"The Guide"

The Departmental Financial Management Guide ("The Guide") and the associated Guide Training provide University of Colorado Boulder employees a comprehensive overview of how to plan, organize, manage and control your department's financial activities. The Guide highlights guidelines contained in CU's policies and procedures to illustrate best practices and protocols you should follow in the area of financial management. It is designed to help employees who have fiscal responsibilities gain a clear understanding of fiscal stewardship at CU Boulder.

The Guide is currently in review. 

Table of Contents (11/2016)

Chapter 1 Introduction to The Guide
Orients employees to the organization and content of the manual. It also discusses the procedures used to update the information contained in The Guide. (11/2016)

Chapter 2 Financial Environment of the University
Environment in which the business functions and the financial systems, policies, procedures, and practices of the Boulder campus operate. (11/2016)

Chapter 3 Responsibilities Associated with Financial Management
Administering departmental finances with an overview of internal controls, suggestions for getting organized and ready to work. (11/2016)

Chapter 4 Fund Accounting and Revenue Accounting Overview
Overview of fund accounting commensurate with the financial responsibilities and tasks engaged in at the departmental level. Identifies important accounting standards, conventions, rules and procedures which guide how the university presents its financial statements. Introduces the concepts of restricted vs. non-restricted funds and exempt vs. non-exempt funds per TABOR. Also covers expense purpose codes and correct revenue recording. (11/2016)

Chapter 5 Accounting Structure
The coding structure which constitutes the Chart of Accounts used by the PeopleSoft Finance System. (11/2016)

Chapter 6 Account ChartField and the Chart of Accounts
The different levels and categories of accounts, the debit and credit convention, and a methodology for determining which account to use for a particular transaction. (11/2016)

Chapter 7 Financial Transactions and General Ledger Processes
Financial transactions and general ledger processes associated with the PeopleSoft Finance System. (11/2016)

Chapter 8 Budget Theory
The purpose of budgets, the budget cycle, budgeting concepts and practices by fund, and budget information on financial reports. (11/2016)

Chapter 9 Balance Sheet/SNA Accounts
Balance Sheet/SNA Accounts (assets, liabilities, and fund balance) with guidelines for using these accounts. (11/2016)

Chapter 10 Cash Control
Internal controls for cash management including the policies, practices, and procedures which guide the receipt and disbursement of cash. (11/2016)

Chapter 11 Inventory
Policies, guidelines, and procedures associated with inventory on the Boulder campus. Forms for completing fiscal year-end inventory tasks. (11/2016)

Chapter 12 Accounts Receivable and Allowances
Guidelines for departments to follow in the administration of accounts receivable. (11/2016)

Chapter 13 Internal Sales Activities
CU Boulder's policy for Internal Sales Activity (ISA) with guidelines for establishing, costing, pricing, and administering ISAs. (11/2016)

Chapter 14 Sponsored Projects Accounting
Sponsored project post-award administration. Responsibilities of key players in post-award management, types of external support, award funding and payment, research team roles and responsibilities, rules and regulations, and project management. (11/2016)

Chapter 15 Gift Accounting
How to establish and administer gift funds. (11/2016)

Appendix A – Basic Higher Education Fund Accounting Definitions (11/2016)

Appendix B – Basic Higher Education Fund Accounting Summary (01/2018)

Appendix C - Higher Education Fiscal Guidelines (CO Dept. of Higher Education 04/2009)

Appendix D - Debit/Credit Convention