Procedures Hub
Welcome to the Finance Office's Procedures Hub. Important information regarding various Finance policies and procedures can be found on this page. If you have any questions please contact us at compliance@sandiego.edu. To go directly to a department please click on the title below.
Accounting | Accounts Payable | Budget & Treasury | Cashier | Payroll | Student Financial Services
Accounting
Transfers
Transfers can be made between accounts for expenses and revenues already recorded to your projects. Please visit the Accounting Forms and Guidelines page for more information.
Endowments
An endowment is a donation made to the university with the understanding that the capital or principal amount of the donation will be invested in perpetuity, while a portion of the earnings is spent in accordance with the donor's intended purpose. For information and forms necessary to open and/or administer an endowment account, please visit the Endowment Funds page. For information on petitioning endowments not producing a spending allowance, go to Endowment Funding Petition Process.
Restricted Funds
Restricted funds represent non-endowed, donor gifts. Restricted funds carry donor-imposed restrictions. For information and forms necessary to open or modify a restricted gift account, go to the Restricted Funds page.
Grants and Contracts
For information on Grants and Contracts, please visit the Grants and Contracts page or go to Frequently Asked Questions.
Gramm-Leach-Bliley Act (GLBA)
The Information Security Awareness Program is intended to educate the campus community about the inherent risks of the confidentiality, integrity, or availability of systems & data, and how you can do your part to help protect these systems & data. This program's primary objective is to reduce the risks of a security breach. The Program was created to address regulatory requirements imposed by the Gramm-Leach-Bliley Act of 1999. This Act dictates security requirements related to the protection of certain types of personal financial information. Among these requirements is the implementation of a comprehensive information security program. The Information Security Program outlines components of the University's information security program with respect to the protection of personal financial information. USD’s Information Security Program Outline can be found here.
Accounts Payable
Policies and Procedures
For information regarding Expense Reimbursement, Expense Procedures, T&E Cards, Procurement Cards and Alcala Cards, please visit the Accounts Payable Policies and Procedures page.
Payments
To find information on Expense Reimbursement and Advances to Individuals, go to Payments to Individuals. Information regarding supplier invoices and purchase requisitions can be found on the Payments to Suppliers page.
Tax
For general information regarding State withholding and sales tax, please go to Tax Information.
Budget and Treasury
Bondholder Information
USD maintains the Bondholder Information website to provide bond investors and potential investors general information on the university's tax-exempt, municipal bond portfolio. For a copy of the university's most recent audited financial statements, go to Audited Financial Statements.
Endowment
Spending Allowances for the USD Endowment are calculated according to this Spending Policy.
Cash Management
Any university employee entrusted with the receipt, deposit and reconciliation of cash for university related activities should know and understand the Policy on Revenue Handling and Cash Handling Procedures. For information on becoming a certified cash collection point, go to Becoming a Cash Collection Point.
Credit Card Merchant Services
For information on accepting credit card payments visit Becoming a Merchant.Cashier
Student Services
For information on requesting transcripts, please visit the Services for Students page.
Department & Employee Services
Information on personal check cashing, petty cash reimbursement and deposits to your departmental accounts can be found at Services for Departments and Employees.
Payroll
Kronos Training Resources
The university uses Kronos Timekeeping software to track time and attendance for staff. If you are a new employee, supervisor or just have questions on how to enter, review and approve time, please visit Kronos Training Resources.
Other Resources
Answers to frequently asked questions regarding taxation, and W2 and W4 information can be found on our Payroll Resources page.
Student Financial Services
Tuition Payments
To view or pay a bill on-line, or for more information on payment options, go to How to Pay. USD offers an installment payment plan for each semester. For information on enrolling, visit the Monthly Payment Plan Information website. For other policies surrounding tuition billing, go to Payment and Refund Policy.
Other Information
Forms associated with the Family Educational Rights and Privacy Act of 1974 (FERPA) and Title IV Authorization are available on-line at E-Forms.
In addition, USD files the 1098-T (Tax Form) for each student enrolled and for whom a reportable transaction is made.