The CALS FBSC will follow University policies and procedures at all times and the staff will be well trained. Separation of responsibilities, appropriate transaction authority, retention of records, timely completion of documentation, and communication to departments will be standard operating procedure.   The CALS FBSC will be proactive in partnering with departments and will be responsive to requests in a timely way.

1. Turn around time for processing transactions
   1. Payment requests (reimbursements, accounts payable vouchers, etc.) and Procurement (Blanket and Purchase Orders), will be processed within two working days of receipt of information. 
      • If circumstances arise that require more than two working days for processing, transaction contacts will be notified as soon as possible.
   2. Travel reimbursements will be processed within five working days of receipt of information. 
      • If circumstances arise that require more than five working days for processing, transaction contacts will be notified as soon as possible.
2. Transactions
   1. Transactions requiring DBA/FRS review and account approval:
      • Purchase of goods or services (including equipment) over $5,000
      • Travel over $2,500
      • Foreign travel (only if Foreign Travel is not included in budget) (excluding Canada )
      • Payments to subcontractors or consultants (any amount)
      • Outgoing Wire Transfers
   2. Transactions requiring Transaction Contact (PI, program leader, staff, or student) review and account approval:
   3. For all payment requests (reimbursements, accounts payable vouchers, etc.), Procurement (Blanket and Purchase Orders), Procurement Card purchases the following information is required:
      • End user name listed on each transaction
      • Account number assigned to each transaction
      • Business purpose stated for each transaction
      • Receipts and packing slips sent to FBSC
   4. Procurement cards
      • All departments will provide unrestricted account numbers that can be used by the FBSC when receipts are not received from procurement card holder in a timely fashion.  This will allow transactions to be “auto released” against an unrestricted account. 
3. Financial Information
   1. Web Financials and the OSP Portal are systems the FBSC staff will utilize to verify information about valid accounts in departments.
   2. The Financial Transaction Specialist and the Team Leader will utilize Web Financials and the OSP Portal to check accounts as follows:
      • Are there sufficient funds available?
      • Are there "NOTES" from FRS/DBA regarding account usage?
      • Is the account appropriate for the charge?  (i.e.  Is equipment allowed if on restricted account?  Office supplies? Foreign travel? Etc.)
      • Is the expense within budget category for award?
      • Are object and project codes appropriate?
      • Has term date passed?

 Specific procedures are reviewed and updated regularly and can be found on the web at http://www.cals.cornell.edu/cals/faculty-staff/bsc/procedures/index.cfm.

The Department will follow CALS FBSC procedures. These procedures include the timely submission of accurate information and necessary documents; appropriate procurement of goods and services; and timely feedback to improve service and efficiency.  The Department will be proactive in partnering with the CALS FBSC and will be responsive to requests in a timely way.

Financial Information:

1. Transactions
   1. Procurement card default accounts:  The department will provide an unrestricted departmental account default number for all Procurement Cardholders.  If faculty or program leaders do not have unrestricted department accounts, the FBSC will discuss other options.  For example, establishment of a departmental procurement card clearing account.
2. Financial Information
   1. Web Financials is the reporting mechanism departments will utilize to monitor individual accounts.
      • The FRS will update Web Financials on a regular basis including the following information.
        • Faculty or staff member who is responsible for account (in Principal Investigator field)
        • Account Permission Tool
        • Accounts Notes Management Tool
        • Duo Budget Management Tool
3. Access to Web Financials will be distributed to faculty, program leaders, staff and students as needed.
4. Web Financials will be utilized by FBSC staff to determine Transaction Contact for each department.  Individuals associated with faculty and department programs and on whose authority/approval transactions can be processed will be listed in the Account Permission Tool.  Transactions which come directly from the Transaction Contact will be reviewed and processed by the FTS.  Contact with the DBA/FRS will only be required in cases where there are questions about the transaction (account number, reasonableness, business purpose, etc.)  Transactions that come directly from the DBA/FRS will be reviewed for account number accuracy only and processed.