Financial Services

OUHSC Campus

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Accounts Payable
Front Desk - 405.271.2410
Travel Section - 405.271.2038

Associate VP & CFO
Front Desk- 405.271.2376

Auxiliary/Service Unit Accounting
Front Desk- 405.271.2246

Bursar's Office
Front Desk- 405.271.2433

Financial Reporting
Front Desk- 405.271.2355

General Accounting
Front Desk- 405.271.2355

Grants and Contracts
Front Desk- 405.271.2177

Payroll Services
Front Desk- 405.271.2055

Student Financial Aid
Front Desk- 405.271.2118

Budget Office
Front Desk- 405.271.2404


Add Pay Batch/Mass Load - Enterer
    Instructions to add a batch of add pays via an upload process. This manual is for the enterer.

Add Pay Batch/Mass Load - Approver
    Instructions to mass approve add pay and job change epafs.

Approval of Personal Transactions
    Policy requiring all employee reimbursements to be approved by a higher institutional authority.

Auxiliary Enterprises & Service Unit Accounting
    Auxiliary Enterprises & Service Unit Accounting policy.

    Guidelines defining "gift" and the guidelines for exception purchases.

Budget and Expenditures Policy
    Policy on Budget and Expenditures for Externally Sponsored Projects.

Cash Fund Counts Procedure
    Policy on Cash Fund Reconciliation

Cash Receipts
    University policy and procedures regarding receipt and deposit of any and all funds by University departments

Change Funds
    Guidelines to requesting and managing change funds.

Check Cashing
    University policy and procedures regarding check cashing services offered by the Bursar's Office.

Communication Devices and Services
    Policy in regards to business use of cellular devices and pagers.

Compensatory Time Procedure
    Information regarding Compensatory Time Procedures.

Employee Expense Reimbursement
    Guidelines for time to file for employee expense reimbursements.

Endowed Chair Procedures
    Endowed Chair Procedures.

Faculty & Staff Award Procedure
    Guidelines on how to handle monetary awards given to OUHSC Faculty and Staff (including residents).

Fly America Act
    Policy in regards to the Fly America Act which pertains to airfare paid on Federal Funds for international travel.

Food & Beverage Guidelines
    Guidelines for the purchase of food and beverages for business.

Foreign National Taxation
    Policy for handling foreign national taxation.

Foreign National Taxation Policy
    Information regarding the Foreign National Taxation Policy.

Gifts and Donations
    Procedures for receipting private gifts and donations received by departments.

Honorarium Payments Policy
    Policy outlining the payments of honorariums.

Honorarium Payments Procedures
    Procedures outlining the process to make honorarium payments.

Independent Contractor Decision Tree
    Chart to guide you through the process of submitting requests for independent contractor approvals.

Independent Contractor Guideline
    Policy explaining the classification for independent contractors.

Late Fees
    State statute in regards to late fees.

Leave Accrual for Health Sciences Center Programs
    This page describes the leave accrual rates and guidelines for employees in Health Sciences Center programs. These have been updated June 2015 as part of the TAL implementation.

Membership Dues
    Guidelines in regards to allowed memberships.

Moving Expenses
    Moving expense policy.

Moving Payment Procedures (Payroll)
    Procedures for paying an employee to offset moving expenses through Payroll.

Non-SPNSR Cost Transfer Cut-Off Notices
    Information regarding Non-SPNSR Cost Transfer Cut-Off Notices.

Obligation & Collection of Student Fees Regents' Policy 4.5
    Oklahoma State Regents' Policy regarding obligation and collection of student tuition and fees.

OMES Statewide Accounting Manual
    Office of Management and Enterprise Services accounting manual outlining all allowed payments policies for the State of Oklahoma. See Section 5, Disbursements.

Participant Payment Matrix
    Guide to requirements for participant payments allowed from petty cash funds or required by warrant.

Participant Payment Policy
    Policy outlining participant payments.

Payment To Foreign Nationals
    Procedures for submitting a payment to a foreign national.

Payment to Vendors
    Policy in regards to vendor payments.

Payments for Services Performed by Non-Employees
    Policy in regards to payments to individuals that are not currently OUHSC employees.

Pcard Guide
    Purchasing guide indicating allowable and non-allowable pcard purchases.

Petty Cash - Departments
    Policy in regards to request, replenishment, management, and closure of petty cash funds.

Petty Cash - Research Incentives
    Policy in regards to request, replenishment, management, and closure of research incentive petty cash funds.

Pre-payment Policy
    Pre-payment policy.

Program Income
    Procedures on Program Income.

Property Inventory
    Property Inventory policy.

Refunds (Patient and Other)
    Procedures for requesting refunds to patients or other individuals/companies that have paid OUHSC in excess of amount due.

Registration Fees
    Policy in regards to allowability of prepayment of conference registration fees.

Reimbursement Documentation Requirements
    Documentation requirements for reimbursement of individuals for business expenses.

Replacement IDs
    University policy regarding administrative directive to replace OUHSC ID cards.

Research Incentive Gift Cards
    Procedures on Research incentive gift cards.

Resident Time Reporting Procedures
    Detailed procedures for Resident, Residency Coordinators and Payroll Coordinators duties recording and verifying Resident time reporting.

Small Dollar Purchasing Guide
    Guide in regards to purchases and the requirements for encumbrance and/or contracts.

Student Activity Funds
    Guidance on spending funds generated from the collection of student fees.

Student Payment Guidelines
    Guidelines on IRS requirements for payments made to students and the classifications of business versus education (scholarship) expenses.

    Guidelines on the purchase of medical and non-medical subscriptions.

Taxable Employee Expenses
    Procedure for processing taxable employee expenses.

Taxpayer Relief Act of 1997
    Information regarding Taxpayer Relief Act of 1997.

Travel Policy
    OUHSC travel policy which outlines classification and allowability of expenses.

    OUHSC Staff Handbook Voting policy and how to record time in the TAL system of record.

Warrant (Check) Handling Procedures
    Check handling procedures and requirements

Warrant (Check) Pickup Procedures
    Procedures in regards to having warrants returned to the department (held in AP for authority to pick up).

Warrants (Checks)
    Information in regards to the function of warrants (checks) issued by OUHSC to include cancellation, reissue, stop pay, etc.