Policy Manual by Number Start with 2
2.0
ELECTRONIC SIGNATURES/APPROVALS (2.0)
An electronic signature/approval may be accepted in all situations related to purchasing or accounting transactions, as outlined in these volumes, if requirement of a signature/approval is stated or...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.0.1
FINANCIAL REPORTING (2.0.1)
Financial reports shall be prepared in conformity with the provisions of the General Appropriations Act, Article IX, and as required by TEX. GOV’T CODE ANN §2101.011. This code designates...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.0.2
BROADBAND INTERNET CONNECTION ALLOWANCE (2.0.2)
The purpose of this Policy is to establish University policy regarding the payments of allowances for broadband Internet connection charges to University employees for the use of those connections in...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.10
ACCOUNTHOLDER RESPONSIBILITY (2.1.10)
It is the policy of the University of North Texas that all funds entrusted to and all financial transactions made by its employees shall be managed in accordance with applicable state and federal...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.10.1
CASH HANDLING CONTROLS (2.1.10.1)
The University is committed to establishing strong internal controls for handling cash to ensure these assets are protected, processed in an accurate and timely manner, and properly reported.
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.11
REGISTRATION FEES (2.1.11)
Registration fees should be processed on a check request or requisition. If an employee pays a registration fee, he/she may be reimbursed on the travel voucher related to the meeting. If the fees...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.13
GIFTS AND HONORARIUMS (2.1.13)
Gifts, which include tips, flowers, and other items for personal use or of a personal nature, can be purchased or reimbursed only from unrestricted gift funds. Honorariums are, by definition, gifts...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.14
INTERAGENCY PAYMENTS (2.1.14)
Interagency agreements involving payment of funds from UNT to another state agency will require a purchase order regardless of the amount. If an IAC is involved, the IAC number must be noted on the...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.15
TRAVEL (2.1.15)
Travel reimbursements are processed in the Purchasing and Payment Services Department (PPS), HUB Reporting/Entity/Travel Division, under the daily supervision of the PPS Assistant Director, in...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.15.1
SPOUSAL TRAVEL (2.1.15.1)
The travel expenses of a spouse who accompanies a University business traveler are reimbursable under this policy, provided it can be established that the spouse's presence serves a bona fide...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.16
INVOICING PROCESSING (2.1.16)
Before contracting with a vendor to provide goods and/or services, the accountholder should contact the Purchasing Services Division of PPS to insure that the proper purchasing guidelines are...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.17
MOVING POLICY (2.1.17)
Moving expense reimbursements must be approved by the appropriate Vice President or President before payment is processed, regardless of the source of funding.
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.18
REIMBURSEMENT TO EMPLOYEES (NON-TRAVEL) (2.1.18)
Employees should purchase items through the normal purchasing procedures and processes established at the University. However, should an emergency situation occur that necessitates the employee...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.19
DESIGNATED HEADQUARTERS (2.1.19)
Designated headquarters is defined by the State Travel Guidelines as the area within the boundaries of the incorporated municipality in which a state employee’s place of employment is located....
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.2
GENERAL PAYMENT INFORMATION (2.1.2)
It is the policy of the University to review each payment document prior to final approval for payment. The procedures and documentation required for such review shall be determined by the...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.3
PETTY CASH, DEMAND DEPOSITS, WORKING FUNDS (2.1.3)
Petty Cash funds, Demand Deposits, and Working Funds are established by the authority of the Controller or Vice President Finance and Business Affairs, or their delegated representative. To establish...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.4
MEMBERSHIPS (2.1.4)
Memberships in Professional, Educational and/or Learned Organizations are, in general, payable from local or State Appropriated funds. Payments for such memberships should be submitted on a...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.5
SUBSCRIPTIONS (2.1.5)
Subscriptions to magazines, newspapers, professional journals, educational and/or learned publications are, in general, payable from local or State Appropriated funds, provided that the document...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.6
FOOD POLICY (2.1.6)
Payments to vendors or reimbursements to employees for meals or food purchases will normally not be made unless individuals who are neither employees or students of the University also participate...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.7
PREPAYMENTS (2.1.7)
Except for those instances where prepayment is specifically authorized by statutes, payment shall be made from state appropriated accounts only after authorized personnel have certified that the...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.8
POSTAGE (2.1.8)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.1.9
INTERNAL REVENUE SERVICE REGULATIONS - PAYMENT ON PURCHASE ORDERS (OR CHECK REQUESTS) (2.1.9)
Payments to employees for items other than reimbursements for tangible items or travel expenses must be processed through the Payroll Office, unless specifically exempted under separate University...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.1
SALES AND RECEIPT OF FUNDS (2.2.1)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.10
EXEMPTIONS AND WAIVERS FROM TUITION AND FEES (2.2.10)
This policy outlines and defines tuition and fee exemptions and waivers for which statutory authority is provided to the University of North Texas. The provisions of this policy apply to all...
10. Fiscal Management
Carlos Hernandez
Vice President for Finance and Administration
2.2.14
FACULTY/STAFF/RETIREE/DEPENDENT EDUCATIONAL SCHOLARSHIPS (2.2.14)
Faculty/staff/retiree/dependent educational scholarship amounts are to be based on the number of semester credit hours enrolled for the semester. Applications must be submitted each semester of...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.17
GENERAL PROPERTY DEPOSITS (2.2.17)
All students, except those enrolled in only off-campus courses or covered by other specific waivers, must pay a $10.00 General Property Deposit at the time of first registering at the University. The...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.18
REGISTRATION PAYMENT AUTHORIZATIONS (2.2.18)
Departmental scholarships, awards, loans and grants are disbursed to the student at registration by Student Accounting and University Cashiering Services. Payments are made when an "...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.20
TUITION AND FEE BILLING (2.2.20)
Student Accounting and University Cashiering Services is responsible for sending billing statements to students for additional amounts due UNT resulting from post audits and corrections, including...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.21
RETURNED CHECKS (2.2.21)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.22
REFUNDS (2.2.22)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.23
IDENTIFICATION CARDS (2.2.23)
An identification card is issued to each student at the time of first registration after fees are paid.A faculty/staff identification card will be issued to any employee who is employed at least 50%...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.24
WAIVER REFUND REQUEST (2.2.24)
All requests for waiver refunds after registration must be submitted to Student Accounting and University Cashiering Services during the semester for which the waiver is being requested. Requests for...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.26
EMPLOYEE INDEBTEDNESS OWED TO THE UNIVERSITY (2.2.26)
Notification of past due indebtedness will be mailed to the employee from the Student Accounting and University Cashiering Services. The address maintained in the official University personnel...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.27
AID TO FAMILIES WITH DEPENDENT CHILDREN- TUITION AND FEE EXEMPTIONS (2.2.27)
Students who meet the criteria as set forth in this poicy are eligible to receive a one-year exemption from payment of tuition, mandatory fees, and instructional fees.
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.28
STIPENDS (2.2.28)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.29
EMERGENCY STUDENT LOAN PROGRAM (2.2.29)
The University has established the Emergency Student Loan Program to assist eligible students with the payment of tuition and mandatory fees.
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.2.31
ACCEPTING CREDIT CARDS (2.2.31)
Departments interested in accepting credit card payments should contact the Cashier Area of Student Accounting and University Cashiering Services in the Eagle Student Services Center to receive...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.3.1
BUDGET ADJUSTMENTS (2.3.1)
N/A
10. Fiscal Management
Bobbie Tassinari
VP Finance and Administration/Sr. Associate VP for Finance
2.3.2
FEES RELATED TO INSTRUCTION (2.3.2)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.3.3
NEW DEPTIDS (2.3.3)
All new university accounts must be set up in accordance with the guidelines of the University of North Texas. Once established, the revenue and expenditures must follow pre-established regulations...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.4.1
PAYROLL (2.4.1)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.4.2
EMPLOYEE FORMS EMPLOYEES INFORMATION FORMS (W-4 TAX CARD) (2.4.2)
Every new employee must complete a W-4 form and turn it into the Payroll Office. This form must be on file in the Payroll Office before a paycheck can be issued or federal taxes will be withheld at...
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.4.3
TIME SHEETS (2.4.3)
All employees authorized via a HRM-8 or HRM-11 must have their time reported to the Payroll Office electronically through the EIS System.
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance
2.5.6
INTERAGENCY CONTRACTS (2.5.6)
N/A
10. Fiscal Management
Carlos Hernandez
VP Finance and Administration/Sr. Associate VP for Finance