MACROPROCESS FOR SUPPORTING FINANCIAL MANAGEMENT

Publication date: August 5, 2026

FINANCIAL MANAGEMENT PROCESS

CHARACTERIZATION

PROCESS OWNER

Catherine Ninoska Guevara Garzón
Chief Financial Officer

Continuously improve process performance through the implementation of institutional best practices and the application of the mechanisms established by the University of Cundinamarca, with the goal of creating a smart university organization with heart and soul.

Ensure an institutional environmental culture within the framework of its commitment to life-forming education, democratic values, civility, and freedom.

Promote and ensure austerity commitments in the efficient use of materials and energy consumed by the strategic, core, support, monitoring, measurement, analysis, and evaluation processes of UCUNDINAMARCA.

Ensure the understanding, evaluation, and compliance of current environmental legislation and regulations, as well as other requirements voluntarily acquired within the framework of the PIGA (Institutional Environmental Management Plan) and the University's Institutional guidelines.

Inform and educate the community of the University of Cundinamarca and its stakeholders, both at its main campus and its regional branches and extensions, regarding the guidelines of this Institutional Environmental Policy.

To promote the comprehensive protection of the physical and mental health of officials and contractors who contribute to the fulfillment of the institutional mission, through the prevention and control of occupational hazards.

Identify the hazards, evaluate, assess, and intervene in the risks present in the processes developed by the University Community and other stakeholders, establishing the respective controls, with the purpose of avoiding and minimizing incidents, work-related accidents, and occupational illnesses that may arise as a result thereof.

Establish and maintain the roles and responsibilities of the Information Security Management System – ISMS, taking into account the different hierarchical levels within the institution, starting with Top Management by allocating the necessary and sufficient resources for the implementation, maintenance, and continuous improvement of the ISMS.

STAGES

PROCESS OPERATION POLICY

The operation of the process is inspired by the Rectoral Plan (2015-2019) and the Action Plan. Guideline for the Accreditation of academic programs – Integrated Management and Control System, the Quality Management System and Standard Internal Control Model – MECI.

ENTRIES	PROCEDURES	EXITS
– Budget agreements for the current fiscal year.	AFIP01 – Issuance of Budget Availability Certificate and Budget Registration	– Certificate of budget availability. – Budget Registration. – Budget Execution.
– Budgetary system.	AFIP03 – Budget Execution	– Control Entities Report.
- Invoice and copy of the payment accrual subject to VAT refund.	AFIP05 – Value Added Tax Refund Request	– List of invoices for VAT refund request and VAT refund certification.
– Account reconciliation.	AFIP08 – Payroll and Severance Payments	– Money order or check to the beneficiary.
– Generation of the trial balance, subsidiary ledgers, and financial statements of the Office of Special Projects and Interinstitutional Relations.	AFIP10 – Consolidation, Preparation of Financial Statements, and Reports to Regulatory Authorities	– Financial Statements and Reports submitted to Regulatory Authorities.
– Official letter requesting the opening of a petty cash fund, request for petty cash expenses.	AFIP11 – Petty Cash and Revolving Funds	- Reimbursement: Accrual of payment or at closing: Petty Cash Closing.
– Budget liquidation resolution, list of accounts payable, and list of budget reserves approved for the fiscal year.	AFIP12 – Preparation, Execution, and Monitoring of the PAC	– CAP implementation report.
- Received from the Fiscal account.	AFIP15 – Third-Party Payment	– Payment to third party.
– Folder of the daily Treasury Consolidated (Income, Expenses, and Bank Transfers)	AFIP17 – Account Consolidation	– Presentation of report to regulatory bodies and internal departments.
– Budget agreement for the current period.	AFIP18 – Revenue	– Collection, classification, and recording of income by funding source.
– Request for Refund of Funds.	AFIP21 – Tuition Fee Refunds for Students	– Third-party payment or transfer application.
– Budget agreement for the current period.	AFIP22 – Adjustment to the Certificate of Budget Availability and Budgetary Registration	– Certificate of Budget Availability, Budget Registration.
– ICETEX credit management.	AFIP24 – ICETEX Loan Management	– Effectively manage request and approval.
– Ensure the veracity of the information.	AFIP25 – Accounting Close	– Perform an adequate reconciliation.
– Allow the opening, monitoring, and control of the operation of advances.	AFIP26 – Advances and/or Prepayments, National and International Payments Against Invoice	- Implement a set of ordered and mutually related activities.
- Process the obligations acquired by the University of Cundinamarca in previous fiscal years, which are funds owed by the university to a third party corresponding to a previous fiscal year.	AFIP27 – Expired terms	– Process expired appropriations properly and in accordance with the law at the University of Cundinamarca.
– Manage the best proposal from the trust companies' investment portfolio to invest the funds of the University of Cundinamarca.	AFIP28 – Investment Portfolio	– Opening of an investment trust with the banking entity, transfer of funds, and portfolio monitoring.
– Management of tuition fee collection from students for whom the free-tuition benefit established by the Ministry of National Education was applied and who were rejected by the same.	AFIP29 – Collection of Tuition Fees from Students Not Benefiting from Free Tuition	– Collection of tuition fees from students not covered by free tuition.
– Manage future fiscal period resources charged against the annual budgets of the University of Cundinamarca.	AFIP30 – Establishment of Future Budget Appropriations	– Process the expired terms at the University of Cundinamarca.
– Fractionation parameters. – Tuition installment plan approved with current debt. – Request received.	AFIP31 – Enrollment splitting	– Subdivision settlement. – Payment agreements fulfilled and canceled, handed over to the lawyer. – Tracking and verification of agreed payroll deductions.
-Manage the Incorporation of Resources through Agreements or Contracts into Special Funds through the execution of agreements or contracts, when this exceeds the appropriation established within the Fund's budget.	AFIP33 – Incorporation of Resources through Agreements or Contracts into Special Funds	– Incorporation of resources through the execution of a contract or agreement.
– Tracking management of fiscal goals from the Branch Funds and Extensions.	AFIP34 – Procedure for Monitoring the Fiscal Goals of Branch and Extension Funds	- Compliance with the fiscal goals for the current term of the Sectional and Extension funds established in the business plan.
– Generate feasibility and financial viability studies for programs, special projects or others.	AFIP35 – Feasibility and Financial Viability Study	– Generation of the feasibility and financial viability study to continue the project approval process.
– Ensure the different payments according to their nature, not classified as payments to third parties.	AFIP36 – Payments	– Confirmation of transactions on the bank portal – reimbursement of unspent funds.
– Application of discounts and/or withholdings on account payments.	AFIP37 – Taxes	– Filing and payment of tax returns.
– Request for Budgetary Reserves with supporting documentation showing that the goods and services have not been received to the satisfaction of the institution during the current period.	AFIP38 – Establishment of Budgetary Reserves	– Administrative act of constitution of budgetary reserves. – Monitoring the execution of budget reserves.
– Transfer request, with approvals, where it is evident that there is a balance free of impact and that no lack of planning is generated.	AFIP39 – Budgetary Transfers	– Recommendation of COUNFIS. – Administrative act of budget transfers.
– Recognition of the receivable in the subsidiary ledgers and financial statements of the Accounting office as well as in the Treasury portfolio module.	AFIP40 – Accounts Receivable	– Collection or reporting in Financial Statements and reports to Control entities.
– Request for disbursement of resources for the execution of research projects.	AFIP41 – Payments per Resolution	– Legalization of the resources delivered for the execution of the research projects of the University of Cundinamarca.
– Request for opening, cancellation and/or reassignment of bank accounts of the University of Cundinamarca.	AFIP42 – Opening, Cancellation and/or Reassignment of Bank Accounts	– Certificate of opening and/or cancellation of bank account.
-Request for consolidation of the resources of the balance sheet for the current period ending.	AFIP43 – Balance Sheet Resources	– Issuance of certificates for the resources of the balance sheet of the University of Cundinamarca.
– Financial tuition fees for students for services offered by the University of Cundinamarca.	AFIP44 – Financial Registration	– Settlement of the financial registration fee by means of a negotiable instrument.
– Monitoring of the fiscal targets established by the Special Funds of the University of Cundinamarca	AFIP45 – Procedure for Monitoring the Fiscal Goals of the Special Funds of the University of Cundinamarca	-Report on compliance with the fiscal goals of the Special Funds of the University of Cundinamarca.

View document structure

AFI Process Documents

SWOT Analysis (Context) and Risk Matrix

MACROPROCESS FOR SUPPORTING FINANCIAL MANAGEMENT

FINANCIAL MANAGEMENT PROCESS

PROCESS OWNER

STAGES

1. PLAN

2. DO

3. VERIFY

4. ACT

AFI Process Documents