CES often hosts classes, workshops or conferences where a fee is charged to help offset the costs of the event. Occasionally SNRAS-AFES hosts similar events. Any time a fee is to be charged, the event organizer must contact the Business Office by filling out and submitting the Workshop/Conference Estimate of Revenue and Expenses Form.  The Workshop/Conference Checklist provides an outline of the steps involved in the process of putting on a successful event.

• Workshop/Conference Checklist
• Workshop/Conference Estimate of Revenue & Expenses form
• Workshop/Conference Recap Form
• CES Sample Event Registration Form (SARE conf 2012)
• CES sample registration form to modify
• CES Workshop Registration Forms and Attendee Lists
• Sample Event Participant Log (google doc master reg list)
• UAF Fundraising Coordination Policy

Representational Allowances are University funds used to provide refreshments, meals, snacks, beverages, catering, decorations or entertainment in support of an event or occasion. All catering, food items (except field/ship provisions), restaurant charges, gift purchases (bowls, plaques, shirts, flowers, etc.) and decorations require a representational allowance form. All expenditures for Representational Allowances or Special Events must have prior approval from the unit Dean or Director before purchases are made. If the Dean or Director are not available to sign the rep allowance form, contact the Business Office for assistance in obtaining appropriate signature. The Dean or Director cannot delegate signature authority for representational allowance forms.

Representational allowance forms need to be signed by the unit whose org is listed on the form.

63XXX Carol Lewis
64XXX Fred Schlutt

For any representational allowance form that lists an org other than ours, it needs to be signed by that unit's signature authority.

Please note that ProCards are NOT to be used for representational expenses without prior approval. Contact Fiscal Tech for more information.

• Representational Allowance Form UAF
• Representational Allowance Guidelines UAF
• CES & SNRAS-AFES Representational Allowances and Special Events
• Representational Allowance Form Instructions CES & SNRAS-AFES

The CES & SNRAS-AFES Business Office now has a secure uStore for processing online registrations paid via credit card. Please contact the Fiscal Technician to arrange for posting event/class/conference in the store.

On occasion, there may still be a need to physically an handle individual's credit card information so please be aware: each person at the university who handles/accepts credit cards for payment needs to submit a PCI (Payment Card Industry) Security Agreement Form.

Please also take a look at the University of Alaska Administrative Policy regarding PCI compliance at:
http://www.alaska.edu/controller/restrict/p-13.pdf paying  close attention to the Required Practices section. After reading the Policy, fill out the above form and submit to your CES & SNRAS-AFES Fiscal Tech. for processing.

Please also review our Procedures for Physical Handling of Credit Card Payment Information.

The Business Office processes and deposits all checks, cash, and credit card payments paid directly to CES or SNRAS-AFES. All funds must be deposited in a timely manner and therefore should be transmitted to the Business Office on a regular basis.

• Memo from UAF Finance/Business Office
• Receipt and Deposit Instructions
• CES District Deposit Form
• AFES/Palmer Deposit Form

The ProCard is a corporate credit card that may be used to purchase goods and limited services. Only the SNRAS-AFES Dean and CES Director, respectively, may approve the issuance of ProCards and such approval will occur only after the Business Office reviews the application to ensure that requested limits and uses are within the budget authority of the requesting department. All prospective ProCard holders must read and sign the CES & SNRAS-AFES ProCard Policy Memo, before a ProCard application can be processed.

Please Note: Although information on the UAF ProCard system may be obtained from the UAF Procurement website, all ProCard applications, change forms and other paperwork should be routed through the Business Office, attention Fiscal Technician.

ProCard holders have been given the ability to spend but not necessarily the authority to spend. So any purchase must be approved in writing by someone who has budget/expenditure authority. Some depts/office have developed their own internal form for this purpose and a ProCard Purchase Request form is posted below, but an e-mail or some other written communication from budget/expenditure authority is also acceptable.

If you do not have a ProCard, contact the CES & SNRAS-AFES Fiscal Tech, Debbie Gonzalez,  for assistance with the forms and application process.

• CES & SNRAS-AFES ProCard Policy Memo 7/1/11
• Overview of ProCard Process for CES Employees CES & SNRAS-AFES
• CES & SNRAS-AFES ProCard Representational Allowance Procedure
• Representational Allowance on ProCards UAF
• UAF ProCard information
• Common Account Codes CES & SNRAS-AFES
• CES & SNRAS-AFES ProCard Purchase Request form

See new ProCard Enhancement in Allowable Services: 1/5/11 memorandum from Helen Connor, ProCard Administrator.

• Vendor, amount and date of transaction
• What was purchased and who it is for
• Current accounting (where is transaction showing now?)
• New accounting (where transaction should be, fund-org-acct)
• Reason/explanation for moving transaction

Please remember to coordinate any UAF telephone workorders to add, remove, and changes to lines or accounting with your admin personnel and the Fiscal Technician. This information is tracked to ensure that each unit/department is billed accurately for their annual phone lines and toll charges. By keeping the Business Office in the loop as changes happen, you can save us a lot of time researching transactions.

Some positions within CES & SNRAS-AFES will need access to university administrative information relating to student, human resources, and financial data.

BANNER is the University of Alaska's primary business software and has modules for each of these areas. Information in BANNER is in real time. BANNER access is limited for security reasons, but information is also available through DSD and TOAD Data Browser.

DSD Query Menu or (QMenu) is a Web interface to the Decision Support Database commonly referred to as DSD, RPTP or data warehouse. DSD data is not in real time but is refreshed several times each week. QMenu uses "canned queries" but DSD access also allows use of QAdhoc which facilitates retrieval of records meeting user-supplied criteria from predefined "views" of administrative information.

TOAD for Data Analysts replaces Oracle Query Builder for creating reports based on data contained in RPTP, BANNER's data warehouse and is most typically used by the university's financial managers.

Any employee with budget responsibilities should request access to DSD for finance queries (faculty members, PIs and department administrative personnel). Due to confidentiality and security concerns access to BANNER and/or HR information will be granted only when required as a condition of employment.

All Finance & Human Resources Security Access requests need to be routed through the Business Office. Contact a Fiscal Tech, so that we may provide advocacy, support and training.

Instructions for using QMenu for project administration (UA Statewide)

Training Resources QMenu & QAdhoc (OIT)

CES & SNRAS-AFES DSD-Basic Training

CES & SNRAS-AFES DSD-Advanced Training