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Accounting Handbook

General Statement

These guidelines and procedures are applicable to all funds administered by University of Houston-Clear Lake. All expenditures of the university shall be consistent with applicable State and Federal laws and regulations; any restrictions, rules, or regulations placed on the use of the funds by donors and granting or contracting agencies; and, prudent management practices. In addition, all expenditures from university funds must be reasonable and necessary for carrying out the programs and activities of the university, and shall be documented in a way that clearly substantiates such responsibility to all of our constituencies.

In accordance with good business practices, the university requires departments to reconcile accounts on a monthly basis by performing cost center verifications. Cost center verifications are due 60 days after PeopleSoft Finance month closes. Any corrections needed related to financial transactions should be processed by all units before the next month is reconciled. At the end of the fiscal year, the time frame is shortened to meet the end-of-year processing cycle.

Table of Contents

Account Corrections

Account List

Asset Management

Asset Management Refresher Training

BOA Merchant ID List

Cell Phone Allowance Guidelines

Check and Cash Management

Continuing Education Fee

Credit Card Merchant ID Setup and Maintenance Procedures

Definition of Fund Groups

Employee Financial Responsibility

Endowment Account Setup

Endowment Guidelines

Endowment Training Presentation

Establishing a Center or Institute

Expenditure Guidelines

Extension of Credit

Fixed Rate Tuition Plan

Food and Entertainment Related Accounts

Fund Listing

Gift Handling Policy

Gifts to Employees and Non-Employees of University

Guidelines for Terminating Academic Centers or Institutes

Incidental Fees, Course Fees and Other Charges

Interdepartmental Transfer (IDT)

Payments to Non-Resident Aliens

Payroll Check Procedure

Records Retention Schedule

Reporting Financial Accounting Information to External Parties

Return Checks to be Voided

Verification of Cost Centers

UH System Administrative Memorandum (SAM Policies)

UH System Policies 

Please contact General Accounting at if you have any questions.


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