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Fiscal Policy Development Processes
1 Fiscal Environment
Funding Language for Board of Trustees Roll Call Items and Contracts
1.1 System Annual Financial Report
1.2 Conducting, Recording and Reporting Financial Activity
1.3 Unit Financial Health
1.4 University and System Offices Deficit Reporting
1.5 Conducting Business Outside the State of Illinois
1.6 Exceptions to Business and Financial Policies, Procedures, and Processes
Comply with Anti-Bribery Laws
Reporting Fraud or Misconduct, Whistleblower Protection, and Investigations
Employee Gift Policy
Fraud Prevention and Awareness
Approval of Financial Documents
2 Custodial Funds
2.1 Policies for Managing Custodial
2.2 Determine the Need for a Custodial Fund
2.3 Request Approval for a Custodial Fund
2.4 Comply with Liaison Responsibilities for a Custodial Fund
2.5 Expend Custodial Funds on Behalf of Owner
2.6 Process a Transaction between the University and the Owner of a Custodial Fund
2.7 Return Custodial Funds to the Owner
3 Budget
Responsibilities
Definitions
Keeping Budget Records
Disposition of Year-End Balances
FAQs
3.1 Adjust a Budget
3.2 Manage State Year-End Balances
4 Payroll
Responsibilities
Definitions
FAQs
4.1.1 Serve as a Unit Payroll Contact
4.1.2 Set up a New Unit or Location for Timesheets
4.1.3 Set Up Payroll Function in Banner and ANA
4.1.4 Change an Employee's Job
4.1.5 Handle Unclaimed Payroll Checks
Avoiding Payroll Problems
Payroll Roles in Banner and ANA
Payroll Deductions
4.2.1 Submit Employee Work Time
4.2.2 Report Tip Income
4.3.1 Adjust an Employee's Pay (Underpayments)
4.3.2 Process Payments for Employment-Related Agreements
4.3.3 Process Employee Recognition Awards
4.3.4 Correct Payroll Overpayments
4.3.5 Submit Taxable Fringe Benefit Payments
4.3.6 Process Payroll Separation Vacation and Sick Leaves
5 Receivables
Responsibilities
Definitions
Keeping Receivables Records
FAQs
5.1 Managing Receivables
5.2.1 Obtain Access to Banner Accounts Receivable (Banner AR)
5.2.2 Create a New Non-Student (General-GAR) Account
5.2.3 Process (Assess) Non-Student (General-GAR) Charges in Banner AR
5.2.4 Determine Whether a Student Charge Qualifies as a Receivable
5.2.5 Process (Assess) Student (SAR) Charges in Banner AR
5.2.6 Process (Assess) Study Abroad Charges in Banner AR
AR Resources
5.3.1 Process Student Deposits in Banner
5.3.2 Return Student Deposits in Banner AR
5.4.1 Calculate Your Allowance for Uncollectible Receivables
5.4.2 Collect Delinquent Accounts Receivable
5.5 Request an Exemption from Using Banner AR
6 Insurance
Responsibilities
Keeping Insurance Records
FAQs
6.1.1 Determine Minimum Insurance Requirements for Vendors
6.1.2 Verify Insurance when Leasing Facilities to Outside Groups
6.1.3 Select Bus Charters with Approved Insurance
6.1.4 Determine Personal Aircraft Insurance Limits
Insurance Requirements for Vendors FAQs
6.2.1 Provide Proof of Liability Insurance
6.3.1 Report a Claim for Property Damage
6.3.2 Report a Claim for Personal Injury
6.4.1 Purchase Insurance
6.4.2 Insure Equipment and/or Building Contents
6.4.3 Protect Personal Property
7 Purchasing
7.1 Purchasing Operations
7.2 Purchase of Goods and Services
Section 7.2 Purchase of Goods and Services - Printer Friendly Version
7.2.1 Competitive Solicitation Process
7.2.2 Exceptions to the Competitive Solicitation Process
7.2.3 Purchases below the Small Purchase Limit (Small Purchases)
Restricted Items and Purchases Requiring Special Approval
7.3 Purchase Orders
7.4 Cash Purchases
7.5 Emergency Purchases
7.6 The University Purchasing Card (P-Card)
7.7 Procurement Conflicts of Interest
7.7 Procurement Conflicts of Interest - Printer Friendly Version
7.7.1 Prohibited Conflicts of Interest
7.7.2 Potential Conflicts of Interest
Conflict of Interest Review Process
Purchase Order Hold Process
8 Payments and Reimbursements
Responsibilities
Definitions
Keeping Payables Records
Avoiding Fiscal Year-End Problems
Documentation Required to Support Payments
Tax Implications for Payments and Non-Cash Reportable Benefits
What to do if...
FAQs
8.1.1 Determine the Allowability of Business Meals and Refreshments
8.1.3 Determine the Allowability of Specific Expenditures
8.1.4 Determine the Allowability of Gifts, Prizes, and Awards to Individuals
8.1.5 Determine the Allowability of Specific Financial Support or Sponsorship Payments to Outside Organizations
8.2.1 Request Reimbursement for Domestic or International Employee Travel and Business Meals
8.2.2 Request Reimbursement for Items Purchased on Behalf of the University
8.2.4 Provide Justification for Reimbursement Requests Older than 60 Days
8.2.5 Request Non-Employee Reimbursement
8.3 Cash Advances
8.3.1 Open a Cash Advance
8.3.2 Reconciliation of a Cash Advance
8.3.3 Replenish a Cash Advance
8.3.4 Extension of a Cash Advance Due Date
8.3.5 Close a Cash Advance
8.4 Payments to Human Subjects
Payments to Human Subjects - Printer Friendly Version
8.4.2 Reconciliation of a Program Advance
8.4.1 Cash Advances for Human Subject Payments
8.4.3 Replenish a Program Advance to Pay Human Subjects
8.4.4 Close a Program Advance to Pay Human Subjects
8.4.6 Request Checks Made Payable to Human Subjects
8.4.7 Electronic Codes for Human Subject Payments
8.5 Vendor Setup and Maintenance
8.6.1 Request Direct Payment for Approved Goods and Services
8.6.2 Request Payment for Honoraria
8.6.4 Request Payment for Cash Gifts, Prizes, and Awards
8.6.5 Request a Vendor Check Payment for Professional Development Activities
8.6.7 Request Payment from a Registered Organization Fund
8.6.9 Request Scholarship Payments to Non-University of Illinois Students
8.6.10 Request Incentive Payment for Activity Participation
8.6.11 Refund Money to a Payee
8.6.12 Participant Support Costs
Reporting Foreign Bank Payments
Routing Vendor Invoices
8.7 Cell Phone & Data Plan Business Expenses
8.8.2 Request Payment by Wire Transfer
8.8.3 Determine Status of Checks Not Received by the Payee
8.8.4 Request a Check Cancellation
8.8.5 Submit 50 or More Payment Requests
Electronic Disbursements
8.9.1 Request an Exception
8.10 Process Educational Payments to Students
8.10.1 Assistantships
8.10.2 Payments from Gift or Endowment Income Funds
8.10.3 Payments to Non-Matriculated Students
8.10.4 Prizes and Awards
8.10.5 Recruitment and Public Service Participation Payments
8.10.6 Research and Travel Payments
8.10.7 Scholarships, Fellowships and Educational Assistance Grants
8.10.8 Tangible Items
8.11 Relocation Assistance
8.11.1 One-Time Moving Payment to the Employee
8.11.2 Reimbursement for Relocation Expenses Incurred
8.6.13 Postdoctoral Fellowship Payments
9 Audits, Internal Control, and Business System Security
Responsibilities
Keeping Supporting Records
9.1 Internal Control Responsibilities
9.1.1 Unit Head Responsibilities for Internal Controls
9.2 Annual FCIAA Questionnaire
9.3 Report Activity from Audits, Reviews, Consulting Engagements, and Attestation Services Provided by External Parties
9.4 Business Financial Information
Employee Gift Policy REDESIGN
10 Cash Handling
Responsibilities
Keeping Cash Handling Records
What to do if...
10.1.1 Obtain Approval as a Cash Handling Unit
10.1.2 Implement Internal Controls for Handling Cash and/or Checks
10.1.3 Comply with Cash Handling Unit Head Responsibilities
10.2.1 Accept Checks as Payment
10.2.2 Reconcile Cash Receipts Daily
10.2.3 Reconcile Cash Receipts Monthly
10.3.1 Deposit Cash and Checks with University Bursar
10.3.2 Deposit Foreign Checks with University Bursar
10.3.3 Deposit Unit Funds Directly to the Bank
10.4.1 Obtain Approval to Handle Returned Checks
10.4.2 Handle Returned Checks (Approved Units Only)
10.5.1 Establish a Change Fund
10.5.2 Responsibilities of a Change Fund Custodian
10.6.3 Reconcile Change Funds Daily
10.5.3 Change the Amount of a Change Fund
10.5.4 Change the Custodian of a Change Fund
10.5.5 Close a Change Fund
11 Gifts and Endowments
11.1 University Gifts
11.2 Distinctions Among Gifts, Grants and Contracts
11.3 Campus Processing of Gifts
11.4 Relinquishing Gifts to an External Institution
Accounting for Fundraising and Development Expenses
11.7 Employee Donations for Programs Under the Perceived Control of the Employee
11.8 Returning Funds to the University of Illinois Foundation
11.9 Endowment Administration
11.10 Expenditure of Gift Funds
11.11 Establishment of Quasi-Endowments
11.12 Current and Non-Endowed Term Funds Administration
11.13 Accounting for Qualified Sponsorships
12 Property Accounting
Responsibilities
Definitions
Keeping Property Accounting Records
FAQs
12.1.1 Obtain Access to FABweb/Biennial Inventory Application
12.1.2 Classify Equipment and Property
12.1.3 Determine the Value of Equipment or Property
12.1.4 Enter Account Codes when Purchasing Equipment
12.1.5 Process a New Acquisition in FABweb
12.1.6 Affix Property Labels
12.1.7 Identify Donated, Found, and Other Non-Cash Addition Equipment
12.1.8 Add Donated, Found, and Other Non-Cash Addition Equipment to Banner
12.1.9 Determine Capitalization Thresholds
12.1.10 Report New Software Over $250,000
Importance of Accurate Equipment Coding
12.2.1 Complete a Biennial Inventory
12.2.2 Serve as Unit Property Accounting Contact
12.2.3 Comply with Unit Head Property Custodial Responsibilities
12.2.4 Maintain Entity Codes for Self-Supporting Activities
12.2.5 Update an Existing Asset in FABweb
12.2.6 Keep Property Secure
12.2.7 Assess an Employee for Missing or Damaged Equipment
Equipment Audits
Avoiding Property Accounting Problems
12.3.1 Transfer Equipment to Another Unit
12.3.2 Process an "Internal Sale" of Equipment to Another Unit
12.3.3 Loan Equipment to Another Unit
12.3.4 Permanently Transfer Equipment with Researcher
12.3.5 Other Permanent Equipment Transfer Situations
12.3.6 Loan Equipment to Another Institution
12.3.7 Equipment Loans to Faculty, Staff, or Students
12.4.1 Remove Stolen Equipment from Inventory
12.4.2 Remove Destroyed Equipment from Inventory
12.4.3 Dispose of Unneeded Equipment
12.4.4 Disposal of Firearms
12.4.5 Render Data Unrecoverable on Electronic Devices Prior to Transfer or Disposal
12.4.6 Process Unlocatable Equipment
12.4.7 Dispose of Equipment with a Nominal Value
12.5.1 Enter into Leases or Licenses for Real Property
12.5.2 Expensed Lease or Housing Stipend for a Non-University Owned Residence or Apartment
Management of Residences Occupied by Non-Employees
Management of Residences Occupied by Employees
13 Accounting
Responsibilities
Definitions
Keeping Accounting Records
University Funds
13.1 Overview of University Fund Accounting
13.2 C-FOAPAL Segments
13.3 Journal Vouchers and Other Internal Transactions
13.4 Reconciliation of Financial Activities
13.5 Non-Monetary Exchanges
13.6 Revenue-Generating Events
14 Investments, Banking, and Internal Loans
Responsibilities
Keeping Investment and Banking Records
14.1 Apply for an Internal Loan
Internal Loan Guidelines
14.2 Open or Close a University Bank Account
14.3 Manage University Extension Bank Accounts
14.4 Manage Foreign Bank Accounts
14.5 Submit Questions Regarding University Investment Policy
Distribution of Investment Income
14.6 Enter into a Derivatives Agreement to Manage Risk
14.7 Manage Your Unit's Derivatives
14.8 Contract for Automated Teller Machine (ATM) Services
15 Travel
Responsibilities
Keeping Travel Records
15.1.1 Cash Advances for Travel
15.1.3 Make Travel Arrangements
15.1.4 Determine Allowability of Travel Expenses
Travel Reimbursement and Per Diem
Headquarters and Travel Status
Domestic Travel
15.2.1 Request a T-Card
15.2.2 Serve as a Department Card Manager (DCM)
15.2.3 Comply with Unit Head T-Card Responsibilities
15.2.4 Reconcile T-Card Charges in Chrome River
15.2.5 Request a T-Card Exception
T-Card Services Offered by University Payables Card Services
Restricted T-Card Purchases
Prohibited T-Card Purchases
Inappropriate T-Card Use
15.3 Motor Vehicle Accidents
How Your Personal Insurance Becomes Involved in a Claim
15.4.1 Rent a University Motor Pool Vehicle
15.4.2 Become Eligible to Drive a University Motor Vehicle
15.4.3 Comply with Unit Responsibilities for Motor Vehicle Use
15.4.4 Determine Approved Use of Department and Motor Pool Vehicles
15.4.5 Determine When to Use Commercially Insured University Motor Pool Vehicles
16 Grants and Research Contracts
Sponsored Projects Closeout
Sponsored Projects Closeout - Print Version
Close a Sponsored Project
Campus Central Office Responsibilities
Closeout Documents and Responsibilities
Sponsored Project Closeout Frequently Asked Questions
Sponsored Projects Cost Principles
Cost Principles - Printer Friendly Version
Treatment of Select Items of Cost
Code Unallowable Costs
Frequently Asked Questions
Sponsored Projects Cost Transfers
Sponsored Projects Cost Transfers - Printer Friendly Version
Process Cost Transfers for Sponsored Projects
Cost Transfers Frequently Asked Questions
Sponsored Projects Program Income
Sponsored Projects Program Income - Printer Friendly Version
Identify, Account, Treat, and Report Program Income
What is Program Income?
Program Income Responsibilities
Frequently Asked Questions
Sponsored Projects Subawards
Sponsored Projects Subawards – Printer Friendly Version
Review and Pay Subrecipient Invoices
Close a Subaward
Guidelines on Subrecipient Performance
Responsibilities to Monitor a Subrecipient
Section 16.1.3 MOVED
16.1.5 Sponsored Projects Administration
Section 16.5.1
17 Consultants and Independent Contractors
17.1 Consultants and Other Contractors for Services
17.2 Classification of Independent Contractors Versus Employees
17.4 Capital Professional Services Consultant (PSC) Error and Omission Policy
18 Taxes
19 Contracts
19.1 Contract Overview
19.2 Standard and Non-Standard Contracts
19.2.1 Standard Contract Templates
19.2.2 Non-Standard Contracts
19.3 Contract Approval Authority
19.4 Comptroller Contract Signature Authority and Delegation
19.4.1 Electronic Signatures
19.5 Contract Filing
20 ID Cards, UINs, and Data Services
Responsibilities
Keeping Identity Management Records
What to do if...
FAQs
20.1.1 Request University Identification Numbers (UINs)
20.2.1 Request a Visitor ID Card
20.2.2 Request Cards or Fobs for Proximity Access
20.2.3 Request Cards for Conference Guests
20.2.4 Request a Department Card for your Unit
20.2.5 Request University/Unit Name Badges
20.2.6 Request ID Cards for Affiliated Groups
20.2.7 Process Cardholder Separation from the University
20.3.1 Request Card Reader Services
20.3.2 Request Access to Enterprise Data about Persons
Services offered by i-card Programs
Avoiding Problems with UINs
Proper Use of UINs
21 Merchant Cards
Responsibilities
Definitions
Keeping Merchant Card Records
FAQs
21.1.1 Determine the Best Technology for Accepting Credit/Debit Cards
21.1.2 Become a Merchant Unit
21.1.3 Accept Cards for Payment
21.1.4 Respond to Disputed Transactions
21.1.5 Refund a Transaction
21.1.6 Reconcile Credit/Debit Card Transactions
21.2.1 Become PCI Compliant
21.2.2 Validate PCI Compliance Annually
21.2.3 Store Cardholder Data on Paper Securely
21.3.1 Establishing Stored Value Cards or Gift Card Programs
21.3.2 Report Expired and Unredeemed Stored Value Cards, Gift Cards, and Other Cards
22 Self-Supporting/Revenue Generating Activities
Responsibilities
Definitions
Keeping Self-Supporting Activities Records
Audits
Avoiding Problems with Your Self-Supporting Fund
Methods of Merchandise Inventory Valuation
Determine the Need for a Self-Supporting Fund
Request Approval for Revenue-Generating Activities
Establish and Monitor Rates for Goods and Services Sold to Customers
Monitor a Self-Supporting Fund
Address a Self-Supporting Fund Deficit
Address a Self-Supporting Fund Surplus
Avoid a Build-Up of Excess Cash Balances
Assess Your Merchandise Inventory Management Practices
Conduct a Physical Inventory to Adjust Your Merchandise Inventory Record
Report on Self-Supporting Activities in the Year-End Fact Sheet
Report Unrelated Business Income (UBI)
Collect and Report Sales and Use Tax
Service and Storeroom Activities
Fund Management
Identifying Costs
Setting Rates
Adjusted Fund Balances and Over/Under Recoveries
Documentation Requirements
Calculations
Billings
Reviews & Approvals
Account for Study Abroad and Unique Instructional Activities
Charge Self-Supporting Goods and Services to Sponsored Project Funds
Section 22.1
Section 22.2
22.3 Management and Accounting for Facility Use Agreements (FUAs) and Technical Testing Agreements (TTAs)
Purchases
Contracts+
Types of Purchases
Catering - Urbana Campus
Contracting for Services
Computers
Copiers
Cost-Per-Click Program for Rental Copiers
Document Management
Furniture
Lab Supplies & Chemicals
Hospital Medical Supplies & Equipment
Office Machine Repair
Office Supplies & Equipment
Online Digital Advertising and Marketing Services
PO Shipping Terms - Urbana Campus
Printing & Typesetting
Shipping
UPS Contract Rates
UPS Insurance Information
Telecommunications
Tent Rental
Transportation
Household Goods and Equipment Moves
Suppliers
Campus Stores
Conflict of Interest
Illinois Public Higher Education Cooperative
Procurement Contracts Search
Procedures & Rules
Small Purchase Limits / Competitive Solicitation Thresholds
BOT Approval Thresholds
Sealed Bid Specifications
RFP Specifications
Emergency Purchases
Standard Purchase Order Terms, Conditions and State Certifications
Sole Source Purchases
Procurement Policy Board Review
Tax Exempt Status
Senate Bill 8 Summary of Changes
Purchases Not Subject to the Illinois Procurement Code
Exempt Purchases
Ordering & Payment Methods
iBuy (online purchasing)
Purchasing Card (P-Card)
Banner Orders
Commodity Code Description Procedure
Reducing Standing Purchase Order Encumbrances
Cash Purchases
Reports
Newsletters
Renewals
University Amazon Business
Strategic Procurements
Contracts & Awards
Job Aids & Training Materials
Forms
FAQs
Glossary
Who To Ask
Request Support
Service Activities Resource Page
Service Centers
Rates
Expenses
Base
Source2Pay (S2P)
About Source2Pay
Process Documentation
Short-Term Recommendations
Historical Timeline
Sponsors and Partners
Resources
Who To Ask
Students
Supplier Diversity
Doing Business with UI
About Us
Definitions
Good Faith Efforts
Capital Programs
Contractors
Design Professionals
Procurement Opportunities
Reporting Requirements
Links & Resources
FAQs
Who To Ask
Diverse Supplier Development Program
Newsletters
Events & Workshops
Current Events
Workshops
Past Events
TEM | Travel & Expense Management | UIUC, UIC, UIS DECOMMISSIONED
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Guide to Banner Default Codes and Index Codes
Query Searches Using One Field
Query Searches Using Multiple Fields
Accounting & Financial Reporting
Adjusting a General Encumbrance
Common Cross FOAPAL Validation Errors
Copying a Journal Voucher
Correcting a Journal Voucher with Incomplete Status
Correcting a Posted Journal Voucher Transaction
Creating a General Encumbrance
Creating a Journal Voucher with FGAJVCD and FGAJVCQ
Creating a Journal Voucher with FGAJVCM
Deleting a General Encumbrance with Incomplete Status
Deleting a Journal Voucher with Incomplete Status
Detail Encumbrance Activity
UIS Equipment Transfers and Disposals Procedures
Encumbrance List Form
Entering a Budget Estimate
Finding Your C-FOP Balance
General Encumbrances Quick Guide
Journal Voucher Query Pages
Organizational Encumbrance List Form
Partial Liquidation of General Encumbrances
Posting Revenue
Redistributing Revenue
Total Liquidation of General Encumbrances
Updating the Financial Manager
Ways to Prevent the Creation of Misclassified C-FOAPALS
Accounts Receivable
Accounts Receivable Processing (AR 103)
AR Pages and Their Uses
Closing a Cashier Session
Entering GAR Charges and Credits
Entering GAR Charges and Credits with the Account Detail Page
Using the Billing Mass Data Entry For Page
Viewing Account Comments
Invoice Numbering
Banner Help Resource Documents
Budgeting
Business Travel
Cash Handling
Card Services (P-Card & T-Card)
Create a Delegation
Department Card Manager: Modify or Cancel an Existing P-Card
Department Card Manager: Process New Applications
Department Card Manager: Act as a Department Card Manager (DCM) Delegate in TCS
Department Card Manager: Modify, Cancel, or Suspend a T-Card in TCS
Department Card Manager: Request a T-Card in TCS
Department Card Manager: Search for a T-Card in TCS
Government Costing
Grants & Sponsored Projects Training Materials - All Campuses
Determining Fund and Grant Balances
Find Grants by PI Form
Grant Billing Information
Look Up Encumbrances
Look Up Grant Attribute Information: User-Defined Data
Review Grant Transaction Detail
Multi-Year Encumbrance Date Logic - Start Date
Multi-Year Encumbrance Date Logic - End Date
Query Forms
Financial Look Up Forms
Urbana-Champaign Campus
Chicago Campus
Springfield Campus
iBuy (online purchasing)
Mobius View (formerly View Direct)
Payroll & Benefits
Approving All Timesheets At Once (Using PHADSUM)
Approving Bi-Weekly Timesheets in Banner (Using PHATIME)
Comment Entry
Creating a Proxy for a Time Entry Role
Editing and Correcting Timesheets
Exempt Employees Exception Time Entry
Extracting Timesheets
FMLA Time Reporting
Non-Exempt Employees Work Schedules
Positive Time Entry for Student, Extra Help, Academic/Graduate Hourly
Restarting an Employee's Timesheet
Overriding a Routing Queue (NBAJQUE)
Performing Labor Redistributions
Setting Up ANA Proxies
PEAR
Purchasing & Receiving
TEM Resource Page
University Payables
Identifying Vendor Payments Using FAIVNDH
Identifying Invoices Awaiting Receiving Using FPIIREC
Looking up Bank Codes Using FTICHKS
Recurring Payables Invoice Processing
Retrieving Document History Using FGIDOCR
Reviewing Invoices Using FAIINVE
Searching by Vendor Contact Name Using FOIVEND
Searching for a Vendor Using FTMVEND
Searching Invoice Data Using FAIIREC
Searching Invoices by Category Using FAIINVL
Searching Vendor Payment Status Using FAIVINV
Tracking Total Paid to Vendor Using FAIVHIS
Viewing Check Activity Using FAICHKH
Viewing Images Using BDM from FOIDOCH
Viewing Encumbrance Detail Using FGIENCD
Viewing Invoice or PO Status Using FOIDOCH
Viewing Open Invoices by FOAPAL Using FAIOINF
Viewing Recurring Payments Using FAARUIV
Viewing Transaction Activity Using FGITRND
View Direct (now Mobius View)
Who To Ask
University Contract Records Office
State Filing Process
Forms
FAQs
Who To Ask
Record Retention
University Bursar
Accounts Receivable Operations (ARO)
Banner AR Billing Schedule
Banner AR Payment Options
College Illinois!
Departmental Payments to Students
Banner AR User Requests
IRS Form 1098-T Reporting
Customer Service
Financial Reconciliation and Reporting Aids
Reconcile AR Transactions Ledgers to Accounts Receivable
C-FOAP to Detail Code Crosswalk
Job Aids & Training Materials
Who To Ask
Vendors
Invoices and Payment
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Who To Ask
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