The UBSC is customer-focused and committed to providing services to its customers within established turnaround and response standards. In addition to our financial services turnaround standards, UBSC will strive to acknowledge all phone calls, emails or faxes within 48 hours; however, it is understood some issues will need immediate attention and resolution to prevent business disruption.
Turnaround time is defined as the receipt of request, through either email, phone call, and/or campus mail, from our customer until it is approved by the UBSC. Please note that some e-docs require approval outside of the UBSC before they reach "Final" status and are posted to the general ledger, which does not include lag time.
Lag time, is defined as any time spent waiting for the customer or vendor to supply additional information and/or clarification.
Annual Operating Budget Support
| Service |
Turnaround Time |
|---|
| Annual operating budget support |
By the university-published deadline |
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Capital Asset Management
| Service |
Turnaround Time |
|---|
| Capital asset physical count |
By the university-published deadline |
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Chart of Accounts
| Service |
Turnaround Time |
|---|
| New account requests, sub-account, sub-object, etc. |
Within 5 days |
| KFS fiscal officer, primary/secondary delegation changes |
Within 5 days, after the new account is set up or any changes to existing accounts are made |
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Financial Processing
| Service |
Turnaround Time |
|---|
| Advance Deposit (AD) e-doc |
Within 24 hours |
| Auxiliary Voucher (AV) e-doc |
Within the same month as the request |
| Budget Adjustment (BA) e-doc |
Within the same month as the request |
| Cash advance |
Within 5 days, unless the trip is sooner |
| Disbursement Voucher (DV) e-doc |
Within 5 days |
| Distribution of Income and Expense (DI) e-doc |
Within the same month as the request |
| General Error Correction (GEC) e-doc |
Within the same month as the request |
| Internal Billing (IB) e-doc |
Within the same month as the request |
| I Want doc |
Within 5 days |
| Pre-Encumbrance (PE) e-doc |
Within the same month as the request |
| Transfer of Funds (TF) e-doc |
Within the same month as the request |
| Travel reimbursements/system (including DV e-doc) |
Within 5 days |
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Financial Reporting (for Financial Management Service customers)
| Service |
Turnaround Time |
|---|
| Monthly/quarterly reports |
By the 15th business day of the following month |
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Financial Systems Access
| Service |
Turnaround Time |
|---|
| Financial systems access requests |
Within 24 hours |
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Payroll/Labor Distribution
| Service |
Turnaround Time |
|---|
| Account Distribution & Adjustment Form (ADAF) |
Within 5 days (required prior to salary/benefit transfers - must be received by Payroll before the 20th of the month) |
| Benefit Expense Transfer (BT) e-doc |
Within 5 days |
| Kronos time collection systems |
Payroll sign-off within payroll deadline, unless otherwise notified by department |
- Leave balance adjustments
|
Within the payroll cycle within which the request is made |
|
|
Before 2:00 p.m. on every-other Thursday, when payroll confirms pay |
| Salary Expense Transfer (ST) e-doc |
Within 5 days |
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Procurement Card
| Service |
Turnaround Time |
|---|
| New and change requests |
Within 5 days |
| Procurement card purchases |
Within 3 days |
| Procurement card transaction release in KFS |
Prior to auto-approval with appropriate supporting documentation |
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Purchasing/Accounts Payable
| Service |
Turnaround Time |
|---|
| Payment Request (PREQ) e-doc |
Within 5 days before the pay date |
| Requisition (REQS) e-doc (not including e-SHOP) |
Within 5 days |
| e-SHOP REQS |
Within 24 hours |
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Student Hires
| Service |
Turnaround Time |
|---|
| Student employment actions |
Within 5 days (or before the hire date) |
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Turnaround Time Frames
Within 24 hours
- Advance Deposit (AD) e-docs
- Security requests
- e-SHOP Requisitions (REQS)
Within 5 days
- Account Distribution & Adjustment Form (ADAF) (required prior to salary/benefit transfer – must be received by Payroll before 20th of month)
- Cash advances (unless the trip is sooner)
- Disbursement Voucher (DV) e-docs
- I Want doc
- KFS fiscal officer, primary/secondary delegation changes (after new account is setup or any changes to existing accounts)
- New account, sub-account, sub-object, etc.
- Payment Request (PREQ) e-docs (within 5 days before the pay date)
- Requisitions (REQS) (not including e-SHOP)
- Salary/benefit transfers
- Student hires (or before the hire date)
- Travel reimbursements (including the DV e-doc)
Within same month as request
- Auxiliary Voucher (AV) e-doc
- Budget Adjustment (BA) e-doc
- Distribution of Income and Expense (DI) e-doc
- General Error Correction (GEC) e-doc
- Internal Billing (IB) e-doc
- Pre-Encumbrance (PE) e-doc
- Transfer of Funds (TF) e-doc
Other
- Annual operating budget process: By the university-published deadline
- Capital asset physical count: By the university-published deadline
- Financial reporting (monthly/quarterly reports): By the 15th business day of the following month.
- Kronos:
- Payroll signs off within the payroll deadline, unless otherwise notified by the department
- On-Cycle checks: Before 2:00 p.m. on every other Thursday, when payroll confirms pay
- Leave Balance Adjustments: Within payroll cycle within request is made
- Procurement Card:
- New and change requests: Within 5 days
- Procurement card Purchases: Within 3 days
- Procurement card releasing in KFS: Before auto-approval, with appropriate supporting documentation
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