Financial: Categories: Policies: University Policies: Indiana University

Skip to Content
Skip to Search
Skip to Navigation

Policies

Categories

Financial

These policies concern all IU financial operations. Areas include accounting; budgets; contracts and grants; insurance, loss control, and claims; licensing and trademarks; payroll; purchasing; travel; the treasury; and other financial functions.

To search these policies, try typing in a policy title, number, or keywords.

<h4>Accounting Administration</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-1-role-of-fiscal-officer-account-manager-and-account-supervisor.shtml">Role of Fiscal Officer, Account Manager and Account Supervisor</a> Defines fiscal officer, account manager, and account supervisor roles to ensure fiscal control, accountability, and integrity for university accounts. </td> <td>FIN-ACC-I-1</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-10-ranking-of-fiscal-officer-account-supervisor-account-manager-and-delegation-of-signature-authority.shtml">Ranking of Fiscal Officer, Account Supervisor, Account Manager, and Delegation of Signature Authority</a> Establishes rank requirements for individuals who may authorize financial transactions on an account. </td> <td>FIN-ACC-I-10</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-20-signature-requirements-on-transactions-where-fiscal-officer-has-divisional-responsibility-and-is-the-project-director.shtml">Signature Requirements on Transactions Where Fiscal Officer Has Divisional Responsibility and is the Project Director</a> Establishes controls for contract and grant account transactions when the fiscal officer has divisional responsibility and serves as project director. </td> <td>FIN-ACC-I-20</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-30-fiscal-misconduct.shtml">Fiscal Misconduct</a> Establishes the consequences of fiscal misconduct and proper mechanisms for reporting instances of known or suspected fiscal misconduct. </td> <td>FIN-ACC-I-30</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-35-fraud.shtml">Fraud</a> Establishes the consequences of fraud and appropriate mechanisms for reporting instances of known or suspected fraud. </td> <td>FIN-ACC-I-35</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-40-charitable-gifts-to-indiana-university.shtml">Charitable Gifts to Indiana University</a> Provides guidance to faculty and staff concerning the depositing, recording, and acknowledgment of all charitable gifts received on behalf of IU. </td> <td>FIN-ACC-I-40</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-45-donor-intent-responsibilities.shtml">Donor Intent Responsibilities</a> Establishes responsibility for ensuring that gifts received for the benefit of IU are spent/utilized in accordance with the donor's intended purpose. </td> <td>FIN-ACC-I-45</td> <td>Office of the Vice President and General Counsel</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-50-allowable-hospitality-expenses.shtml">Allowable Hospitality Expenses</a> Details the types of hospitality expenses incurred while conducting university business that may be approved or reimbursed to IU faculty and staff. </td> <td>FIN-ACC-I-50</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-70-payments-for-memberships-in-social-organizations.shtml">Payments for Memberships in Social Organizations</a> Establishes rules for paying memberships in social organizations, such as clubs, golf course dues, sororities, fraternities, and civic organizations. </td> <td>FIN-ACC-I-70</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-80-donations-and-contributions-to-other-entities.shtml">Donations and Contributions to Other Entities</a> Establishes rules for making donations and contributions to other entities with university funds. </td> <td>FIN-ACC-I-80</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-90-public-inspection-of-indiana-university-accounts-receipts-and-expenditures.shtml">Public Inspection of Indiana University Accounts Receipts and Expenditures</a> Establishes guidelines and procedures for public access to and review of the university's financial records. </td> <td>FIN-ACC-I-90</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-100-forms-design-and-control.shtml">Form(s) Design and Control</a> Establishes a uniform approval process for the design of official university financial forms. </td> <td>FIN-ACC-I-100</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-110-preservation-and-destruction-of-public-financial-records.shtml">Preservation and Destruction of Public Financial Records</a> Establishes conditions and limitations for preserving and destroying public financial records, as required by federal and state regulations. </td> <td>FIN-ACC-I-110</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-120-fund-structure-and-account-approval.shtml">Fund Structure and Account Approval</a> Establishes the fund groups into which funds with similar funding sources or expenditures are combined for reporting purposes. </td> <td>FIN-ACC-I-120</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-140-off-premise-capital-equipment-control.shtml">Off-Premise Capital Equipment Control</a> Establishes controls and responsibilities for capital equipment removed from university premises for 31 days or more. </td> <td>FIN-ACC-I-140</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-150-capitalization-of-movable-equipment.shtml">Capitalization of Movable Equipment</a> Defines the capitalization requirements and allowable costs for the capitalization of movable equipment on financial transactions. </td> <td>FIN-ACC-I-150</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-170-capital-movable-asset-physical-inventories-tagging-and-location-changes.shtml">Capital Movable Asset Physical Inventories, Tagging and Location Changes</a> Defines the requirements for tagging and conducting physical inventories of moveable equipment to ensure compliance with OMB circular A110. </td> <td>FIN-ACC-I-170</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-180-depreciation-of-capital-assets.shtml">Depreciation of Capital Assets</a> Defines the accounting concept of depreciation and identifies the capital asset categories the university depreciates. </td> <td>FIN-ACC-I-180</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-190-capitalization-of-building.shtml">Capitalization of Building</a> Defines the capitalization requirements and allowable costs for the capitalization of a new building, addition, or major renovation. </td> <td>FIN-ACC-I-190</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-200-capitalization-of-land.shtml">Capitalization of Land</a> Defines the capitalization requirements and allowable costs for the capitalization of land. </td> <td>FIN-ACC-I-200</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-210-capitalization-of-infrastructures.shtml">Capitalization of Infrastructures</a> Defines the capitalization requirements for the capitalization of infrastructures, including improvements on land that have a life of their own. </td> <td>FIN-ACC-I-210</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-215-capitalization-of-land-improvements.shtml">Capitalization of Land Improvements</a> Defines the capitalization requirements for the capitalization of land improvements and provides examples of land improvement items. </td> <td>FIN-ACC-I-215</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-220-capitalization-of-capital-lease.shtml">Capitalization of Capital Lease</a> Defines the capitalization requirements for a capital lease and identifies expenditures that would be classified as a capital lease. </td> <td>FIN-ACC-I-220</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-230-capitalization-of-library-acquisitions.shtml">Capitalization of Library Acquisitions</a> Specifies which library items will be capitalized as capital. All cataloged library acquisitions will be capitalized. </td> <td>FIN-ACC-I-230</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-261-capitalization-of-intangible-assets .shtml">Capitalization of Intangible Assets</a> Defines the capitalization requirements and provides guidance on the capitalization of intangible assets in accordance with GASB Statement #51. </td> <td>FIN-ACC-I-261</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-270-ownership-of-university-capital-assets.shtml">Ownership of University Capital Assets</a> Establishes ownership guidelines for university capital assets in the custody of Indiana University. </td> <td>FIN-ACC-I-270</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-280-use-of-object-codes-for-unallowable-expenses-for-indirect-cost-recovery-purposes.shtml">Use of Object Codes for Unallowable Expenses for Indirect Cost Recovery Purposes</a> Specifies the object codes that must be used when paying for services that are unallowable from university funds. </td> <td>FIN-ACC-I-280</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-290-treatment-of-year-end-reverting-funds.shtml">Treatment of Year-End Reverting Funds</a> Establishes provisions for reallocating year-end unencumbered balances in general-fund accounts. </td> <td>FIN-ACC-I-290</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-310-moving-expenses.shtml">Moving Expenses</a> Provides a means of paying for, or reimbursing, moving expenses incurred by new employees that are full-time staff or faculty members. </td> <td>FIN-ACC-I-310</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-340-university-automobiles-and-automobile-allowances .shtml">University Automobiles and Automobile Allowances</a> Communicates which positions qualify to receive university automobiles or automobile allowances and outlines the tax implications. </td> <td>FIN-ACC-I-340</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-350-accrual-accounting.shtml">Accrual Accounting</a> Establishes requirements for maintaining university operations and preparing compliance reports on the accrual basis of accounting each fiscal year. </td> <td>FIN-ACC-I-350</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-360-administrative-allocations.shtml">Administrative Allocations</a> Establishes review requirements for administrative cost allocations to ensure that billed accounts are charged for service only once. </td> <td>FIN-ACC-I-360 </td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-370-fund-balance-in-recharge-centers.shtml">Fund Balance in Recharge Centers</a> Establishes responsibility for approving recharge center fund balances and replacement account balances exceeding the accumulated depreciation amount. </td> <td>FIN-ACC-I-370</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-380-historical-data-only-in-the-official-accounting-records.shtml">Historical Data Only in the Official Accounting Records</a> Defines requirements for recording transactions at historical costs to ensure an accurate reflection of all costs and revenues. </td> <td>FIN-ACC-I-380</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-390-inventory.shtml">Inventory</a> Establishes requirements for maintaining recharge center inventories, including the appropriate valuation method and recording procedures. </td> <td>FIN-ACC-I-390</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-400-formula-for-setting-recharge-center-rates.shtml">Formula for Setting Recharge Center Rates</a> Defines a formula for determining the proper amount to charge a university account for services or products. </td> <td>FIN-ACC-I-400</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-410-recharge-center-transfers.shtml">Recharge Center Transfers</a> Determines which funds may be appropriately transferred from a recharge center and the approvals necessary to make such transfers. </td> <td>FIN-ACC-I-410</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-420-disbursement-voucher-supporting-documentation.shtml">Disbursement Voucher Supporting Documentation</a> Establishes guidelines for minimum supporting documentation required for issuing disbursement vouchers, including content and storage requirements. </td> <td>FIN-ACC-I-420</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-430-reimbursement-of-meals-for-emergency-situations.shtml">Reimbursement of Meals for Emergency Situations</a> Establishes guidelines for allowable meal reimbursements to employees called to work during non-scheduled hours in an emergency situation. </td> <td>FIN-ACC-I-430</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-460-depositing-of-revenue-for-the-sale-of-goods-and-services-at-the-IU-foundation.shtml">Depositing of Revenue for the Sale of Goods and Services at the IU Foundation</a> Establishes guidelines for depositing and transferring funds generated by the sale of a good or service to the IU Foundation from IU. </td> <td>FIN-ACC-I-460</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-470-internal-controls.shtml">Internal Controls</a> Establishes responsibility for building and maintaining internal controls, which are a system of policies and procedures that help IU meet its goals. </td> <td>FIN-ACC-I-470</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-480-mobile-devices-and-internet-access.shtml">Mobile Devices and Internet Access</a> Establishes guidelines for obtaining mobile devices and off-campus Internet access for business purposes. </td> <td>FIN-ACC-I-480</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-490-non-student-external-accounts-receivable-annual-write-off-report.shtml">Non-Student (External) Accounts Receivable, Annual Write-off Report</a> </td> <td>FIN-ACC-I-490</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-500-write-off-accounts.shtml">Write-Off Accounts</a> Defines procedures surrounding write-offs of student and non-student receivables. This policy excludes accounts being administered by student loans. </td> <td>FIN-ACC-I-500</td> <td>Office of the Treasurer/Accounts Receivable</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-510-financial-sub-certification.shtml">Financial Sub-Certification</a> Defines provisions for annual certification of units' financial activity. </td> <td>FIN-ACC-I-510</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-520-cancellation-of-university-checks-non-payroll.shtml">Cancellation of University Checks (non-payroll)</a> Communicates the process for requesting disbursement check cancellations. </td> <td>FIN-ACC-I-520</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-530-write-off-of-outstanding-university-checks.shtml">Write-Off of Outstanding University Checks</a> Establishes procedures for writing off outstanding university payroll and disbursement checks. </td> <td>FIN-ACC-I-530</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-540-stop-payments-and-reissue-of-disbursement-checks-non-payroll.shtml">Stop Payments and Reissue of Disbursement Checks (non-payroll)</a> Establishes procedures for placing stop payment orders and issuing replacement checks for lost, stolen, or mutilated disbursement checks. </td> <td>FIN-ACC-I-540</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-541-stop-payment-and-reissue-of-university-payroll-checks.shtml">Stop Payment and Reissue of University Payroll Checks</a> Establishes a procedure allowing the immediate reissue of lost, stolen, or mutilated payroll checks. </td> <td>FIN-ACC-I-541</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-550-check-forgery-of-university-checks.shtml">Check Forgery of University Checks</a> Establishes proper documentation and processing procedures for payee claims of signature forgery on a university check. </td> <td>FIN-ACC-I-550</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-560-custodial-funds.shtml">Custodial Funds</a> Details provisions for authorizing the use of funds to meet specific operational needs within a designated custodian's area of responsibility. </td> <td>FIN-ACC-I-560</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-570-notices-of-address-discrepancies-received-in-the-use-of-consumer-credit-reports.shtml">Notices of Address Discrepancies Received in the Use of Consumer Credit Reports</a> Establishes procedures for users of consumer credit reports upon the receipt of a notice of an address discrepancy from a consumer reporting agency. </td> <td>FIN-ACC-I-570</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-590-gifts-to-employees-or-non-employees.shtml">Gifts to Employees or Non-Employees</a> Imposes restrictions on the use of university funds to purchase gifts for individuals. </td> <td>FIN-ACC-I-590</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-610-allowable-travel-payments-to-faculty-members-on-leave.shtml">Allowable Travel Payments to Faculty Members on Leave</a> Establishes provisions for using university funds to pay travel expenses for faculty members on leave who are involved in work that benefits IU. </td> <td>FIN-ACC-I-610</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-600-auxiliary-financial-standards.shtml">Auxiliary Financial Standards</a> Establishes financial oversight and review standards for auxiliary units and outlines requirements for units identified as having fiscal problems. </td> <td>FIN-ACC-I-600</td> <td>The Office of the Treasurer/Auxiliary Accounting </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-240-capitalization-of-art-and-museum-objects.shtml">Capitalization of Art and Museum Objects</a> Specifies which purchased and donated art and museum objects will be categorized as capital. </td> <td>FIN-ACC-I-240</td> <td>The Office of the Treasurer/Capital Assets</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-330-inappropriate-use-of-university-funds.shtml">Inappropriate Use of University Funds</a> Ensures that fiscal officers, account managers, and account supervisors exercise judgment in determining if an expenditure is appropriate. </td> <td>FIN-ACC-I-330</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/accounting-administration/FIN-ACC-I-580-risks-of-potential-identity-theft-in-the-use-of-stored-value-and-payroll-deduct.shtml">Risks of Potential Identity Theft in the Use of Stored-Value and Payroll Deduct</a> Establishes procedures for validating address changes and replacement ID card requests to reduce the risk of identity theft. </td> <td>FIN-ACC-I-580</td> <td>Financial Management Services </td> </tr> </tbody> </table> <h4>Budget Administration</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-1-official-budget.shtml">Official Budget</a> Provides for public access to the current year’s official IU operating budget at the Financial Management Services Budget Administration Office. </td> <td>FIN-BUD-II-1</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-4-general-fund-year-end-balances.shtml">General Fund Year-End Balances</a> Details guidelines for reporting on and maintaining campus general fund year-end reserves and for using reserves exceeding the set guideline amount. </td> <td>FIN-BUD-II-4</td> <td>University Budget Office </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-9-interest-income-use.shtml">Interest Income Use</a> Defines appropriate reporting and use of interest income, in accordance with state statute. </td> <td>FIN-BUD-II-9</td> <td>University Budget Office </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-10-budget-requirements-non-general-fund-accounts.shtml">Budget Requirements - Non-General Fund Accounts</a> Details the circumstances under which accounts within specified fund groups must establish an operating budget. </td> <td>FIN-BUD-II-10</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-20-review-of-fiscal-activties.shtml">Review of Fiscal Activities</a> Requires fiscal managers to regularly review the financial activities for which they are responsible, and provides a procedure reference for reviews. </td> <td>FIN-BUD-II-20</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-30-permanent-adjustments-to-general-fund-budgets.shtml">Permanent Adjustments to General Fund Budgets</a> Establishes requirements for adjusting the base budget to reflect all permanent reallocations and changes. </td> <td>FIN-BUD-II-30</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-40-adjustments-to-budget.shtml">Adjustments to Budget</a> Defines the procedure for establishing new budgets after the start of the fiscal year. </td> <td>FIN-BUD-II-40</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-50-authorization-of-budget-adjustments.shtml">Authorization of Budget Adjustments</a> Establishes procedures for reviewing budget adjustment requests for all accounts, including budgeted funds for contracts and grants. </td> <td>FIN-BUD-II-50</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/budget-administration/FIN-BUD-II-60-reimbursement-for-housing-allowances.shtml">Reimbursement for Housing Allowances</a> Provides a housing allowance to chancellors to cover expenses incurred while conducting university-related activities in the chancellor's home. </td> <td>FIN-BUD-II-60</td> <td>Financial Management Services </td> </tr> </tbody> </table> <h4>Contract and Grant Administration</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/contract-grant-administration/III-20-negotiating-with-agencies-and-routing-proposals.shtml">Negotiating with Agencies and Routing Proposals</a> Prevents unauthorized commitments of institutional resources by requiring formal proposals and establishing a route of approval for all sponsored program activities. </td> <td>III-20</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/contract-grant-administration/III-50-changes-requiring-agency-approval.shtml">Changes Requiring Agency Approval</a> Establishes the procedure for acquiring sponsoring agency approval for project change requests made by the project director. Changes that may require sponsoring agency approval include budget revisions, special purchases, or time extensions. </td> <td>III-50</td> <td>Financial Management Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/contract-grant-administration/III-70-equipment-transfers.shtml">Equipment Transfers</a> Defines the circumstances under which Indiana University faculty members transferring from the university may be allowed to take with them equipment purchased with either their grant and contract funds or university funds. </td> <td>III-70</td> <td>Financial Management Services </td> </tr> </tbody> </table> <h4>Licensing and Trademarks</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/licensing-trademarks/FIN-LT-licensing-and-trademark-policy.shtml">Licensing and Trademark Policy</a> Provides standards, information, and guidance on the permissible use of IU's names and trademarks and stipulates its licensing requirements. </td> <td>FIN-LT-01</td> <td>University Director of Licensing and Trademarks under Associate Vice President for Procurement Services</td> </tr> </tbody> </table> <h4>Payroll Administration</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-1-time-reporting-for-non-exempt-employees .shtml">Time Reporting for Non-Exempt Employees</a> Establishes timekeeping requirements to account for non-exempt employee hours worked, benefit hours, and absent hours. </td> <td>FIN-PAY-IV-1</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-10-departmental-retention-destruction-of-payroll-records.shtml">Departmental Retention/Destruction of Payroll Records</a> Defines requirements for the retention of certain payroll, deduction, and reporting records by units responsible for the payroll function. </td> <td>FIN-PAY-IV-10</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-20-direct-bank-depositing-of-employee-wages.shtml">Direct Bank Depositing of Employee Wages</a> Establishes requirements for direct depositing of all payroll checks and additional provisions for employees who are unable to utilize direct deposit. </td> <td>FIN-PAY-IV-20</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-30-stop-payment-and-reissue-of-university-payroll-checks.shtml">Stop Payment and Reissue of University Payroll Checks</a> Establishes a procedure for reissuing payroll checks which are lost, stolen, or mutilated, and for reissuing payroll checks to employees who fail to enroll in direct deposit. </td> <td>FIN-PAY-IV-30</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-40-distribution-of-payroll-checks.shtml">Distribution of Payroll Checks</a> Establishes procedures for distributing payroll checks which are due and payable to employees and for handling undeliverable checks. </td> <td>FIN-PAY-IV-40</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-50-establishment-of-payroll-schedules.shtml">Establishment of Payroll Schedules</a> Establishes responsibility for developing payroll schedules, including pay days. </td> <td>FIN-PAY-IV-50</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-60-off-campus-work-study-payroll.shtml">Off-Campus Work-Study Payroll</a> Establishes requirements for off-campus work-study agencies regarding time reporting and fund account maintenance to cover the agency share of wages. </td> <td>FIN-PAY-IV-60</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-90-payroll-tax-withholding.shtml">Payroll Tax Withholding</a> Communicates the laws and regulations regarding the withholding of taxes from all types of employee wages. </td> <td>FIN-PAY-IV-90</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-100-calculation-of-partial-pay.shtml">Calculation of Partial Pay</a> Establishes a consistent method for the calculation of partial pay for all appointed faculty and staff. </td> <td>FIN-PAY-IV-100</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-110-refunds-of-employee-payroll-deductions.shtml">Refunds of Employee Payroll Deductions</a> Establishes the guidelines and procedures for making refunds of employee payroll deductions. </td> <td>FIN-PAY-IV-110</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-120-garnishments-and-levies.shtml">Garnishments and Levies</a> States IU's compliance with all laws regarding wage garnishments and assignments. </td> <td>FIN-PAY-IV-120</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-130-release-of-payroll-information.shtml">Release of Payroll Information</a> Establishes guidelines for releasing information contained in payroll files to the public and to university officials. </td> <td>FIN-PAY-IV-130</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-150-disposition-of-final-pay-for-deceased-employees.shtml">Disposition of Final Pay for Deceased Employees</a> Establishes a procedure for the disposition of final and terminal pay for deceased employees. </td> <td>FIN-PAY-IV-150</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-160-establishing-new-payroll-deductions.shtml">Establishing New Payroll Deductions</a> Defines the criteria which must be met in order to establish a new, voluntary payroll deduction. </td> <td>FIN-PAY-IV-160</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-200-segregation-of-duties-for-payroll-processing.shtml">Segregation of Duties for Payroll Processing</a> Establishes a segregation of payroll duties to minimize the occurrence of fraud due to processing, auditing, or verifying payroll. </td> <td>FIN-PAY-IV-200</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-210-distribution-of-online-payroll-checks.shtml">Distribution of Online Payroll Checks</a> Establishes procedures for picking up payroll adjustment checks. </td> <td>FIN-PAY-IV-210</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-220-determination-of-employee-or-independent-contractor-status.shtml">Determination of Employee or Independent Contractor Status</a> Establishes criteria for determining whether to report payments for service to IU as employee wages or  payment to an independent contractor. </td> <td>FIN-PAY-IV-220</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-230-student-social-security-tax-withholding-exemption.shtml">Student Social Security Tax Withholding Exemption</a> Communicates the circumstances under which student-employees are exempt from having social security (FICA) taxes withheld from their wages. </td> <td>FIN-PAY-IV-230</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-250-off-cycle-payroll-payments.shtml">Off-Cycle Payroll Payments</a> Sets conditions under which payroll payments submitted for off-cycle payrolls will be paid. </td> <td>FIN-PAY-IV-250</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-260-delegation-of-approval-authority-for-hrms-fiscal-transactions.shtml">Delegation of Approval Authority for HRMS Fiscal Transactions</a> Charges the fiscal officer with the authority to delegate signature authority on HRMS fiscal transactions. </td> <td>FIN-PAY-IV-260</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-270-recording-of-timekeeping-in-time.shtml">Recording of Timekeeping in TIME</a> Establishes the requirement to use the TIME electronic timekeeping system to record time worked and benefit time used by non-exempt staff. </td> <td>FIN-PAY-IV-270</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/payroll-administration/FIN-PAY-IV-280-payroll-overpayment-processing.shtml">Payroll Overpayment Processing</a> Establishes guidelines to be followed by departments when processing overpayments made to employees. </td> <td>FIN-PAY-IV-280</td> <td>Financial Management Services </td> </tr> </tbody> </table> <h4>Purchasing</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-1.0-purchasing-authority.shtml">Purchasing Authority</a> Establishes authority to commit university funds for goods and services. </td> <td>FIN-PUR-1.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-1.1-exceptions-to-purchasing-authority.shtml">Exceptions to Purchasing Authority</a> Authorizes exceptions to the Purchasing Authority policy for specified acquisitions due to their compelling or unique nature. </td> <td>FIN-PUR-1.1</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-1.2-delegation-of-purchasing-authority.shtml">Delegation of Purchasing Authority</a> Details the purchasing functions for which the authority to perform has been delegated and establishes delegate authority. </td> <td>FIN-PUR-1.2</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-2.0-state-and-federal-statutes-and-regulations.shtml">State and Federal Statutes and Regulations</a> Establishes responsibility for developing procedures to ensure compliance with state and federal regulations. </td> <td>FIN-PUR-2.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-3.0-ethics.shtml">Ethics</a> Details the ethical standards to which all university employees authorized to conduct purchasing activities are held. </td> <td>FIN-PUR-3.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-3.1-code-of-ethics.shtml">Code of Ethics</a> Details the National Association of Educational Procurement Code of Ethics to which employees authorized to conduct purchasing activities must adhere. </td> <td>FIN-PUR-3.1</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-3.2-reciprocity.shtml">Reciprocity</a> Imposes restrictions to ensure that purchasing awards are made on the merits of the purchasing process and not influenced by outside considerations. </td> <td>FIN-PUR-3.2</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-3.3-state-conflict-of-interest-for-procurement-transactions.shtml">State Conflict of Interest for Procurement Transactions</a> Establishes compliance with state legislation regarding conflicts of interest to ensure that procurement decisions are not made for personal gain. </td> <td>FIN-PUR-3.3</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-3.4-gratuities.shtml">Gratuities</a> Establishes restrictions on gifts and other such gratuities provided to employees by current or potential suppliers to the university. </td> <td>FIN-PUR-3.4</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-3.5-purchases-for-employees.shtml">Purchases for Employees</a> Defines restrictions on the use of university resources and contracts for employees' personal acquisition of goods or services. </td> <td>FIN-PUR-3.5</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-4.0-responsibilities-in-acquisition-process.shtml">Responsibilities in Acquisition Process</a> Details the cooperative relationship between the purchasing and requesting departments necessary for the acquisition of goods and services. </td> <td>FIN-PUR-4.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.0-competition.shtml">Competition</a> Establishes quotation process requirements to encourage competitive quotes. </td> <td>FIN-PUR-5.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.1-development-of-vendor-list.shtml">Development of Vendor List</a> Establishes responsibility for the development and maintenance of a current inventory of reliable vendors. </td> <td>FIN-PUR-5.1</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.2-use-of-other-recognized-sources-as-basis-of-award.shtml">Use of Other Recognized Sources as Basis of Award</a> Recognizes state and federal price agreements as justification to enable known, qualified vendors to offer quotations for institutional purchases. </td> <td>FIN-PUR-5.2</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.3-negotiation.shtml">Negotiation</a> Establishes requirements for utilizing the process of negotiation to establish working relationships. </td> <td>FIN-PUR-5.3</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.4-emergency-situations.shtml">Emergency Situations</a> Provides for the expedition of order placements in emergency situations to ensure the health and safety of the public and institutional property. </td> <td>FIN-PUR-5.4</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.5-purchase-order-award-criteria.shtml">Purchase Order Award Criteria</a> Establishes criteria to be considered when making purchase order awards. </td> <td>FIN-PUR-5.5</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.6-single-source-orders.shtml">Single-Source Orders</a> Establishes criteria for documenting single-source orders which may occur when competitive pricing may not be available or appropriate. </td> <td>FIN-PUR-5.6</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-5.7-documentation.shtml">Documentation</a> Establishes requirements for documenting procurement transactions in order to provide an accurate audit trail of all university purchasing activities. </td> <td>FIN-PUR-5.7</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-6.0-common-construction-wages.shtml">Common Construction Wages</a> Establishes compliance with state statutes governing common construction wages on public building construction, alteration, or repair contracts. </td> <td>FIN-PUR-6.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-7.0-prepayment-of-orders.shtml">Prepayment of Orders</a> Assures satisfactory value is received prior to payment for goods or services. </td> <td>FIN-PUR-7.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-8.0-endorsement.shtml">Endorsement</a> Establishes restrictions on endorsements of vendors and their products or services by purchasing departments. </td> <td>FIN-PUR-8.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-9.0-furniture-purchases.shtml">Furniture Purchases</a> Establishes responsibility for implementing the approved standards for university furniture purchases. </td> <td>FIN-PUR-9.0</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-10.0-restricted-purchases.shtml">Restricted Purchases</a> Defines the items which are restricted from purchase with university funds. </td> <td>FIN-PUR-10.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-10.1-protection-of-old-growth-forests.shtml">Protection of Old Growth Forests</a> Addresses the university's efforts to avoid the purchase and use of wood and paper products made from wood raw materials found in old growth forests. </td> <td>FIN-PUR-10.1</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-11.0-release-of-procurement-information.shtml">Release of Procurement Information</a> Establishes provisions for the release of procurement transaction information to provide for open public access to appropriate institutional data. </td> <td>FIN-PUR-11.0</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-12.0-board-of-trustee-reporting.shtml">Board of Trustee Reporting</a> Establishes requirements for reporting large purchases to the University Board of Trustees when the lowest price offer is not accepted. </td> <td>FIN-PUR-12.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-13.0-purchases-from-historically-underutilized-suppliers.shtml">Purchases from Historically Underutilized Suppliers</a> Addresses IU's commitment to providing historically-underutilized businesses with greater opportunities for participation in the procurement process. </td> <td>FIN-PUR-13.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-14.0-disposal-and-redistribution-of-university-property.shtml">Disposal and Redistribution of University Property</a> Provides a mechanism to relieve or redistribute the university of surplus or unusable assets. </td> <td>FIN-PUR-14.0</td> <td>University Purchasing Department </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-14.1-sale-of-computing-equipment.shtml">Sale of Computing Equipment</a> Defines and directs mangement of computing technology with storage devices and institutional information before its removal from IU campuses. </td> <td>FIN-PUR-14.1</td> <td>University Procurement Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-15.0-strategic-alliances.shtml">Strategic Alliances</a> Provides for the development of strategic relationships with companies outside of the procurement process that may benefit both IU and the company. </td> <td>FIN-PUR-15.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-16.0-transactions-utilizing-the-pre-disbursement-processor.shtml">Transactions Utilizing the Pre-Disbursement Processor</a> Provides for the delegation of authority to conduct specified transactions directly with suppliers utilizing the pre-disbursement processors. </td> <td>FIN-PUR-16.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-17.0-procurement-for-off-shore-university-activities.shtml">Procurement for Off-Shore University Activities</a> Establishes a means for contracting with third-party administrators to secure goods and services in a foreign country under certain circumstances. </td> <td>FIN-PUR-17.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-18.0-auctions-and-reverse-auction.shtml">Auctions and Reverse Auction</a> Establishes the terms under which utilizing traditional or online, reverse auctions may be authorized. </td> <td>FIN-PUR-18.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-19.0-procurement-of-appliances-and-electronics.shtml">Procurement of Appliances and Electronics</a> Establishes energy efficiency requirements for energy consuming products, appliances, and equipment purchased by the university. </td> <td>FIN-PUR-19.0</td> <td>University Procurement Services</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/purchasing/FIN-PUR-20.0-university-procurement-contracts.shtml">University Procurement Contracts</a> Establishes requirements for using established procurement contracts to purchase goods and services. </td> <td>FIN-PUR-20.0</td> <td>University Procurement Services</td> </tr> </tbody> </table> <h4>Insurance, Loss Control, and Claims</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-01-cdl-requirements.shtml">CDL Requirements</a> Establishes commercial driver's license requirements for IU employees who operate commercial motor vehicles or require a CDL to perform job duties. </td> <td>FIN-INS-01</td> <td>Office of Insurance, Loss Control & Claims</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-02-driving-privileges.shtml">Driving Privileges</a> Assists the university in determining who will be authorized to drive vehicles on university business. </td> <td>FIN-INS-02</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-03-operation-of-university-vehicles.shtml">Operation of University Vehicles</a> Establishes safe driving practices to be followed while operating any motorized vehicle during the course of university business. </td> <td>FIN-INS-03</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-04-vehicle-service-requirements.shtml">Vehicle Service Requirements</a> Establishes preventative maintenance, inspections, and repair service requirements for university-leased or owned vehicles. </td> <td>FIN-INS-04</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-05-use-of-12-passenger-and-15-passenger-vans.shtml">Use of 12- and 15-Passenger Vans</a> Establishes restrictions on the use of 12- and 15-passenger vans and additional requirements for cargo vans used by Indiana University. </td> <td>FIN-INS-05</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-06-vehicles-rented-leased-or-chartered.shtml">Vehicles Rented, Leased or Chartered</a> Establishes insurance coverage requirements that must be met in order to rent, lease, or charter a public transportation vehicle. </td> <td>FIN-INS-06</td> <td>Office of Insurance, Loss Control & Claims</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-07-who-can-use-university-vehicles.shtml">Who Can Use University Vehicles</a> Details the qualifications which a person or group must meet in order to use  vehicles owned, leased, or rented by IU. </td> <td>FIN-INS-07</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-08-automated-external-defibrillators.shtml">Automated External Defibrillators</a> Establishes procedures and guidelines for the purchase, placement, maintenance, and use of automated external defibrillators (AEDs). </td> <td>FIN-INS-08</td> <td>Office of Insurance, Loss Control & Claims</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-09-use-of-aircraft-on-university-business.shtml">Use of Aircraft on University Business</a> Establishes controls for the operation of aircraft(s) by employees or others for whom IU is responsible during the course of university business. </td> <td>FIN-INS-09</td> <td>Office of Insurance, Loss Control & Claims</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-10-requirements-for-service-of-alcoholic-beverages-on-indiana-university-premises.shtml">Requirements for Service of Alcoholic Beverages on Indiana University Premises</a> Establishes guidelines for serving alcoholic beverages on university property and/or in conjunction with university functions. </td> <td>FIN-INS-10</td> <td>Office of Insurance, Loss Control & Claims</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-11-animals-in-buildings.shtml">Animals in Buildings</a> Establishes guidelines that owners must follow when bringing their animals to university buildings or grounds. </td> <td>FIN-INS-11</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-12-indiana-university-campus-art-collection-policies.shtml">Indiana University Campus Art Collection Policies: Acquisition by Gift, Acquisition by Purchase or Loan and Deaccession</a> Establishes procedures for acquiring, selling, borrowing, and loaning campus art collections. </td> <td>FIN-INS-12</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-13-bicycles-and-similar-vehicles.shtml">Bicycles and Similar Vehicles</a> Establishes regulations for parking bicycles and for allowing bicycles inside buildings. </td> <td>FIN-INS-13</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-14-reporting-of-construction-losses-and-accidents.shtml">Reporting of Construction Losses and Accidents</a> Establishes requirements for reporting property damage and personal injury incurred during the course of construction of any IU project. </td> <td>FIN-INS-14</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-15-minors-in-hazardous-work-areas.shtml">Minors in Hazardous Work Areas</a> Establishes guidelines for appropriate visitation by minors to IU laboratories or work areas with potentially hazardous materials or conditions. </td> <td>FIN-INS-15</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-16-christmas-tree-regulations.shtml">Christmas Tree Regulations</a> Establishes compliance with Indiana Fire Code regarding the display of Christmas trees in University buildings. </td> <td>FIN-INS-16</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-17-open-burning.shtml">Open Burning</a> Provides guidelines and procedures for permitting and conducting outdoor fires on university property. </td> <td>FIN-INS-17</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-18-space-heaters.shtml">Space Heaters</a> Establishes criteria and conditions under which space heaters may be used. </td> <td>FIN-INS-18</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-19-executive-air-travel.shtml">Executive Air Travel</a> Establishes a limit on the number of university executives that may travel together on a single aircraft. </td> <td>FIN-INS-19</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/insurance-loss-control-claims/FIN-INS-20-fireworks-pyrotechnics-on-university-property.shtml">Fireworks/Pyrotechnics on University Property</a> Restricts sale, possession, and use of fireworks on university property and defines procedures for allowable use of pyrotechnics during performances. </td> <td>FIN-INS-20</td> <td>Office of Insurance, Loss Control & Claims </td> </tr> </tbody> </table> <h4>Travel</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/travel/FIN-TRV-1.0-authorization-for-out-of-state-travel.shtml">Authorization for Out-of-State Travel</a> Provides guidance on making and approving out-of-state travel requests. </td> <td>FIN-TRV-1.0</td> <td>Travel Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/travel/FIN-TRV-2.0-reimbursement-of-travel-expenditures.shtml">Reimbursement of Travel Expenditures</a> Provides guidance as to the types of travel-related expenses that will be reimbursed from university funds. </td> <td>FIN-TRV-2.0</td> <td>Travel Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/travel/FIN-TRV-3.0-travel-reimbursement-deadline-policy.shtml">Travel Reimbursement Deadline Policy</a> Establishes a deadline for submitting travel reimbursement claims. </td> <td>FIN-TRV-3.0</td> <td>Travel Management Services </td> </tr> </tbody> </table> <h4>Treasurer's Office</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-52-establishing-and-closing-university-bank-accounts.shtml">Establishing and Closing University Bank Accounts</a> </td> <td>FIN-TRE-VI-52</td> <td>Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-60-interim-operating-advances.shtml">Interim Operating Advances</a> Establishes financing terms and conditions for providing interim operating advances to departments in the Auxiliary Enterprise fund group. </td> <td>FIN-TRE-VI-60</td> <td>Financial Management Services, Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-81-collection-agency-placement-of-indiana-university-accounts.shtml">Collection Agency Placement of Indiana University Accounts</a> Designates authority and guidelines for establishing and terminating service agreements/contracts with collection agencies. </td> <td>FIN-TRE-VI-81</td> <td>Financial Management Services </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-90-external-agency-agreements.shtml">External Agency Agreements</a> Establishes guidelines and an operating framework for IU to serve as fiscal agent for certain tax-exempt 501(c)(3) entities. </td> <td>FIN-TRE-VI-90</td> <td>Financial Management Services, Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-100-signature-authority-and-delegation.shtml">Signature Authority and Delegation</a> Communicates guidelines regarding authority to sign and delegate signature authority on IU contracts and agreements with third parties. </td> <td>FIN-TRE-VI-100</td> <td>Office of the Treasurer, Office of the University Counsel </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-110-accepting-electronic-payments.shtml">Accepting Electronic Payments</a> Establishes guidelines for receiving and processing electronic payments efficiently, consistently, securely, and in a controlled manner. </td> <td>FIN-TRE-VI-110</td> <td>Office of the Treasurer, Treasury Operations </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-120-processing-revenue.shtml">Processing Revenue</a> Implements revenue processing and review procedures to standardize revenue processing within the university across similar functions. </td> <td>FIN-TRE-VI-120</td> <td>Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-121-establishing-and-modifying-revenue-producing-activities1.shtml">Establishing and Modifying Revenue Producing Activities (RPA)</a> Defines a process for establishing/modifying activities which generate revenue by selling products/services by IU departments, units, and individuals. </td> <td>FIN-TRE-VI-121</td> <td>Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-130-internal-loan-policy-for-capital-construction-and-renovation-projects.shtml">Internal Loan Policy for Capital Construction and Renovation Projects</a> Details procedures for authorizing and administering loans from IU's internal cash liquidity resources for capital construction/renovation projects. </td> <td>FIN-TRE-VI-130</td> <td>Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-140-capital-financing.shtml">Capital Financing</a>   </td> <td>FIN-TRE-VI-140</td> <td>Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-150-investment-policy.shtml">Investment Policy</a> </td> <td>FIN-TRE-VI-150</td> <td>Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-180-quasi-endowment.shtml">Quasi-Endowment</a> Defines requirements for establishing accounts to be classified, invested, and accounted for as "quasi-endowments," or, funds functioning as endowments. </td> <td>FIN-TRE-VI-180</td> <td>Office of the Treasurer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/treasurers-office/FIN-TRE-VI-190-student-organization-annual-SOA-report.shtml">Student Organization Annual (SOA) Report</a> Establishes responsibility for annual analyses and reports on the financial activities of campus student organization offices. </td> <td>FIN-TRE-VI-190</td> <td>Office of the Treasurer </td> </tr> </tbody> </table> <h4>Other Related Financial Functions</h4> <table class="policies"> <thead> <tr> <th class="policies-title" scope="col">Title</th> <th class="policies-number" scope="col">Number</th> <th class="policies-office" scope="col">Responsible Office</th> </tr> </thead> <tbody> <tr> <td> <a class="tooltip" href="/policies/categories/financial/miscellaneous-osvpcfo-policies/VII-1-interest-income.shtml">Interest Income</a> Establishes guidelines for using interest income as funds for capital projects and land acquisition when state-appropriated funds are not available. </td> <td>VII-1</td> <td>Office of the Senior Vice President and Chief Financial Officer</td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/miscellaneous-osvpcfo-policies/VII-2-associate-to-the-chancellor-vice-president-provost-IU-alumni-association-president.shtml">Associate to the Chancellor, Vice President, Provost, IU Alumni Association President</a> Establishes guidelines for the spouse of a chancellor, vice president, provost, or IU Alumni Association president appointed as his/her associate. </td> <td>VII-2</td> <td>Office of the Senior Vice President and Chief Financial Officer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/miscellaneous-osvpcfo-policies/VII-3-student-and-other-university-fees-approval.shtml">Student and other University Fees Approval</a> Establishes procedures for reviewing and approving fees and designates fee approval authority. </td> <td>VII-3</td> <td>Office of the Senior Vice President and Chief Financial Officer </td> </tr> <tr> <td> <a class="tooltip" href="/policies/categories/financial/miscellaneous-osvpcfo-policies/VII-4-drawings-games-and-prizes .shtml">Drawings, Games, and Prizes</a> Places limits on prize value for drawings/games of chance and requires additional approval for high-value prize events to comply with IRS regulations. </td> <td>VII-4</td> <td>Office of the Senior Vice President and Chief Financial Officer </td> </tr> </tbody> </table>