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Folder and Calculator App on Phone

Kelly Sikkema

The resources listed below can be searched by name, topic, or the fiscal quarter when they are most referenced.

Allowable Fund Transfers

The university receives money from a variety of sources such as individual or corporate donors, government agencies, non-government sponsors and tuition. Many of these sources put restrictions on how the money is spent. To ensure that monies are spent for their intended purpose, the University utilizes multiple fund types and has restrictions on the movement of money between these funds.

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BPS as a Planning Tool

Setup, review, and forecasting as preliminary preparation for your FY22 operating budget.
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BPS Task List

A one page reference to the Budget Planning System (BPS) modules

Budget Management Best Practices for YEC and New FY

Instructions and links to running reports following fiscal year-end close and at the start of the new fiscal year.

Calculating Projected Endowment Payout

A quick and easy way to estimate next year’s endowment payout.

Change to Prerequisite for Accessing Oracle Financials System

On Jan. 3, 2022, Stanford Financial Management Services (FMS) will launch a new STARS course, Financial Stewardship Expectations (FIN-PROG-0020), which will become the new prerequisite training for accessing Oracle Financials systems (e.g., Expense Requests, PCard, Labor Distribution) and OBI reporting. This new course will completely replace the Financial Confidentiality Agreement (FIN-PROG-0010) STARS course.

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Checking for Underwater Endowments

To check for any underwater endowments, use the Underwater Fund Report section of the Endowment Financial Dashboard located in the OBI Revenue and Fund Management Reporting dashboard.

Clearing Aging Transactions

The School of Humanities and Sciences Finance Office encourages all management to review your outstanding PCard, TCard, Advance, and Expense Request transactions on a monthly basis and to take what actions you can to keep up-to-date with these transactions. This job aid provides best practices and highlights specific policies in the Stanford University Admin Guide that govern aging P-Card, T-Card, out of pocket, and Advance transactions. Topics include the Aging Review Process, SU Card Management, and Q&A.
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Defining Operations

Definition of Operations, including examples, to assist department administrators in developing operating budgets and to maintain consistency and comparability throughout the School.

Expense Pre-Approval Exception Form

Please use this form when you know that you may exceed University guidelines for meals or events to obtain pre-approval and avoid having the transaction rejected.

Faculty Designated Funds Best Practices

This document attempts to clarify faculty designated fund usage and best practices for faculty funds management in the School of Humanities & Sciences. It addresses the intersection of University policy contained in Administrative Guide 3.1.2: University Funds with the day-to-day challenges of tracking funds in faculty accounts.
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Faculty Moving Allowance - Policy

To pay for moving costs associated with hiring new faculty

University policy regarding relocation of faculty is found in the Administrative Guide Policy 2.1.19: Relocation of Faculty and Staff.  This section sets forth policies and procedures to facilitate the moving and reassignment of new or current Stanford faculty and is updated regularly as policy changes. Please consult this section for the policies that underlie H&S faculty moving guidelines and procedures, which follow.

 

Faculty Pay and Earnings Codes

A job aid to assist department administrators in determining the appropriate earnings code to use when paying faculty. This job aid should not be construed as determining policy or rules.
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Faculty Salary Savings - Policy

The School’s policy with regard to allowing faculty who are supported by grants to recover a percentage of their academic-year salary and benefits.

Faculty Searches - Policy

To assist Departments with faculty recruitment expenses through a cost-matching mechanism.
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Final Year-End OBI Reporting

To help you find reports in Oracle Business Intelligence (OBI) that provide you with the final fiscal year end balances in your awards. Faculty salary reports are also available and allow you to ensure that cost-sharing obligations were met, sabbatical charges were directed to the correct PTA and any supplemental salary payments to faculty in your area were received.

Finance Training Guide

Finance Training Guide for New Department Administrators.

Please note that we are currently in the process of updating this guide. Some sections may be out of date. The last update was March 2018.

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Financial Reporting Matrix

A financial reporting job aid providing brief notes on selected financial reports recommended for answering the questions, "How have we been doing?", "How are we doing?", and "How do we think we will be doing?".

Gift Cards - Policy

When considering purchasing gift cards for employees and students, the benefit to community building vs. the constrained financial environment in which Stanford is operating should be considered. Gift cards should be issued only occasionally and always in support of an identified academic purpose.
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H&S Financial Dashboard Quick Start Guide

A suite of on-demand, customized BI reports to support annual business processes.

HandSOn Commitment Reporting

How to pull up a commitment report using the HandSOn commitment database.

HandSOn Quick Start Guide

How to access and navigate HandSOn for funding commitments.

HandSOn User Guide for Departments and Programs

HandSOn user guide for department and program users to view funding commitments.

How to Clear an Org Suspense Account

Background and best practices for managing salary charges posted to org suspense accounts.

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How to Develop a Financial Summary

Slides from the Finance seminars held in the Fall 2018. The initial sessions provided a broad overview of the considerations when initiating a financial analysis and report.

Midyear Forecasting

An overview of why and how to create a midyear financial forecast.
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OBI Fund and Expenditure Trend Report Customizations

Instructions and links to OBI report customizations for the OBI RFM Fund Trend and OBI CER Expenditure Trend reports.

Operating Budget Orientation

Review of the annual operating budget process

Operating Budget PTAs - Definitions & Uses

H&S utilizes a standard set of Operating Budget projects for managing finances at the School level and to assist department and program administrators in managing the operations of their unit.

Operating Budget Savings - Policy

The operating budget savings policy will be the same as it has been for the past three years. Departments and programs will be allowed to move all operating budget general fund surpluses to their Budget Savings account. The 2020/21 Budget Savings Policy & Process is applicable for FY22. This policy will be reevaluated for FY23.
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Planning Assumptions for Budgeting - FY23

University Budget Office (UBO) expense and endowment income planning assumptions for the FY23 operating budget. This job aid is intended to assist H&S department and program administrators during the FY23 operating budget process. UBO planning assumptions change throughout the year. Please contact your H&S Finance liaison for the most recent information.
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Restricted Funding Analysis Using OBI Reports

A user guide to running the Non-OB report from the H&S Financial Dashboard.

Sabbatical and Paid Leave Labor Schedule Calculator

Template for calculating labor schedule values for faculty using sabbatical and paid leave credits
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Year-End Close Orientation

Review of the annual fiscal year-end close process.
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