Inquire about Fund Utilization

• SSC Role: Provide general guidance related to fund usage and allowability and/or assist in providing additional resources
• Department/Unit Role: Make all expenditure and funding decisions

General Policy and Process Questions

• SSC Role:
  • Stay apprised of current finance policies and procedures
  • Answer general policy and procedure questions and/or assist in providing additional resources
  • Problem solving and advising on potential next steps to solve issues as they arise
• Department/Unit Role:
  • Stay apprised of current finance policies and procedures
  • Obtain all appropriate approvals for expenditures as required

IT Procurement

• SSC Role: Answer general questions and/or assist in directing to additional resources
• Department/Unit Role:
  • Submit all necessary requests for IT Procurement approvals
  • Notify SSC when IT Procurement approval is provided

Transaction Approvals

• SSC Role: Approve financial transactions in the appropriate financial systems when delegated by the department
• Department/Unit Role:
  • Approve financial transactions in the appropriate financial systems
  • Approve Service Requests for building work and maintenance including identifying funding and authorizing work

TDX

• SSC Role: Provide basic system guidance and/or assist in directing to additional resources
• Department/Unit Role:
  • Submit requests for financial transactions through TDX system
  • Request training for new employees as necessary

P-Cards

• SSC Role:
  • Reconcile and Submit P-Card transactions with information received via the Finance Service Portal
  • Assist with the collection of P-Card receipts when needed
• Department/Unit Role:
  • Submit all required information for P-Card reconciliation via the Finance Service Portal

Travel Request

• SSC Role:
  • Create and Submit Travel Requests with information received via the Finance Service Portal
  • Review, enter funding, and submit Travel Request in Fund Coder Role
• Department/Unit Role:
  • Travelers must obtain appropriate prior approvals before submitting a Travel Request
  • Travelers or unit staff must submit a Travel Request at least 14 days prior to domestic travel and 30 days prior to international travel. It is strongly encouraged that the traveler or unit staff submit the Travel Request directly in Concur (link)

Travel Booking

• SSC Role: Answer general policy and procedures questions and/or assist in directing to additional resources
• Department/Unit Role: Travelers or unit staff book travel per travel guidelines. Unit and travelers are strongly encouraged to utilize Concur Travel or CTP services to arrange travel (link)

Travel Reimbursement

• SSC Role:
  • Create and Submit Travel Expense Reimbursement requests with information received via the Finance Service Portal
  • Apply the 60-day rule as needed
• Department/Unit Role:
  • Travelers or unit staff must provide all required information for Travel Expense Reimbursement requests via the Finance Service Portal within 15 days of travel end date. Reimbursements submitted after 60 days of travel end date will be subject to payroll tax. Units must identify funding for additional fringe benefit costs for reimbursements submitted after 60 days of travel end date. Units may also need to set up combination codes with HR to use for these expenses.

Non-Travel Employee/Student Reimbursement

• SSC Role: Create and Submit Non-Travel Employee Reimbursements with information received via the Finance Service Portal
• Department/Unit Role:
  • Provide all required information for Non-Travel Employee Reimbursements via the Finance Service Portal
  • Authorize reimbursement via the Finance Service Portal workflow

Invoice Payments

• SSC Role: Process invoice payments with information received via the Finance Service Portal
• Department/Unit Role: Provide all required information for invoice payment via the Finance Service Portal

Modify Existing Orders

• SSC Role:
  • Modify existing orders (funding change, partial order cancellation, partial order change, full order cancellation) with information received via the Finance Service Portal
  • Inform suppliers of necessary changes or order cancellations prior to submitting a request to the SSC
• Department/Unit Role:
  • Provide information about requested modifications (funding change, partial order cancellation, partial order change, full order cancellation) via the Finance Service Portal

Non-Catalog Purchase Order

• SSC Role:
  • Submit Non-Catalog Purchase Orders with information received via the Finance Service Portal
  • Research and resolve open POs on UKANS and KURES Non-sponsored funds monthly, for items greater than 60 days old
• Department/Unit Role:
  • Provide all required information for Non-Catalog Purchase Order including funding, quotes, and prior approvals, if necessary, via the Finance Service Portal

Catalog Purchase Order

• SSC Role:
  • Process FITC carts assigned by department/unit by ensuring required information is included and entering funding
  • Research and resolve open POs on UKANS and KURES Non-sponsored funds monthly, for items greater than 60 days old
• Department/Unit Role:
  • Prepare FITC cart and assign to SSC contact
  • Provide all required information for Catalog Purchase Order including funding, quotes, and prior approvals if necessary

Independent Contractor Payment Request

• SSC Role: Process Independent Contractor Payment Requests with information received via the Finance Service Portal
• Department/Unit Role: Provide all required information for Independent Contractor Payment Request via the Finance Service Portal

Bill for Goods/Services

• SSC Role:
  • Create DARBI invoice with information received via the Finance Service Portal
  • Provide billing unit with DARBI confirmation report upon request
  • Provide copies of outstanding DARBI invoices upon request
• Department/Unit Role:
  • Maintain billing records and accounts receivable reports/tracking
  • Provide all required information and appropriate DARBI billing forms via the Finance Service Portal

Update or Create New DARBI Billing Information

• SSC Role: Submit updates or new requests for DARBI billing information with information received via the Finance Service Portal
• Department/Unit Role:
  • Provide all required information and appropriate DARBI forms via the Finance Service Portal (e.g., DARBI Customer Request form, DARBI Item Type Request form, DARBI Sales Person request form)

Tuition and Fee Sponsorships

• SSC Role:
  • Answer general questions and/or assist in directing to additional resources
  • Process payment for sponsorship invoices (non-sponsored funds only) with information received via the Finance Service Portal
• Department/Unit Role:
  • Identify sponsorship recipients, amounts, and funding sources
  • Submit request for sponsorship through the appropriate channel (3G process, Sponsorship Authorization Form, etc.)
  • Submit sponsorship invoices for payment via the Finance Service Portal (non-sponsored funds only)

Scholarships

• SSC Role: Answer general questions and/or assist in directing to additional resources
• Department/Unit Role:
  • Identify scholarship recipients, amounts, and funding sources
  • Submit scholarship requests via UKASH

Student Awards

• SSC Role: Process Student Awards with information received via the Finance Service Portal