- Office of Budget Administration
- Office of Budget Administration
Office of Budget Administration
The Office of Budget Administration is responsible for budgetary planning and administration at Indiana University Kokomo, and is led by the Director of Budget Administration who reports directly to the Vice Chancellor for Administration and Finance. The Director is responsible for the campus Chart of Accounts; managing the annual General Fund and Non-General Fund operating budgets; monitoring compliance with Indiana University fiscal administration policies; financial reporting; and providing fiscal support to the campus Executive Administration.
The Office of Budget Administration also provides support to the departments and units at the IU Kokomo campus on a broad range of fiscal, compliance, and other administrative issues. The scope of support includes among others guidance on questions about allowable expenditures, business processes and procedures, interpretation of University financial policies, and eDoc routing.
Financial Administration Policies
Indiana University Accounting Administration Policies
Indiana university financial administration policies can be found here and include policies on accounting; budgets; contracts and grants; insurance, loss control, and claims; licensing and trademarks; payroll; purchasing; travel; the treasury; and other financial functions.
Allowable Hospitality Expenses
Hospitality Expenses include any purchase of food or meals, e.g. refreshments for entertainment and some expenses incurred for promotional purposes.
Budget Administration Policies
These are policies related to University budget administration.
Donations and Contributions to Other Entities
Donations, gifts and contributions to other entities cannot be made using University funds. Please refer to this policy for procedures and additional guidance.
This policy is applicable to all university units and registered or recognized student organizations that hold events on University property where drawings and prizes will be won and awarded to attendees.
Disbursement Voucher Guidelines
The functions and features of the Disbursement Voucher (DV) are documented here, and this downloadable document provides numerous examples showing how to use the DV in various circumstances.
Inappropriate Use of University Funds
This policy defines what the University considers inappropriate expenditure of University funds to ensure that the Fiscal Officers, Accounting Managers, and Account Supervisors exercise judgment in determining if an expenditure is suitable on an IU account.
Mobile Devices and Internet Access Devices
University policy pertaining to Mobil devices and Internet access, usage, and reasons for reimbursement for Internet and mobile device expenses are documented here.
A summary of procedures and guidelines on Procurement Cards (P-Card) are outlined here. This includes guidelines on the use of P-Card’s, handling disputed transactions, reconciliation, accounting, and procedure for lost or stolen cards.
Forms
ACH or Wire Transfer to Indiana University
Indiana University accepts payments through ACH (Automated Clearing House) and Wire Transfers. This form provides detailed information on how to process the payment, contact information, and other additional required information.
Disbursement Voucher (DV) Certification
This DV certification form is used as additional supporting documentation when processing payments or reimbursements to employees and non-employees for expenses incurred while conducting Indiana University business, and to pay vendors for performing a service, or providing material goods to Indiana University.
Foreign Vendor Information Packet
The Foreign Vendor Information Packet provides guidelines on the requirements, criteria, and information needed from non-U.S. vendors who wish to do business with Indiana University. Foreign vendors are expected to complete the W-8BEN, which is a U.S. IRS tax form used for tax withholding.
Vendor Entry and Approval Modification
This document provides step-by-step instructions and guidance for adding or modifying a DV/PO Vendor in EPIC.
This is the Indiana University Tax Identification Number and Certification.
Use this document to request the Tax Identification from vendors and individuals who do business with Indiana University.
Prize Tax Data Collection Form
This form is completed when a department holds a drawing, game, or contest and prizes are awarded. This information is necessary for Indiana University to meet the federal and state tax reporting obligations.
The hospitality request form outlines the process and required information for submitting hospitality expense requests. This form should be completed when planning to expend from IU and non-IU (IU Foundation) accounts.
Procurement Card Exception to Policy
The P-Card Exception to Policy form should be used whenever supporting documentation (e.g. original receipts) are not available, and also to document tax or other issues regarding P-Card transactions. The P-Card is intended to be used only for small transactions when contract vendors are not available as a primary resource, for urgent purchases, and for conference/workshop/seminar registration. Additional guidelines on P-Card use are available here Office of Procurement Services.
The Request for Salary Increase form is used for any salary increase requests and for salary approvals.
Travel
A travel advance may be issued to provide funding for lodging, meals, and incidental expenses while traveling on official Indiana University business. Travel advance request can only be submitted two weeks prior to the anticipated date of departure.
Travel Credit Card Application
This form is an application for the Travel Credit Card used to pay for hotel, airline, and other Indiana University business related expenses.
This document allows a traveler to track the date, time, miles travelled, and University business purpose for each errand or trip.
For additional travel information and links to Travel forms, visit Travel Management Services.
Other Important Links
Indiana University CATS Knowledge Base
501 (C) (3) Determination Letter
