GRAD Graduate 22 Long Term Liabilities
12ADMIN Administrators 26 Deferred Inflows of Resources
12PAT Professional, Administrative & Technical Staff 31 Control Accounts
13EE Extension Educators 41 Fund Balance
13OPSTF Operating Staff 51 Tuition and Fees
14STUDNT Student Labor 52 Appropriations
15CASUAL Casual Labor 53 Sponsored Programs
15RETIRE Retiree's / SIPs / Trans 54 Gifts
19UNDIST Undistributed Salary Increases (Budget) 55 Endowment/Investment Income
20FRINGE Fringe Benefits 56 Sales of Educational Activities
30TRAVEL Travel 57 Other Sources
40EQUIP Equipment 58 Budgeted Use of Reserves
50SUPPLY Supplies 59 Auxiliary Enterprises
60CONTRC Contractual 5Z Transfers In
70OTHER Other Expenses 61 Salaries and Wages
75TRANS Transfers (In)/Out 65 Fringe Benefits
80INDIRC Indirect Costs 71 Support
    7102 Foreign Travel
    7170 Consulting
    72 Student and/or Participant Support
    73 Subcontracts
    74 Capitalizable Plant and Equipment
    75 Reserves - Budget Only
    76 F&A and Internal Allocations
    77 Library Acquisitions
    78 Utilities
    79 Reserves - Budget Only
    7Z Transfers Out
    81 Transfers Out
    82 Transfers In
    96 Fund Deductions