Handbook of Business Procedures
User Guides and Training Tools

Accounting
Accounts Payable
Budget
*DEFINE
Funds Transfers
Independent Contractors
Interdepartmental Transfers
Inventory and Property Management
Notary Public
Purchasing
Records Management
Reporting
Sales Tax
Scholarships and Fellowships
Student Accounts Receivable
Travel
Wire Transfers & Foreign Drafts

Accounting

• Account Groups*
• Account Structure
• Account Creation and Control
• Fiscal Year End Process
• Overview & Procedures*
• Balance Forward Check*
• Balance Forward Rules*
• Encumbrances*
• Service Dates*
• Electronic Deposits - VC1 Documents*
• Introduction to Accounting*
• List of Accountants by Account Number
• Subaccount Listing*
• Statement of Accounts - Reconciliation*
• Typical Accounting Transactions*

Accounts Payable

• Overview & Procedures*
• Payment Voucher Checklist
• Special Processing Issues
• Check Pick-up Procedures
• Preparing Proper Supporting Documentation for Scanning
• Procurement Card Vouchers*
• Prompt Payment Act Frequently Asked Questions
• VP1 Crosswalk
• Vendor Identification Numbers*
• Object Class Codes*

Budget

• Budget Document (BDL) Preparation Guide*

*DEFINE

• Overview of *DEFINE
• Introduction to *DEFINE*
• *DEFINE Resource Page
• Account Information in *DEFINE
• Account Transaction*
• Account Balances by Object Code
• By Account*
• By Budget Group and Account*
• Account Balances by Account*
• Account Information Quick Reference with FAQ's*
• Authorized Signers for an Account*
• Unit Code Listing*
• Electronic Office Management*
• Departmental Ledger Module (LMM)*

Funds Transfers

• Request for Transfer of Funds (RTF) - VT1, VT2 & VT3*
• VT2 Sample Entries
• VT2 Coding Flowchart

Independent Contractors

• APS Handout*
• Payments to International Non-Employees*

Interdepartmental Transfers

• (IDTs) Rate Requests
• Original Charges - VT5*
• Correction of Charges - VT6*

Inventory and Property Management

• Working with CCART—Electronic Transfer Documents*
• CCART Tutorial
• State Property Accounting Users Guide
• Running an NVP Report

Notary Public

• Notary Public Appointment User Guide*

Purchasing

• Purchasing Processes
• Procurement Card Program
• Procurement Card Payment Voucher (VP7)
• Handout*
• Slide show

Records Management

• How to Use the Records Retention Schedule
• Request to Dispose of Records
• Electronic Image Guidelines
• Frequently Asked Questions

Reporting

• Statement of Account (SOA)
• IF1 (DA30 and AC30) Slide Show**
• Report Writer (IF2)*
• Annual Financial Report Writer (*AQAFRS)

Sales Tax

• Overview & Procedure*
• Frequently Asked Questions
• Texas Sales Tax and Tax Exemption Certification Instructions*

Scholarships and Fellowships

• SS1 Documents - Scholarship and Fellowship Payments*
• Sample SS1 - Recipient Address On File*
• Sample SS1 - Non-student, Non-employee, No Prior Payments*

Student Accounts Receivable

• Centralized Receivables Handout*
• Tuition and Fee Waivers*

Travel

• VE5/VE6 - Request Travel Authorization*
• Travel Authorization & Payment Documents (VE5/VE6 & VP5)*
• Meal and Lodging Rates

Wire Transfers & Foreign Drafts

• Wire Transfers and Foreign Drafts Instructions*
• Wire Transfers and Foreign Drafts Slide Show**

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