Guidance

Financial Systems and Practical Guidance to Access Systems

• Financial System Access Management – Guidance on the tools and procedures necessary to access our financial systems. 
• Buyers in Procurement Services have specific commodity assignments.  View the current Procurement Services Commodity Assignments.

General Accounting

• Campus Fiscal Close Schedule and Instructions
• Functional Expense Categories, Chart of Accounts Codes and Definitions
• Gift Accounting: Development Reference Guide is an inventory of policies and delegations provided as a reference for development officers and administrators
• Gift Accounting: University of California policy APM-191 Endowed Chair Policy
• Gift Accounting: UC Accounting Manual Chapter E-525, Endowment and Similar Funds
• Gift Accounting: Principals of Endowment Administration

Treasury, Banking and Cashiering

• Change Fund - How to Request currency and coin changes at cash collection stations
• How to fill out a Departmental Deposit Form
• Credit Card Refund Process - Need to refund a customer who paid via ePay?
• What to do when you receive cash or a cash equivalent

Procurement Services

• Procurement related Policies & Procedures
• Bobcat Buy: Introduction to UC Merced’s new electronic procurement system

Equipment Management and Surplus Property

• Surplus Property Overview
• Faculty Transfer Checklist: Checklist for the transfer or sale of UC owned equipment in conjunction with a transferring Faculty member. 
• Fabrication Guidelines and Procedures:
  • Fabrication Guidelines: A how to guide that defines what is fabricated equipment and the major components of the approval, recordkeeping, and tracking process. 
  • Fabrication Procedures
• In order to be compliant with policies and regulations over the acquisition, tracking, inventory and disposal of equipment, we must follow the below UC Presidential Policies.
  • Business & Finance Bulletin BUS 29, “Management and Control of University Equipment
  • Business & Finance Bulletin BUS 38, “Disposition of Excess Property and Transfer of University Owned Property”

Travel and Expense Management

• Concur Resources
• Rental Car How-To
• University of California Travel Policies
• UC Learning Center - Travel Policy, Travel & Entertainment Card and Concur Training can be found on the UC Learning Center. Once you have clicked the link, search for “Travel” and choose your training.
• UC Merced Non Academic Moving Expense Summary Information – A useful chart to guide employees through reimbursement, accounting and tax related topics.
• Moving Expense Guide for MSP/PSS Non Academics – A useful guide to help new employees or transfers from other UC locations understand the complicated world of moving expense reimbursement.
• Receipt Retention Notification  regarding retention of receipts for travel and entertainment.
• AB 1887 Travel Prohibition to Certain States Using State Funding Source
• T&E Card FAQ Sheet
• Reimbursement Document Requirements
• Catering Recharges: Online Recharge Instructions
• Catering Recharges: Catering Recharge Summary Form
• Catering Recharges: Policy Training

Tax Services

• Tax Status of the Regents of the University of California: Useful link with background information on UC's tax status along with IRS, FTB, and Tax Canada Exemption Letters related to the University's tax exempt status, including the University's 501(c)(3)
• Procedures and policies for gift card purchases and distribution to employees/students.
• Tax Guidance on Scholarships and Fellowships received by UC Merced Students
• Transient Occupancy Tax Information for UC Travelers
• The GLACIER System – Guidance for departments
• Unrelated Business Income Tax
• Guidance on eWaste fees 
• IRS Form W-9: If you need to collect tax information from an entity other than a vendor, guidance on the forms to provide to the prospective payee can be found here. 

Cost Standards & Policy

• What is Cost Policy?
• Facilities and Administrative (F&A) Rate Guidance:
  • F&A Rates: A useful tutorial 
  • F&A Rate Agreements: Current and past F&A rate agreements can be found here.
• Service Center and Recharge Guidance:
  • What is a recharge? – Guidance to help you get started. 
  • Service Center Getting Started Guide
  • Roles of the Recharge Committee 
  • UC Merced Recharge Handbook – UC Merced Recharge Handbook – contains detailed information on service center rate development, policies and procedures.
• Revenue Service Agreement Guidance:
  • Revenue Service Agreement Worksheet Instructions: A useful guide to help navigate the process.
  • Rate Calculation Worksheet
• Composite Benefit Rate
• Vacation Leave Assessment Overview

Contracts and Real Estate

• The MOP Loan Program is administered by the Office of Loan Programs (OLP) at the UC Office of the President. Additional information about the Office of Loan Programs and the MOP Loan can be found on the OLP website, http://ucop.edu/loan-programs/ and in the Mortgage Origination Program Brochure
• Additional information on real estate related policies and procedures can be found at the University of California Real Estate Services & Strategies website

Financial Management & Controls

• Financial System Access Management – Guidance on the tools and procedures necessary to access our financial systems.
• Financial Management Tools and Guides – Tools and guides available to help department professionals perform General Ledger reviews, understand certain financial reports, quick reference guides and other useful tools.

Financial Reports

• UC Merced Annual Financial Report 
• UC Merced Foundation Annual Financial Report 
• UC Merced Foundation IRS Form 990s filled
• University of California Systemwide Financial Reports

Other Guidance and Information

• What if I need to make a payment to a non-employee? A guide with definitions of various types of payments typically made to nonemployees for things such as honorariums, lecture fees, consulting fees, etc.
• The University Policy Office oversees all policy-making for which the University of California Office of the President has authority. Presidential Policies may be accessed, including policy manuals with search capabilities at policy.ucop.edu. 
• The policies adopted by The Regents of the University of California can be accessed from The Regents website.
• Business and Financial Services (BFS) Organization Chart