Short Term Advances ("Change Funds")

November 25, 2014

Title:	Short Term Advances (“Change Funds”)
Policy Owner:	Office of the Bursar
Applies to:	Faculty, Staff
Campus Applicability:	Storrs and Regional Campuses
Approval Date:	August 8, 2025
Effective Date:	August 8, 2025
For More Information, Contact:	Office of the Bursar
Contact Information:	cashoperations@uconn.edu
Official Website:	https://bursar.uconn.edu/departments/cash-operations/

PURPOSE

To establish a uniform controls for providing Short Term Advances to departments in conjunction with University events to ensure safeguard University assets.

APPLIES TO

This policy applies to departments seeking a Short Term Advance.

DEFINITIONS

Short Term Advance: An advance of funds issued for a period of two weeks or less for the purpose of making change for cash payments for a specified University event

POLICY STATEMENT

The Office of the Bursar has sole responsibility for issuing Short Term Advances to departments. University departments who receive Short Term Advances are responsible for returning the funds no later than two weeks after the date of receipt of the funds. Any department who receives a Short Term Advance is required to adhere to controls and reconciliation processes established by the Office of the Bursar.

ENFORCEMENT

Any department that does not comply with this policy shall be ineligible to receive future Short Term Advances. Violations of this policy and any related procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES

Short Term Advances must be requested through the Office of the Bursar Cash Operations webform. Departments must follow the procedures for safeguarding and reconciling funds as outlined on the Office of the Bursar Cash Operations website.

REFERENCES

Office of the Bursar Cash Operations website

POLICY HISTORY

Policy created: 8/18/2014

Revisions: 08/08/2025 (Approved by Senior Policy Council)

Returned Check Policy

Title:	Returned Check Policy
Policy Owner:	Office of the Bursar
Applies to:	Faculty, Staff, and Payors
Campus Applicability:	Storrs and Regional Campuses
Approval Date:	September 29, 2025
Effective Date:	September 29, 2025
For More Information, Contact:	Office of the Bursar
Contact Information:	860-486-4830
Official Website:	https://bursar.uconn.edu/

PURPOSE

To ensure compliance with Section 4 of the State of Connecticut Office of the State Comptroller Accounting Manual for Receipts regarding processing and accounting for returned Checks.

APPLIES TO

This policy applies to all departments that receive check payments on behalf of the University, and to all payors, including students and external customers, who submit payments to the University for goods and/or services.

DEFINITIONS

Check: A personal paper check or a personal electronic check (“e-check”).

POLICY STATEMENT

Checks deposited by the University that are returned by the bank due to insufficient funds or other reasons are the responsibility of the depositing department to resolve, including the collection of funds still owed to the University. The department or payor will be charged for the amount of the returned check, including any applicable bank fees.

For fee bill payments, the University’s payment processor may charge student payors a fee for any Check returned by the bank for insufficient funds. The Office of the Bursar reserves the right to block a student with returned Check payments from using that payment method in the future, requiring payment instead by money order, certified cashier’s check, credit card, or wire payment.

For all other returned Checks, the department has the discretion to accept or reject future Check payments from the payor.

ENFORCEMENT

Violations of this policy and any related procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

PROCEDURES

The Office of the Bursar Cash Operations unit is notified by the bank if a Check is returned to the University. Cash Operations sends the notification to the appropriate depositing department. It is the department’s responsibility to submit the appropriate entry in the general ledger system to reflect the returned payment. Cash Operations approves the entry based on the debit to the University’s bank account.

REFERENCES

State of Connecticut Office of the Comptroller Accounting Manual, Receipts, Section 4

POLICY HISTORY

Policy created: 08/19/2014

Revisions:

01/24/2022 (Reviewed with updates only to the Procedures)

09/29/2025 (Approved by the University’s Senior Policy Council and President)

Opening a Merchant Account for Credit Card Acceptance

Title:	Opening a Merchant Account for Credit Card Acceptance
Policy Owner:	Office of the Bursar
Applies to:	Faculty, Staff
Campus Applicability:	Storrs and Regional Campuses
Approval Date:	September 29, 2025
Effective Date:	September 29, 2025
For More Information, Contact:	Office of the Bursar Cash Operations
Contact Information:	cashoperations@uconn.edu
Official Website:	https://bursar.uconn.edu/departments/cash-operations/

PURPOSE

To ensure University compliance with the Payment Card Industry Data Security Standards (PCI DSS) found at www.pcisecuritystandards.org.

APPLIES TO

This policy applies to any department requesting a merchant account to accommodate customers who want to pay by credit or debit card, and the University’s centralized eCommerce system cannot meet their needs.

DEFINITIONS

Payment Card Industry Data Security Standards: PCI DSS are technical and operational requirements set by the Payment Card Industry Security Standards Council to protect cardholder data. The standards globally govern all merchants and organizations that store, process, or transmit this data – with new requirements for software developers and manufacturers of applications and devices used in those transactions. Compliance with the PCI DSS is mandatory for their respective stakeholders, and is enforced by the major payment card brands who established the Council: American Express, Discover Financial Services, JCB International, MasterCard Worldwide, and Visa Inc.

POLICY STATEMENT

Credit card transactions are monetary transactions and therefore are subject to the same control and reconciliation policies as cash transactions. No department may open a merchant account to accept credit card transactions without the approval of the Controller and Bursar.

New merchant accounts must be opened through Office of the Bursar and receive Controller approval. Merchant accounts will only be approved if the University’s centralized eCommerce system cannot meet the needs of the requesting department. All University approved accounts must adhere to the PCI DSS including the performance of the Self-Assessment Questionnaire (SAQ), annual attestation, and successful University computer and network scans, as applicable.

ENFORCEMENT

The Oﬃce of the Controller may at any time terminate the department’s merchant account for a policy/procedure violation. In addition, payment card industry compliance violations may result in ﬁnes from the payment brands (VISA, MasterCard, Discover, American Express, JCB, BC Card, DinaCard and Diner’s Club) to the acquiring bank, at their discretion, from $5,000 to $100,000 per month which may be charged back to the department in noncompliance. Fines are dependent on volume of credit cards breached and remediation efforts required.

Violations of this policy and any related procedures may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Detailed procedures and resource documents may be found on the Office of the Bursar website at: https://bursar.uconn.edu/cash-operations/ .

POLICY HISTORY

Created: 08/19/2014

Reviewed with no revisions: 01/14/2022

Revised: 09/29/2025 (Approved by the University’s Senior Policy Council and President)

Non-Student Receivables Invoicing Policy

Title:	Non-Student Receivables Invoicing Policy
Policy Owner:	Office of the Bursar
Applies to:	Faculty, Staff
Campus Applicability:	Storrs and Regional Campuses
Approval Date:	August 8, 2025
Effective Date:	August 8, 2025
For More Information, Contact:	Office of the Bursar
Contact Information:	860-486-5995
Official Website:	https://bursar.uconn.edu/departments/accounts-receivable/

PURPOSE

University departments provide goods and/or services to the general public and organizations world-wide. In accordance with the State of Connecticut Office of the State Comptroller Management of Receivables, it is the responsibility of the University to invoice customers and notify them of their financial obligation to the University.

APPLIES TO

This policy applies to departments, faculty, and staff that provide goods and/or services to customers on credit.

POLICY STATEMENT

University departments and units must invoice customers at the time goods and/or services are rendered using the Kuali Financial System (KFS). The Office of the Bursar may grant exceptions to this policy after assessing the department or unit’s alternative billing methods for adherence to proper internal control procedures.

ENFORCEMENT

PROCEDURES

For additional information, access the KFS Cash and Accounts Receivable Procedure Guide at: https://bursar.uconn.edu/departments/accounts-receivable/.

REFERENCES

State of Connecticut Office of the State Comptroller Management of Receivables

POLICY HISTORY

Policy created: 08/18/2014

Revisions:
08/08/2025 (Approved by the Senior Policy Council)
01/24/2022 (Editorial revision)

Cash Collection and Deposit

Title:	Cash Collection and Deposit
Policy Owner:	Office of the Bursar
Applies to:	Faculty, Staff
Campus Applicability:	Storrs and Regional Campuses
Approval Date:	August 8, 2025
Effective Date:	August 8, 2025
For More Information, Contact:	Office of the Bursar
Contact Information:	cashoperations@uconn.edu
Official Website:	https://bursar.uconn.edu/departments/cash-operations/

PURPOSE

To ensure compliance with Title 4 Chapter 47 Section 4-32 of the Connecticut General Statutes for accounting and depositing of any Cash received by the University.

APPLIES TO

This policy applies to any University department receiving Cash.

DEFINITIONS

Cash: Includes currency, checks, money orders, electronic payments, and all other negotiable instruments.

POLICY STATEMENT

Any department or unit at the University receiving Cash must deposit funds within 24 hours of receipt if the total amount is $500 or more; lesser amounts may be held until total receipts reach $500 but not for a period of more than seven calendar days. All cash must be deposited into a University bank account. Funds must be accounted for daily in the University’s general ledger system, regardless of total amount collected.

Any missing funds must be immediately reported to the University Police Department and the Office of the Controller. The results of the investigation will determine the subsequent actions. See also the Policy on the Prevention and Reporting of Fraud and Fiscal Irregularities.

ENFORCEMENT

PROCEDURES

Consult the Cash Operations and Accounts Receivable procedures in KnowledgeBase for proper cash handling controls for your department. Additional information is available on the Office of the Bursar website.

REFERENCES

Connecticut General State Statute Title 4 Chapter 47 Section 4-32. State Revenue Accounting

POLICY HISTORY

Revisions:
08/08/2025 (Approved by the Senior Policy Council)
01/14/2022
08/19/2014

Service Center Policy

Title:	Service Center Policy
Policy Owner:	Accounting Office – Office of Cost Analysis
Applies to:	All University Workforce Members
Campus Applicability:	All UConn Campuses, except UConn Health
Approval Date:	April 30, 2026
Effective Date:	April 30, 2026
For More Information, Contact:	Associate Controller & Director of Accounting
Contact Information:	accountingoffice@uconn.edu
Official Website:	https://accounting.controller.uconn.edu/

BACKGROUND

The University of Connecticut must comply with the U.S. Office of Management and Budget (OMB) Uniform Guidance (2 CFR Part 200), which governs administrative requirements, cost principles, and audit requirements for federal awards.

Under 2 CFR 200.468, Service Center charges must:

Be based on actual usage;
Not discriminate between federally and non‑federally funded programs; and
Be designed to recover no more than the aggregate cost of providing services over a reasonable period.

Non‑compliance may result in federal reimbursement obligations and penalties.

PURPOSE

To define requirements for the establishment, operation, oversight, and financial management of University Service Centers and ensure compliance with OMB Uniform Guidance, federal cost principles, and University Policy while promoting equitable and consistent rate-setting practices, and ensuring charges to federally sponsored projects reflect only allowable and allocable costs.

APPLIES TO

Workforce Members who establish, manage, oversee, or utilize Service Centers that provide goods or services to internal University users. It also applies to all Service Centers that charge federally sponsored projects, other restricted funds, or institutional accounts.

DEFINITIONS

Service and Recharge Centers (“Service Centers”): Institutional units established for the purpose of providing goods and services to university departments, and only incidentally to customers outside the university, for a fee. Service and Recharge Centers offer goods and services that are unique, contribute to the mission of the University, require special control, are subject to federal and/or state regulations, or are not readily available from external sources. Goods and services are provided using approved billing rates, and on a regular and continuing basis.

The University operates three types of Service and Recharge Centers (collectively called Service Centers):

Department Recharge Center: A facility or departmental unit that provides services to sponsored programs and generates less than $25,000 in annual revenue and/or incurs less than $100,000 in annual expenditures.
Service Center: A facility that provides goods and services on a continuing basis to the University community and charges users a predetermined and approved billing rate to recover the annual cost of operations. Service centers pertain to units that generate $25,000 or more in annual revenue and/or incur $100,000 or more in annual expenditures, but do not meet the criteria of a Specialized Service Facility.
Specialized Service Facility (SSF): A large service center that provides unique, complex, or specialized services and has combined annual direct operating and internal overhead costs of $1,000,000 or more.

Sponsored Projects: Activities funded by an external sponsor, such as a federal or state agency, foundation, or other non University entity, under a formal award (grant, contract, or cooperative agreement) that obligates the University to conduct a defined scope of work and comply with specific terms and conditions.

Allowable Costs: Costs that meet the requirements of 2 CFR Part 200, including being reasonable, allocable, consistently treated, and not specifically identified as unallowable.

Governmental Cost Accounting Standards (CAS): standards and rules administered by the federal government for use in achieving uniformity and consistency under federal contracts.

POLICY STATEMENT

The University of Connecticut shall establish, operate, and manage Service Centers in compliance with the Uniform Guidance.

The Office of Cost Analysis (OCA), a unit within the University’s Accounting Office, is responsible for ensuring that the establishment of and the rates charged by University Service Centers are in accordance with the Uniform Guidance. The OCA reviews the rates charged by Service Centers, and ensures that the rates are consistent with good business practice and comply with all applicable regulatory and legal requirements, including those outlined in the Uniform Guidance and the Governmental Cost Accounting Standards (CAS). The OCA will ensure that federally sponsored projects are not charged a rate that is higher than any other internal users for the same goods or services under similar circumstances. External rates include indirect costs or overhead, whereas internal rates include only direct costs. Departments operating Service Centers must have the Center and the rates used by the Center, approved by the Manager of OCA in advance of commencing operations.

Service Centers must maintain sufficient documentation to support rate calculations, cost components, and usage bases. Documentation must be retained in accordance with university record retention requirements and applicable federal regulations.

Establishment of Service Centers

Service Centers are created to improve operational efficiency, reduce duplication, and offer specialized services. Departments must use existing Service Centers where available before establishing new ones. A written proposal must be submitted and approved by the sponsoring Department Head which includes:

Service description,
Justification,
Comparison to external providers,
Cost, revenue projections, and utilization estimates.

Funding Requirements

Funds must be secured prior to beginning operations, including:

Equipment,
Inventory,
Working capital.

Foundation funds may be used only if unrestricted or expressly allowed and compliant with federal cost principles. Sponsored award funds may not be used to establish Service Centers.

Rate Setting Standards and Costs

Rates must:

Recover total operating costs;
Be based on actual usage;
Ensure equitable charges to all University users;
Be billed uniformly and in a timely manner (at least once monthly)
Not exceed the cost of operations,
Exclude unallowable costs,
Be reviewed at least biennially by the Department and the OCA,
External user rates may include overhead and indirect costs.

Costs must be reasonable, allocable, and allowable under Uniform Guidance. Allowable costs include salaries, fringe benefits, depreciation (non‑federally funded equipment), supplies, maintenance, and allowable overhead.

Unallowable costs include, but are not limited to: advertising, alcohol, bad debts, donations, entertainment, fundraising, and public relations.

Billing

Service Centers must operate and bill consistently within the University fiscal year and maintain complete documentation supporting billings. Billing must occur at least monthly using approved rates. Prepayment for services and advance billing is prohibited.

Closing a Service Center

Written notification must be sent to the Department Head and Office of Cost Analysis within 90 days.

The final fund balance must be brought to zero. Departments must fund any deficit; federal grants must be refunded for surplus balances. The service center account must be formally closed in KFS.

ENFORCEMENT

Operating units that process internal charges for goods and services are subject to government regulations concerning service centers.

Service center violations under 2 CFR 200 (Uniform Guidance) can subject organizations to significant federal penalties, including disallowed costs, suspension, or debarment. Non-compliant, profit-making, or discriminatory fee structures against federal awards may lead to government-imposed fines, audit findings, or repayment of funds.

PROCEDURES/FORMS

Procedures and forms related to this policy are maintained separately by the Office of Cost Analysis. Refer to Establishment and Financial Management of Service Centers and UConn Service Centers Checklist posted in the Accounting website.

UConn Service Centers Checklist
Establishment and Financial Management of Service Centers

REFERENCES

2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards eCFR :: 2 CFR Part 200 — Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

POLICY HISTORY

Policy Created: December 26, 2014

Revisions:

Review and editorial revisions August 27, 2021
April 30, 2026 (Approved by the University Senior Policy Council and President)

Personal Services Fringe Rate Calculation for Grants/Research

Title:	Personal Services Fringe Rate Calculation for Grants/Research
Policy Owner:	Accounting Office
Applies to:	Faculty, staff and designated University affiliates
Campus Applicability:	Storrs and Regional Campuses
Effective Date:	December 26, 2014
For More Information, Contact	Associate Controller & Director of Accounting
Contact Information:	(860) 486-1366
Official Website:	https://accountingoffice.uconn.edu/

PURPOSE

To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

APPLIES TO

This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Personal Services Fringe Rates are calculated to cover the cost of employer-paid contributions for retirement, health care, life insurance and other fringe benefits on grants. The rates vary because the calculation is based on a percentage of salaries for different categories of personnel.

OMB Uniform Guidance – publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

Governmental Cost Accounting Standards (CAS) – standards and rules administered by the federal Government for use in achieving uniformity and consistency under federal contracts.

POLICY STATEMENT

The Office of Cost Analysis (OCA), a unit within the University’s Accounting Office, is responsible for calculating personal services fringe rates that are charged to research grants in accordance with OMB Uniform Guidance and the Government Cost Accounting Standards (CAS). Federal grants may not be charged personal services fringe rates unless approved by the Department of Health and Human Services, our cognizant federal agency. University departments charging personal services to grants must use the approved fringe rates.

ENFORCEMENT

Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS

The rates are calculated by the OCA based on current financial information and then adjusted annually in the future rates, based on actual costs.

For more information on OMB Uniform Guidance, please see

http://www.whitehouse.gov/omb/

POLICY HISTORY

Revisions: Review and editorial revisions August 27, 2021

Financial Statements and Financial Reports Policy

Title:	Financial Statements and Financial Reports Policy
Policy Owner:	Accounting Office
Applies to:	Staff
Campus Applicability:	Storrs and Regional Campuses
Effective Date:	August 19, 2014
For More Information, Contact	Associate Controller & Director of Accounting
Contact Information:	(860) 486-1366
Official Website:	https://accountingoffice.uconn.edu/

PURPOSE

The financial position of the University must be represented in conformity with Generally Accepted Accounting Principles (GAAP) in the United States of America and the Governmental Accounting Standards Board (GASB).

APPLIES TO

This policy applies to all staff of the University of Connecticut, Storrs and Regional Campuses. Fiscal staff are responsible for adhering to this policy, and the Accounting Office staff ensure adherence.

DEFINITIONS

Fiscal staff: are generally responsible in their respective areas for financial matters including but not limited to procurement, adhering to budgets, safeguarding assets, and completing transactions in the financial system.

POLICY STATEMENT

The Accounting Office is responsible for ensuring that the financial statements of the University, as well as all financial reports produced by the Accounting Office and provided to internal or external parties of the University, are presented fairly in all material respects, and that they represent the financial position of the University in conformity with accounting principles generally accepted in the United States of America (GAAP) and the Governmental Accounting Standards Board (GASB). Fiscal staff are responsible for applying proper accounting principles which is the basis for accurate financial reporting.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

POLICY HISTORY

Revisions: Review and editorial revisions August 27, 2021

Facilities and Administrative (F&A) Rate Calculation Policy

Title:	Facilities and Administrative (F&A) Rate Calculation Policy
Policy Owner:	Accounting Office
Applies to:	Faculty, Staff and Designated Affiliates
Campus Applicability:	Storrs and Regional Campuses
Effective Date:	December 26, 2014
For More Information, Contact	Associate Controller and Director of Accounting
Contact Information:	(860) 486-1366
Official Website:	https://accountingoffice.uconn.edu/

PURPOSE

To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

APPLIES TO

This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Facilities & Administrative (F & A) Rate: overhead rate charged to federal research grants. It is synonymous with indirect costs, and refers to the actual operating costs for facilities and administrative personnel necessary to support externally funded research.

OMB Uniform Guidance: publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

Governmental Cost Accounting Standards (CAS): standards and rules administered by the U.S. government for use in achieving uniformity and consistency under federal contracts.

POLICY STATEMENT

The Office of Cost Analysis (OCA), a unit within the Accounting Office, is responsible for calculating the Facilities and Administrative (F&A) rate charged to federal research grants every five years in accordance with OMB Uniform Guidance and the Government Cost Accounting Standards (CAS). The OCA will ensure that federal grants and contracts are not charged a higher rate for goods and/or services that any other internal or external customer may be charged, and only the approved F&A can be charged to grants. Departments cannot charge more on a grant than the rates approved by the Department of Health and Human Services, our cognizant federal agency.

ENFORCEMENT

PROCEDURES/FORMS

For more information on OMB Uniform Guidance, please see:

http://www.whitehouse.gov/omb/

POLICY HISTORY

Revisions: Review and editorial revisions August 27, 2021

Financial Accounting and Chart of Accounts Policy

Title:	Financial Accounting and Chart of Accounts Policy
Policy Owner:	Accounting Office
Applies to:	University Workforce Members
Campus Applicability:	All UConn Campuses, except UConn Health
Approval Date:	December 23, 2025
Effective Date:	January 1, 2026
For More Information, Contact	Associate Controller & Director of Accounting
Contact Information:	accountingoffice@uconn.edu
Official Website:	https://accountingoffice.uconn.edu/

PURPOSE

To ensure accurate and consistent recording of the University’s financial transactions and proper creation, maintenance, and use of the University’s Chart of Accounts for reliable financial reporting, strong internal controls, and compliance with all applicable accounting and reporting standards.

APPLIES TO

This policy applies to all Workforce Members involved in the initiation, approval, recording, reconciliation, or reporting of financial transactions.

DEFINITIONS

Chart of Accounts: The structured listing of account codes, attributes, and financial classifications used to record and report the University’s financial activity.

Financial Reporting Requirements: Standards and rules that govern how the University prepares and presents its financial information, including U.S. Generally Accepted Accounting Principles (GAAP), standards issued by the Governmental Accounting Standards Board (GASB), and other applicable state, federal, or sponsor requirements.

General Ledger: The central component of the University’s accounting system that records detailed financial transactions and account balances.

Workforce Members: Employees, volunteers, trainees, and other persons whose conduct, in the performance of work for the University, is under the direct control of the University, whether or not they are paid by the University.

Fiscal Staff: Workforce members that are generally responsible in their respective areas for financial matters including but not limited to procurement, adhering to budgets, safeguarding assets, and completing transactions in the financial system.

Departments: Academic, administrative, and operational units of the University, including schools, colleges, divisions, and centers, that initiate, approve, record, or review financial transactions.

Accounting Transactions: Financial activities recorded in the University’s general ledger that affect account balances. These include, but are not limited to, Distribution of Income and Expense (DI), Internal Billing (IB), Transfer of Funds (TF), Salary Transfer (ST), and General Ledger Transfer (GLT).

Supporting Documentation: Records that validate the accuracy and purpose of a transaction, such as invoices, receipts, contracts, email correspondence, or internal approval forms, as specified in University procedures.

POLICY STATEMENT

The University must maintain financial records that fairly and accurately represent its financial position in accordance with applicable Financial Reporting Requirements, including GAAP and GASB standards.

The Accounting Office maintains the University’s Chart of Accounts and ensures proper classification of revenues, expenses, assets, liabilities, and fund balances. Fiscal Staff may submit account requests or attribute changes through the University’s electronic workflow system. The department’s authorized approver or their delegate, as defined by University policy, must review account requests for accuracy, completeness, and compliance with University coding standards prior to final review by the Accounting Office. The Chart Manager Group within the Accounting Office approves all new accounts and attribute changes to ensure compliance with Financial Reporting Requirements.

Fiscal Staff must record all Accounting Transactions using the appropriate object codes, and include supporting documentation as outlined in applicable University procedures. The Accounting Office reviews and approves accounting entries, as appropriate, to help ensure the integrity, accuracy, and reliability of the University’s financial reporting. Departments should consult with the Accounting Office concerning issues or discrepancies in their General Ledger accounts that cannot be resolved at the department level.

ENFORCEMENT

PROCEDURES/FORMS

The Accounting Office maintains the procedures and reference information supporting this policy, both of which are published in the University’s Knowledge Base. This includes the Chart of Accounts structure, attributes, object code descriptions, and procedures for requesting new accounts, processing Accounting Transactions, and correcting errors.

For additional guidance on account classification, transaction processing, or coding, departments may contact the Accounting Office.

Accounting – Finance, Payroll, and Budget – UConn Knowledge Base
Chart of Accounts – Finance, Payroll, and Budget – UConn Knowledge Base

POLICY HISTORY

Policy created: 08/19/2014

Revisions:

08/27/2021 (Review and editorial revisions)
12/23/2025 (Approved by the University Senior Policy Council and President)