Info for

Finance Roles and Responsibilities

Travel and Expense

Finance Responsibilities
Department	SSC	Central Office
Traveler obtains appropriate approvals before contacting SSC staff member Traveler or unit staff must prepare a trip itinerary including information on flight and lodging To obtain the KU Travel Request traveler should utilize Concur, the travel form on the SSC website https://deptsec.ku.edu/~ssc/forms/form/1, or their unit-approved form. Unit and traveler are strongly encouraged to utilize Concur to arrange travel (https://policy.ku.edu/financial-services/travel-request-booking) Requests for travel expense reimbursement must be submitted timely to the SSC Scan receipts and submit with the expense form to the SSC via email or shared drive Approve individual request for reimbursement or delegate to SSC Follow 60-day Rule	Verify funding source. Setup new Supplier/Proxy as required. Process the Travel Request in Concur. Respond to questions about travel policies. Prepare and submit expense reports. Apply 60-day Rule notifications as needed.	Conduct audit using random sampling or established thresholds according to university, state, federal, and/or sponsor guidelines

Deposits

Finance Responsibilities
Department	SSC	Central Office
Prepare deposits in accordance with the policies and procedures specified by Financial Services	Complete and submit Miscellaneous Deposit Form (MDF)	Student Accounts & Receivables (SAR) keys deposit into FITC SAR facilitates armored transport to bank

Candidate Support/Honorarium Processing

Finance Responsibilities
Department	SSC	Central Office
Arrange travel and accommodations (optional) Have candidate/guest complete forms (W-9, Contractual Services Form) Send documentation to SSC (completed forms, itemized receipts & itinerary or announcement)	Verify funding source and completeness of documentation Add candidate/guest as new supplier Initiate payment and submit supporting documentation	Payables audits payment request

Tuition and Scholarship Support

Finance Responsibilities
Department	SSC	Central Office
Identify scholarship recipient, amount, and funding sources Provide awardee information to SSC (awardee name, amount, account, term of award) Send award notifications	Complete and submit scholarship form Complete and submit tuition sponsorship form	Financial Aid & Scholarships posts scholarship to student account Student Accounts & Receivables posts tuition sponsorship to student account

Procurement

Finance Responsibilities
Department	SSC	Central Office
Make all expenditure and funding decisions and determine purchases Obtain approvals for expenditures Obtain bids when needed Receive purchased items Send invoice and/or receipt to SSC for payment Approve transactions in financial system unless delegated to SSC Assist with collection of pcard receipts when needed	Verify funding source for purchase Complete purchases in FITC Initiate payment and submit supporting documentation. Conduct initial audit for compliance Reconcile pcard transactions	Conduct audit using random sampling or established thresholds according to university, state, federal, and/or sponsor guidelines

Billing and Receivables

Finance Responsibilities
Department	SSC	Central Office
Generate invoices as needed. Complete the DARBI Billing Request Form and send it to SSC Collect and record the funds for items/services paid at the time of purchase/service Help identify and prepare Transaction Types and Item Types for DARBI bills	Use DARBI Billing Request Form to key billing request into DARBI Prepare accounts receivable reports for department	Conduct audit using random sampling or established thresholds according to university, state, federal, and/or sponsor guidelines

Financial Reporting

Finance Responsibilities
Department	SSC	Central Office
Determine the financial information needed and frequency desired	Provide basic Financial reports as requested by department