Finance

This page contains helpful resources pertaining to journal entries, deposits, and payroll expense transfers. This is a good starting point for financial inquiries. If you do not find what you are looking for please visit the CU Finance page.

For specific questions or clarification for departments, contact Provost.FinHR@ucdenver.edu​.

Journal entries are used to make corrections to financial transactions on a SpeedType and must be requested by the fiscal manager.

When processing a JE​ (journal entry) or requesting one to be processed attach supporting documents and a justification:

  • an explanation of the error, and why the correction is necessary.
  • The SpeedType and account code to which the expenses will be moved to and from.
  • A detailed SpeedType report listing the transactions that are being requested to be corrected.

If you are not authorized to enter a Journal entry please email your requests to Provost.FinHR@ucdenver.edu​.

When requesting a journal entry effecting a grant contact Provost.FinHR@ucdenver.edu​.

​​At CU, handling cash – including currency, coins, checks, credit card receipts, wire transfers, and gift cards – requires attention to both security for the cash and safety for the individuals responsible for it.

Top areas ​of ​​concern are proper safeguarding of the cash, documentation of its purpose, separation of staff duties to ensure a control environment, and training of all individuals involved.

The Cash Receipt form​​ is used to deposit cash (paper/coin currency, checks, traveler’s checks, money orders) received by an organizational unit into an appropriate SpeedType.​ 

If you are looking for a specific revenue code, refer account codes 300000 - 349999 in the Controller's chart of accounts​. If you are looking for a different account code please contact Provost.FinHR@ucdenver.edu​.

A Payroll Expense Transfer (PET) is used to make funding changes for payroll that has already posted, and should be processed to correct an error in pay distribution.

If you need to have a Payroll Expense Transfer completed, please contact Provost.FinHR@ucdenver.edu​.

Please provide the following items with your request for a PET:

  • A detailed SpeedType report that lists the payroll transactions.
  • Employee(s) ID numbers who's funding will be affected by the PET.
  • The amount(s) that need to be transferred.
  • The earnings pay period end dates that are being affected by the PET.
  • Please provide a brief description for why the PET is necessary.

If the PET affects grant funding it must be processed within 60 days, and the PET ​checklist​​ must be included in the request along with the items above.

If you have the access and authorization to process a PET please enter an Ad Hoc approver to your PET.

We are not authorized to sign contracts they must route to the Procurement Service Center and/or the Finance Office. Sometimes contracts also require legal review so please ensure to allow for ample time when routing a contract for approval. 

Please email all Revenue and Fee for Service contracts to Provost.FinHr@ucdenver.edu

If you anticipate applying for Grant funding please email Provost.FinHr@ucdenver.edu

For Official Function contracts under $10,000 please email the contract to Officalfunctions@cu.edu

The University has a fiduciary responsibility to fulfill its overall mission ethically and in compliance with applicable policies, law, regulations, and rules, and contracts, grants, and donor restrictions. Accordingly, the University is obligated to take reasonable actions to ensure that: University funds are used only for official university business and that they are accounted for accurately in the University's financial records. Furthermore, the University must establish and maintain Internal Controls which strive to achieve specific goals.

Fiscal Principal

Directors, AVCsm and General Responsibility for Department Leaders.

  • Principal administrator of a unit, entrusted with programmatic and financial responsibility.
  • ​May delegate fiscal responsibilities to the​ Fiscal Manager, but retains ultimate accountability for the activities of the unit.​
  • Can deny and question fiscal transactions.
  • Communicate financial conditions and make sure financial objectives are met.
  • Ask questions - If it doesn’t seem right, question it! 
  • Maintain records in accordance to the records retention schedules

Fiscal Managers and Fiscal Staff

General Responsibility for Orgs, Programs, and Projects

  • Internal Controls - Ensure effective and efficient implementation of operations, rules and procedures to maintain fiscal integrity and accountability.
    • Develop departmental procedures
    • Separation of duties
    • Reconcile
    • Review and approval of individual transactions
  • Financial Monitoring - Review reports monthly, investigate discrepancies and correct errors (monthly reconciliation).
  • Compliance - Train staff and set the tone for ethical conduct and integrity. Ensure fiscal transactions have proper authorization, adequate funds available and are in compliance with policies, laws and regulations. Seek further authorization when necessary and as set by your AVC or Director.
  • Liaison - Be knowledgeable of fiscal policies and procedures and provide knowledge, guidance and serve as the primary resource for staff you oversee to ensure compliance. 
  • Designated by Fiscal Principal or Fiscal Manager.
  • Participant in fiscal transactions (initiate purchases, receive cash, enter transactions into Finance system, monitor contractors, verify compliance)​​​​

Fiscal Roles and Responsibility Administrative Policy Statement 4014

The FOPP stands for Fund, Organization, and Program or Project. It is the central element of the PeopleSoft Finance System coding. The Fund/Org/Program or Fund/Org/Project combination describes a functional unit that has been established for a specific purpose within the University. Each FOPP has a designated individual who is responsible for overseeing the general financial health and specific transaction activity of the FOPP. FOPPs are used to maintain the financial records of a unit or activity within the University. The FOPP is either a 12-digit number (2-digit fund code, 5-digit organization code, and 5-digit program code) or - for project FOPPs - a 14-digit number (2-digit fund code, 5-digit organization code, and 7-digit projectcode, which includes sponsored projects and construction projects).​

Funds that we commonly use are listed below.

10 - Unrestricted General Operating Fund

11 - Unrestricted General Operating Fund - Indirect Cost Recovery

20 - Auxiliary - TABOR Enterprises Fund

26 - Auxiliary Non-Enterprises Fund

30 - Sponsored Projects - Federal

31 - Sponsored Projects - State and Local Governments

34 - Restricted Gifts

 

For more information regarding Fund types and FOPPs visit the Controller's page here​.​

CU EthicsLine

CU EthicsLine​ is a way to anonymously report concerns involving fiscal misconduct by university employees, violations of state or federal law, serious or recurring violations of university policy, or gross waste of university funds or property. The CU EthicsLine is accessible via a toll-free phone number (1-800-677-5590) or a Web-based reporting system (www.Ethicspoint.com). This service is provided by EthicsPoint, an independent company that provides similar services for hundreds of companies and universities. The service provides a communication option available seven days a week, 24 hours a day.​