Department Manual

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This manual provides collections of much useful and technical procedure for Better Business practice in IFAS Food Science & Human Nutrition. It reflects the current University of Florida integrated   system for HR, Payrol, student and financial PeopleSoft.
Finance & Accounting:
FSHN has audit trail for each financial transaction in paper/or/electronic form. FSHN complies with the goal of purchasing at the best available prices and/or purchasing contract. All financial data is check to ensure it is r accurate and reliable.  
Reconciliation
Department Ledger summaries and supporting detail ledgers are printed and distribute to the faculty on a monthly basis.  This provides a check and balance for expenses and Principle Investigators. 
The Accountant is responsible reconciling the Summary ledger to the detail transaction ledger. Tracing all the transactions are backup to receipts, billing, expenditures, encumbrance changes, transfer, or budget changes.  Each transaction is check and verified that it is related to their cost center. Any inaccurate charges are following up during reconciliation to resolve the problem and the issue is brought to the project manager or Department Chairs attention. Note also noted on the ledger copies.   All transaction documents are maintained and retain in the department in compliance with record retention guidelines for UF and the funding agency.
Purchasing:
All items orders over the P-card or commodity purchase limit are requested by purchase orders. The requester will provide an FSHN request form along with a prices list, quote or sole source base on the items to be purchase.
Grants purchase request are determine by the principle investigators. State appropriations are requested by the Department Chair. Depending on the cost center the Principle investigator or Department is responsible to getting the order form to the fiscal area.  The assistant fiscal or accountant has the security role for processing the order.  The Admin Assistant has the authority role to approve purchase orders requisitions. (Reviewing cost center, department need or agency appro. All grant purchases are comparing to the budget proposal and Sponsored programs guidelines.

 

 

P-cards are the most commonly use type of transaction in FSHN. To participate in the P-card program the following procedure must be following.
http://www.purchasing.ufl.edu/main_purchasingcards.asp
Principle Investigator or Professor, staff or graduate student   need to:
Have a funding source
Take P-card certification training.
Submit cardholder application and cardholder agreement forms