Policies Procedures and Templates
Workday
Student Activity Accounts
- Cash by Cost Center
- This is how you would check the balance on your student activity account. Be sure to change the company code to SA for Student Activities.
- Commonly Overlooked Controls
- Things to remember to do as a treasurer.
- Cost Center Changes
- To change the Cost Center Manager for your student group.
- Cost Center Manager - Policies and Procedures
- Policies and procedures for the Cost Center Manager of a student group.
- Create Expense Report - SA Company
- Reimbursement for a individual that paid for expenses.
- Create Expense Report: FH Company Student
- Reimbursement to a student that paid for expenses. Please note if you are reimbursing out of the SA account you will need to change the Company to SA on Step 3e.
- Create Spend Authorization: Request for Cash Box
- This is how you would request a cash box.
- Create Spend Authorization: Request for Student Activity Credit Card
- This is how you would check out a credit card for your SA account. This is only for SA accounts.
- Create Spend Authorization: Cash Box or Credit Card - PowerPoint
- Instructions and guidelines for cash boxes and credit cards.
- Create Supplier Invoice
- This provides the instructions to pay an invoice by check. Be sure to change the company code to SA.
- Contractual Services
- The Contractual Services form is required to determine whether an individual performing services should be classified as an employee of the State of Kansas or an Independent Contractor.
- Financial Services for Student Activity Accounts
- This is a breakdown of various procedures and processes in one document for quick reference.
- RSO 101 - Registered Student Organization Training PowerPoint
- Find Existing Suppliers and Create Supplier Request
- This document shows how to look up exisiting suppliers/vendors in Workday and how to submit a new one.
- Gifts, Prizes, and Awards Policy
- This links to the Business Office page and provides instructions and guidelines for gifts, prizes, and awards.
- How-To Guide: Manage Delegations
- This provides instructions on how to delegate tasks in Workday if you are gone.
- Kansas Retail Sales Tax
- Information on Kansas retail sales tax.
- Lost Receipt
- If you have lost a receipt for a purchase, this document provides instructions on what to do.
- Oktoberfest - Volga German Society
- Guidelines for groups that have a booth at Oktoberfest.
- Policy SA Transactions
- This document provides guidelines and links for different types of functions a student organization will complete.
- Record Cash Sale (Deposits)
- This document has the instructions to complete a deposit in Workday. If this is the first time you are completing a deposit and would like someone to walk you through the process, please contact SFS at 785-628-5836 to schedule an appointment.
- Request Cash Sale Refund
- This provides instructions on requesting a cash sale refund. This is not a common practice.
- Resale
- Instructions for student groups that are resaling items. This is common for Oktoberfest and fundraising events.
- Scholarships
- Instructions on when a student organization awards money through their student activity account for a scholarship.
State Account
- Central Purchasing
- To order supplies through Central Purchasing, click on this Central Purchasing.
- Contractual Services
- The Contractual Services form is required to determine whether an individual performing services should be classified as an employee of the State of Kansas or an Independent Contractor.
- Delivery Addresses
- This is a listing of delivery addresses for FHSU.
- Formal Bid
- Instructions for Formal bids - this is for items/service for a total price of $25,000 or greater.
- Informal Bid
- Instructions for Informal bids - this is for items/service for a total price of $5,000 to $24,999.99.
- Insurance for Vehicles on Official State Business
- Guidelines regarding insurance on vehicles.
- Mobile Apps
- Instructions on submitting the Mobile App form - this applies to Apple, Android, Chrome mobile apps.
- Monthly Payments
- Instructions for goods/services that have a reoccurring monthly payment - examples: Midwest Energy, laundry service, etc.
- Prior Authorization
- Instructions for Prior Authorizations - this is for items/service for a total price of $5,000 or greater in which the vendor is considered a sole source.
- Regular Purchase
- Instructions for regular purchase items, less than $5,000, in which the vendor requires a purchase order. If the vendor does not require a purchase order, please use the Business Office instructions for a Supplier Invoice.
- Student Government Association
- Notes regarding SGA's allocatons, appropriations, and equipment funding. Additional information can be accessed at the SGA webpage.
- Notary Services
- Steps to obtain a notary.
- Non-State Driver Agreement
- This is the form that is required by the State of Kansas for a non-state individual to drive a vehicle on state business. Please turn this form into the Purchasing Office.
- LAG Rentals, LLC - Hertz Reservation Form
- Form to submit for a vehicle reservation.
- LAG Rentals, LLC - Hertz Emergency/Roadside Assistance
- Instructions to follow for emergency/roadside assistance with a LAG Rentals, LLC vehicle.