Policies and Procedures - Accounting and Financial Reporting - The University of Texas at Dallas

Policies and Procedures

Policy/Procedure Description
Agency Agreement The Agency Agreement is used in the process of requesting an agency cost center on behalf of external entities.
Agency Procedure The procedure provides guidance to departmental sponsors for requesting, accounting for and managing agency cost centers.
Allowable Cost Table This page provides quick and easy access to resources for Principal Investigators.
Balance Sheet Procedure This document provides guidance on the process followed to periodically reconcile the University’s asset and liability account balances.
Balance Sheet Reconciliation Guide This job aid provides step-by-step directions on reconciling and approving reconciliation of University’s asset and liability account balances.
Disclosure Statement The federal government requires educational institutions that receive significant federal funding to disclose their cost accounting practices by completing a disclosure statement, referred to as the DS-2. The University of Texas at Dallas submitted this document to the Department of Health and Human Services (DHHS) in January 2005.The DS-2 document contains basic policies and procedures about UTD’s accounting practices regarding direct and indirect costs, service center charges, and employee benefits as they pertain to federal sponsored projects. Employees who are or might be involved in creating federal proposals, budgets and authorizing expenditures of federal funds must be familiar with the policies and procedures described in this document and summarized in the enclosed DS-2 Fact Sheet.
DS-2 Fact Sheet The federal government requires institutions that receive more than $25 million in federal research contracts or grants to disclose their cost accounting practices for measuring, assigning and allocating costs in a disclosure statement, DS-2. The disclosure statement provides the federal government with more fiscal controls to ensure greater efficiency, effectiveness and accountability by institutions receiving federal grants or contracts. The UT Dallas Office of Budget and Finance created the DS-2 document, which follows the format, prescribed by the federal government and represents the pertinent UT Dallas policies and procedures.
Financial Reporting and Award Closeout for Sponsored Projects Procedure Financial closeout is a shared responsibility involving the principal investigator (PI), departmental support staff, Accounting and Financial Reporting (AFR), and the Office of Post Award Management (OPM). It is AFR’s responsibility to submit financial reports that accurately reflect the use of sponsored funds as recorded in the institution’s financial system and in compliance with sponsor terms and conditions.  Specifically, federal awards must be completed in accordance with Office of Management and Budget (OMB) uniform administrative requirements.
IDT Procedure An IDT is an auditable general ledger journal transaction that enables authorized users to transfer qualified revenues or expenditures from one cost center to another.  This procedure is designed to facilitate uniform completion and processing of Intra/Inter Departmental Transfers.
IDT Quick Guide This job aid provides step-by-step directions on creating IDT’s, using the Easy IDT button within the Account Reconciliation Application, approving IDT’s and using the IDT search functionality.
LERR Guidelines The Library, Equipment, Repair and Rehabilitation (LERR) program is funded with restricted use resources.  The guidelines provide a summary of the program and examples of allowable and unallowable transactions.
Service Centers Service Centers are established for the purpose of providing goods and services to University customers. The Centers are expected to offer goods or services that are unique, convenient, or not readily available from external sources while also not being subject to external market forces. A written request, initial approval, and an ongoing review are needed for all service centers.
STAR’s and UTRIP Guidelines The Science and Technology Acquisition and Retention (STAR’s) program and the University of Texas System Research Incentive Program (UTRIP) are funded with restricted use resources.  The guidelines provide a summary of the programs and examples of allowable and unallowable transactions.
Cash Management for Federal Funds Procedure Non-Federal entities receiving Federal funds must comply with the Cash Management Improvement Act of 1990 (CMIA) and the Uniform Guidance for Federal Awards section 200.305 for managing Federal cash on hand. This procedure is intended to facilitate the review, calculation and resolution of any interest liability due to the Federal government.