Office of ControllerUniversity of CincinnatiOffice of ControllerDivision of Administration and Finance

Office of Controller

Forms

A113 - TRAVEL EXPENSE REPORT
Used to document travel expenses and facilitate reimbursement to traveler.

A114 - REQUEST FOR PAYMENT
Used for payments involving transactions for which invoices are not normally received.

A123 - RECOMMENDATION FOR ADMINISTRATIVE ACTION
Used for budgetary adjustments, cash transfers and other administrative actions.

A169 - BILL FOR SERVICES OR EXPENSE TRANSFER (NIU FORM)
Used to bill another internal account for services or move non-salary expense from on University account to another.

A200 - ACCOUNTING MASTER DATA REQUEST FORM
Used to create, change or close accounting elements (fund, cost center/fund center, general ledger account) in UC Flex.

A223 - ENDOWMENT OR RESTRICTED GIFT FUND
Used to create or change a gift or endowment fund in UC Flex.

A910 - CONTRACT APPROVAL COVER SHEET
Used to route contracts through the University to obtain proper approvals and signatures.

OnBase Access Request Form

Cost Center Reponsbile Person Change Form (When the document opens, click the view menu and select Edit Document)

Cost Center Reponsbile Person Change Form (Excel)

 

A113 TRAVEL EXPENSE REPORT

Please review the appropriate Financial Policies for detailed information about travel reimbursements.

Processing flow for A113 form:

  1. Complete A113 - Travel Expense Report (Template must be attached to A113 envelope).  Instructions to complete the form can be found on back of A113 envelope.
  2. Forward the original Travel Expense Report (A113) with the original, itemized receipts, and if overnight travel, a copy of the Travel Authorization Form to the Accounts Payable Office at ML 0333.  Retain a copy of all documents submitted.
  3. Questions?  Contact the Accounts Payable Office at 513-556-6772

 

A114 REQUEST FOR PAYMENT

This form is used for payments involving transactions for which invoices are normally not received such as honoraria, reimbursements (excluding travel), prizes, and payments under Personal Service Contracts (PSC).  This form may not be used for any transactions which should be made through regular purchasing channels or on travel refunds, student, staff and faculty travel expenses and most purchases which are covered by invoices.  Please review University rule 3361:20-23-02 before submitting an A114 form for payment.

Please review the appropriate Financial Policies for detailed information about the type of disbursement being processed.

Processing flow for A114 form:

  1. Complete A114 - Request for Payment (Template must be attached to A114 envelope).  Instructions to complete the form can be found on back of A114 envelope.
  2. If the payee is a UC employee, the approver should be organizationally senior to both the submitter and the payee.  Vice presidential approval is not required on payments less than $5,000 or if the payments reference an approved PSC.
  3. Forward the Request for Payment envelope (A114) with supporting receipts/documentation to the Accounts Payable Office at ML 0333.  Retain a copy of the Request for Payment (A114) and copy of receipts/documentation for your records.
  4. Questions?  Contact the Accounts Payable Office at 513-556-6772

 

A169 BILL FOR SERVICES OR EXPENSE TRANSFER (NIU FORM)

This form is used to move non-payroll charges from one account to another, for intermittent non-payroll billings to other colleges/departments, and for non-payroll corrections.  $25 is the recommended minimum amount for processing.

This form is to bill other colleges/departments for services or transfer expenses to other colleges/departments.  Therefore, do not include revenue general ledger accounts on this form.

Processing flow for A169 form (NIU):

  1. Complete A169 form with all approval requirements.  Instructions to complete the form can be found on back of pink copy.  The department making the charge sends the yellow copy to the department being charge.
  2. The department making the charge enters and parks an accounting document in UC Flex. Transaction FV50 with a BL document type is utilized in UC Flex to park an entry related to A169 forms via the Decentral Financial Processor (Internal Billing, Doc. Type BL) role.  The Controller’s Office will review and post the parked document in UC Flex.
  3. The department making the charge retains the both the white and pink copy.  No forms or documentation need to be forwarded to the Controller’s Office.
  4. Please contact the Controller’s Office at 513-556-3152 for any questions.

Need access to the Decentral Financial Processor (Internal Billing, Doc. Type BL) role in UC Flex? Please contact your immediate supervisor or click here to learn about UC Flex training opportunities.

For questions regarding UC Flex Training Opportunities and Role Access, please email UCFlex@uc.edu.

 

A200 ACCOUNTING MASTER DATA REQUEST FORM

This form is used for requests to create, change or close funds, cost centers/fund centers, and general ledger accounts in UC Flex.  This form is can also be used to request organizational changes.  The majority of requests for new funds will include designated funds (D* fund types) and renewal and replacement funds (P6 fund type).  Requests to create a new designated fund must include a Revenue For Designated Activity Questionnaire and must be approved by the Office of Budget Management (513-556-0192) before forwarding A200 form to the Controller’s Office.

Please contact the Controller’s Office at 513-556-3152 before submitting an A200 for a fund that isn’t a designated or renewal and replacement fund type.  Once it is determined a new fund is appropriate, the A200 should be completed and routed through the normal process.

Special instructions for closing funds:

  • Indicate on purpose line in fund section if the request is to close the fund
  • Funds cannot be closed if a fixed asset is attached to the fund (even for fully depreciated fixed assets).  Business Warehouse (BW) report AA310 found in the Asset Accounting report folder can be used to find fixed assets attached to specific funds.  Contact Asset Management Office at 513-556-0192 to discuss the appropriate options available.
  • Use BW report GL230PS found in the General Ledger/Special Ledger report folder to verify the fund’s cash balance is zero.  Cash balance must net to zero before fund can be closed.

Special instructions for closing cost centers/fund centers:

  • Cost centers/fund centers cannot be closed if a fixed asset is attached to the cost center/fund center (even for fully depreciated fixed assets).  Business Warehouse (BW) report AA310 found in the Asset Accounting report folder can be used to find assets attached to specific cost centers/funds centers. Contact Asset Management Office at 513-556-0192 to discuss the appropriate options available.
  • Use BW reports FM806C found in the Budget report folder and BW report HR710 found in the Human Resources folder to ensure there are no open commitments such as purchase orders, salary encumbrances and other commitments.  Cost centers/fund centers cannot be closed if there are open commitments.  These commitments can be closed through the appropriate processes.
  • Use BW reports FM954C found in the Balance report folder and MD105 found in the Master Data report folder to ensure the cost center/fund center is not the fund owner of any open funds and there aren’t any open grants attached to the cost center/fund center.  For fund owner questions, please contact the Controller’s Office at 513-556-3152.  For grant questions, please contact Sponsored Research Services.

Need access to the BW reports mentioned above? Please contact your immediate supervisor or click here to learn about UC Flex training opportunities.

For questions regarding UC Flex Training Opportunities and Role Access, please email UCFlex@uc.edu.

Special instructions for requesting new general ledger accounts:

  • Contact the Controller’s Office at 513-556-3152 or controller@uc.edu before submitting A200 form to request new general ledger account
  • Once it is determined a new general ledger account is warranted, then the A200 form should be sent to the Controller’s Office at ML 0637

Processing flow for A200 form:

  1. Complete A200 form with all approval requirements.  Instructions to complete the form can be found on back of pink copy.
  2. Forward the form with any applicable documentation to the Controller’s Office at ML 0637.
  3. Please contact the Controller’s Office at 513-556-3152 for any questions.

 

A223 ENDOWMENT OR RESTRICTED GIFT FUND

This form is used to establish a new endowment fund (principal fund types R* and S* as well as a corresponding expendable fund type E1) or restricted gift fund (F1 fund type) resulting from a gift to the University or the University of Cincinnati Foundation (the Foundation).  A223 form processing requires a written document, signed by the donor, setting forth the donor’s intent and any restrictions placed on the gift(s).  This form can also be used for administration action such as changing the fund owner. 

Once a gift is made and an appropriate fund is established, a donor cannot add new restrictions regarding the fund.  However, a donor may release restrictions, in writing, in which case a revised A223 form must be processed.

Processing flow for A223 form:

  1. A donor works directly with the Foundation to establish a gift agreement or a college/department works with the Foundation to establish an endowment or restricted gift fund.
  2. The Foundation starts the electronic A223 form through the workflow process.  The necessary information includes: name of fund, general purpose, restrictions, responsible cost center, authority for expenditure, reporting requirements, and fund raising fee eligibility.
  3. The electronic form is routed through the Foundation, General Counsel, Dean or Administrative Official, and Vice President’s Office.  The reviewers may either reject or approve the form.  Any requests to change the fund owner during the process should be noted by including the correct cost center in the notes field.  Only the final approver can make the change.  If any reviewers have questions or are considering rejecting the form, they should contact the Foundation approver first before doing so.
  4. After all four offices approve of the form the Controller’s Office receives an emailed link to approve the A223.  The Controller’s Office creates the funds in UC Flex.
  5. All approvers receive an email link that the form was completed with the new fund number(s) on the top of the form.  The document is then available to view in OnBase: Controller: fund files: A223. 

For access to view scanned copies of A223 forms and supporting gift agreements, please contact the Controller’s Office at 556-3152.

 

A910 CONTRACT APPROVAL COVER SHEET

An electronic A910 and instructions for completing the form can be found on the Office of General Counsel's website.