Frequently Asked Questions at the Controller's Office
- What is the Travel Allowance for meals?
- What is the mileage reimbursement rate for personal vehicles?
- To whom should I send my Travel Authorization? Travel Reimbursement?
- How do I establish an account number and budget for a new program?
- What do I need to provide to establish a new/revised budget for a grant or contract?
- When do I use a budget transfer form and when do I use an expenditure transfer form?
- How much money do I have?
- What is a FOAPAL?
- Where is Surplus Located?
- When is the next Surplus Sale?
- What items do I have to send to Surplus?
- When can departments purchase items in Surplus?
- How much Money does our department get for the items sold through Surplus?
- How does our Department spend surplus Receipts?
Yes. We do offer direct deposit for our hourly employees. Come to the payroll office and pick up a direct deposit form or print one off. You can turn in the completed form with an attached voided check to Thomas in AD 203.
Please see: http://www.suu.edu/ad/fleet/rates.html
Please see: http://www.suu.edu/ad/fleet/rates.html
Send all Travel Authorizations to Belinda Rowley in the Purchasing Office. She is in room 102, in the Administration Building. Travel Reimbursements are to be sent to Ed Zell in the Accounts Payable Office, room 203B, Administration Building.
Or you can now complete Travel Authorizations online. Go to http://suu.edu/ad/controller/forms.html and log in using your Novell username and password. Once completed it will automatically forward to the Purchasing Office.
Complete the form entitled “Request for new Program Account or Change in Operating Budget.” Once completed this form can be sent to Mitch Bealer in the Controller's office along with any other required documentation.
What do I need to provide to establish a new/revised budget for a grant or contract?
a. Signed copy of the grant or contract that shows the amount of the grant or contract. A copy of the proposal is not enough.
b. Signed copy of indirect overhead waiver if overhead is to be less than the institution requirement amount.
c. Completed form entitled "Request for New Program Account or Change in Operating Budget." If the new program is an academic grant, the form must be signed by the Director of Academic Grants.
When do I use a budget transfer form and when do I use an expenditure transfer form?
Budget transfers reallocate budget between organizations that share a common fund.
(e.g. Fund Code = 000100 Org Code = 66000 Prog Code = 50
and Fund Code = 000100 Org Code = 67000 Prog Code = 60)
Budget transfers cannot be processed between two different fund codes.
(e.g. Fund Code = 000100 Org Code = 66000 Prog Code = 60
and Fund Code = 001050 Org Code = 66000 Prog Code = 60)
Expenditure transfers are correcting entries and should not be used to resolve budget overdrafts. An expenditure transfer is used to move an expense erroneously posted to a particular FOAPAL into the correct FOAPAL.
It is important to note that within the Institutions financial system, available cash does not directly authorize the ability to spend. The ability to spend is determined by the Available Budget Balance for the account. This information can be viewed on-line in Banner Finance by using the "Budget Status by Account Query." See instructions for accessing account status.
Surplus is located in the Facilities Management Buildings, in the old coal room.
Surplus sales are announced on the surplus web site - http://www.suu.edu/surplus/. If the University cannot make use of items they are sent to the State Surplus Department to be sold/disposed of.
A FOAPAL is an acronym used to identify the components of a programs account number:
F = Fund (Separates cash from other programs)
O = Organization (Separates budget and transactions between organizations or departments)
A = Account (Details individual transactions, e.g. office supplies vs. in-state travel)
P = Program (Identifies the relationship of the program with the University, e.g. instruction vs. academic support)
A = Activity (Identifies transactions associated with predefined activities - not required)
L = Location (Identifies transactions associated with predefined location - not required)
All items that were purchased with University funds MUST be sent to Surplus, if they have any potential value, as per University policy and state of Utah statute. Employees failing to properly dispose of any University property will incur severe consequences. If the item is truly worthless, call Surplus at 865-8495 and let them come pick it up.
Items can be obtained by SUU departments only during the hours of 2:00 - 4:00 PM every Friday. The Surplus webpage at www.suu.edu/surplus lists all items available for departments.
Due to the restructuring of the program, the surplus office must be completely self funded. This means that all costs associated with running the program must be first taken from the proceeds earned through the sales. All balances will then be proportionately distributed back to the departments. This will occur once a year, on or about January 1.
When processing the purchase through the Purchasing Department, inform them that you have money in the Surplus Account (971500-66000-70).Tell them how much you have and that you would like to use that money on your current purchase order. Send your Purchase Requisition to Jason in 204A for signature. After obtaining Surplus approval, the money will be available for use.
Call 586-5476 for the check distribution window. They can let you know if there is a check there for you. You can also call 586-7724 to have someone look up the payee and let you know if and when the check printed. If you are an employee and a check was printed for you, you should receive an e-mail letting you know that the check was printed. If you are waiting for a check that you requested be held for you, you will also receive an e-mail.