Finance & Administration

See something wrong or find a broken link? Please let us know!

Departments & Chartfield Strings	Human Resources & Payroll
Travel	Facilities
Purchasing	URI Foundation
Grants & Contracts	PeopleSoft Forms & Instructions
	Governance Documents

Departments & Chartfield Strings
College of Engineering Department Codes 2300 – Dean’s Office 2301 – Chemical Engineering 2302 – Civil and Environmental Engineering 2303 – Electrical, Computer & Biomedical Engineering 2306 – Ocean Engineering 2307 – Engineering Computer Center 2308 – Mechanical, Industrial & Systems Engineering 2309 – International Engineering
Account Code Description Listing
Frequently Used Account Code Listing

Return to top

Travel
University Travel Policy & FAQs	Book Your Trip (hotels, flights, cars, etc.)
Travel Authorization Request (Instructions)	Travel Expense Voucher (Instructions)
Student Travel (Trip Release Form)	Per Diem Rates (Domestic & Foreign)
	Mileage Reimbursement Form (Rates)

Return to top

Purchasing

Frequently Asked Purchasing Questions

Purchasing Manual & Purchasing Policies

P-Card Forms & Policies

P-Cards

LVPO (Limited Value Purchase Orders)

LVPOs may only be used up to $5,000 regardless of funds, are used for one time purchase/delivery and require three quotes for orders over $500 on Funds 100 and 101 unless ordering off a Master Price Agreement When do I use an LVPO?

Online Requisitioning

Limited value (LV) requisition instructions

(For one-time delivery/one-time payment)

Internal vendor (IV) requisition instructions

(Use only if one-time delivery/one-time payment, if a blanket PO, then use the College Requisition)

College requisition (CR) standard instructions

(For one-time delivery/one-time payment)

College requisition (CR) blanket instructions

(For multiple deliveries/multiple payments, both external and internal vendors)

College requisition (CR) advice of change

(To change dates, amounts, distributions, to an existing purchase order – note that an advice of change cannot be used to change a LVPO)

Subcontract requisition (SR)

How to track the status of a requisition

How to approve a requisition

How to view an attachment to a requisition

Categories/Accounts Listing

Online requisition status

Food & Beverages

A-36 Policy (Related Memo from VP Weygand)

Food Handling and Vendor Policy

URI Catering Policy

URI Catering Waiver Form

Cost Centers/Service Centers

Cost Centers Policy

URI Invoice

Credit Statement Form (Instructions)

Vendors & Accounts Payable

Accounts Payable FAQs

Accounts Payable (Who handles what vendors, scroll to Contact Info)

Most commonly used Vendors

How to View a Bid in State Purchasing

How to Search for a Master Price Agreement

How to Search for a Vendor in PeopleSoft

Return to top

Grants & Contracts

Grant Proposal Preparation/ Pre-Award

COE Proposal Preparation Services & Policies (Read first)

Budget Preparation Worksheet

URITC Preproposal Submission Form

CFDA #s

Projected Stipend and Tuition Rates

Tuition Differential Information

PostDoc Information

Fringe Calculator (FY14)

F&A Distribution

Indirect Cost Rates

Dean’s Pledge

Outside Consultation Form

Grant Purchasing

Unallowable Expenses

Research Purchasing Procedures

Post-Award Administration

Post-Award Administration Manual

Want to fund a graduate or undergraduate student? Refer to this chart to determine which payroll is appropriate. Then complete the Student Payroll Request Form and follow these Instructions

How to check a grant’s end date

Deficit Spending Policy

Grant Budget Categories

Grant Rebudgeting Form

When Do I Need Agency Approval?

How to View an Overhead Revenue Report

Pre-Closing Guidelines

F&A Costs (Indirect Costs) URI Policy

Third Party Cost Sharing Form

Subcontract Procedures – see section VI of Post Award Administration Manual

Cost Sharing Policy

Cost Transfer Policy

Conflicts of Interest (Form & Policy)

Return to top

Human Resources & Payroll

Applies to all Employee Types

USP-18 Application for Employee ID, e-Campus access or parking pass

USP-2 Calculator

Fringe Calculator (FY14)

I-9 Form

Foreign National Information & Foreign National Form

W-9 Form

Drug-Free Workplace Policy(Give copy to employee) Drug-Free Acknowledgement Sheet (Note Emp. ID on sheet)

State Bi-Weekly Payroll Faculty and Staff

State of RI Personnel Rules

Board of Governors Personnel Policy Manual (For non-classified employees)

URI Personnel Policies Procedural Manual (Additional to State of RI and BOG Manuals)

Reporting Time & Requesting Leave

Time and Attendance Policy & Attendance Control

Payroll Schedule (2011/2012) (2012/2013) (2013/2014)

Online Timecard Training, Documentation and Instructions

Online Timecard Corrections

Request for Correction of Faculty/Staff Attendance Reports

Request to Transfer Overtime Form (Instructions)

COE Leave Requests (Staff & Faculty)

Change in Employment/Benefits Status

USP-2 and USP-12 Instruction Manual

W-4 Form (Peoplesoft Payroll – done in Peoplesoft by employee)

Personal Information Update (USP-5)

Health Insurance Enrollment/Status Change Form

Terminated Employee Checklist

Exit Interview Process

Resignation

Retirement (Policy & Additional Info)

Union Contracts

Direct Deposit Form for State Payroll (PeopleSoft Payroll – done in PeopleSoft by employee)

Additional Pay Form

Internal Payroll

Part-Time Faculty (formerly known as per course instructors) – Offer Letter Template

How to enter someone on the Internal Payroll (Hourly) or (Contract) and Internal Salary Plans – this is for part-time faculty (job code IA5278) – jobs are entered at the department level

IP-1 Forms

IP-1 forms must fall into one of the following two categories

Less than 30 days – if job is less than 30 days, can be up to 35 hours per week or
Over 30 days – if job is for 30 days or more, is limited to 15 hours per week.

If the job is over 30 days and more than 15 hours per week, do not use an IP-1 form. Prepare a USP-2.

Jobs on IP-1 forms are entered by Human Resources, NOT at the department level.

All internal payroll employees upon initial hiring with the University must complete Harassment Training module

Internal Payroll Policy

Internal Payroll Processing

IP-1 In-house Payroll Form – use to hire short-term employees, jobs are entered by Human Resources

Hourly Employee Timesheet – required if employee is paid on an hourly basis, copies to be kept in department for audit purposes

Internal Payroll Attendance Correction Form

In-House Payroll Appointment Dates (FY12 & FY13 )

Bar of Claims Form – FAQs

W-4 – entered into PeopleSoft by employee through Self Service

Direct Deposit – entered into PeopleSoft by employee through Self Service

All Students

Students are NOT allowed to have more than job on the Student Hourly Payroll

Student Employment Policy

Chart to determine which payroll for undergraduate and graduate students

COE Student Payroll Request Form

Instructions to Hire a Student on a Grant

Checking the grant’s end date in the account code table

Salary Plans – undergraduate and graduate

In-House Payroll Appointment Dates (FY12 & FY13 )

Student Hourly Payroll (undergraduate or graduate)

Graduate Students – Last Semester

How to enter a job in the Student Payroll and a department budget table (non on college work study) – IN5240

How to enter a job in the Student Payroll and a department budget table (on college work study) – IN5239

How to Enter Hours

Hourly Employee Timesheet (required if student is paid hourly, copies to be kept in department)

How to Approve Hours

Request for Correction of In-House Attendance Reports

IP2 Adjustment Form

Graduate Assistantships

Graduate student must be registered for at least 6 credits to be offered an assistantship and put on the GRAD payroll. Graduate Assistantship Letter Documentation is required for academic year appointments only. For summer assistantships, the department provides its own letter to the student.

Graduate Student Payroll Policies and Procedures & Guidelines

FY13 Graduate Assistantship Informational Memo

FY13 Teaching Assistantship Letter (Instructions)

FY13 Research Assistantship Letter (Instructions)

Authorization Request for Graduate Student on an Assistantship to Work Additional Hours – Foreign National Students are NOT allowed to work beyond 20 hours while classes are in session

How to enter a job in the Grad Payroll

Department Budget Table

Bar of Claims Form (FAQs)

W-4 – entered into PeopleSoft by employee through Self Service

Direct Deposit – entered into PeopleSoft by employee through Self Service

Tuition and Fees (Academic Year & Summer)

SGA-2 Student Tuition and Fee Payment Form (Instructions)

SGA-1 Student Tuition and Fee Payment Adjustment Form

Summer Research Assistantships – send copy of Student Payroll Request Form to Graduate School

Workers Compensation

Additional Information

Effort Certification

Effort Certification (Manual & Procedures)

Summer Recontracting

Summer Recontracting Approval Process (NSF allows a maximum of 2 months)

2013 SR 1 form(Instructions)

Jobs Funded Outside Home Academic Unit

Job Aids for Summer Recontracting

New Record #

Rehire

Department Budget Table – one Chartfield String

Department Budget Table – multiple Chartfield Strings

Post Docs

Post Doc Search/Hiring Process

Post Doc Salary and Fringe Info – Current salary range if $42,000-$49,000. NOTE: Effective 2/8/12 now eligible for retirement benefits also

Post Doc Offer Letter Template

Return to top

Facilities
Report a Problem or Request Repair	Services Offered by URI Facilities
URI Shop Work Order Form	Facilities Services FAQ
Reserve Outdoor Space (Guidelines)	Safety and Risk Policies & Forms
Government-Furnished Equipment	Minors in Laboratories (Procedures & Consent Form)
Donated Property and Equipment	Swipe Lock Access Request Form