WSU ACCOUNTING Mary Hoffman FUND ACCOUNTING Accounting systems

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WSU ACCOUNTING Mary Hoffman

WSU ACCOUNTING Mary Hoffman

FUND ACCOUNTING • Accounting systems reflect an entity’s reporting needs. • WSU required to

FUND ACCOUNTING • Accounting systems reflect an entity’s reporting needs. • WSU required to report back to funders. • Accounting system designed to capture revenue and expenses according to funding source

FUND ACCOUNTING • Account numbers consist of a fund, subfund, program, budget, project. •

FUND ACCOUNTING • Account numbers consist of a fund, subfund, program, budget, project. • 001 -01 -09 A-4101 -0001 • Found on BALANCES on 15 A screen

EXAMPLES OF FUND/SUBFUND TYPES • 001 – General Fund • 143 - Federal Appropriations

EXAMPLES OF FUND/SUBFUND TYPES • 001 – General Fund • 143 - Federal Appropriations • 145 – Grants and Contracts • 001 -01 Salaries and Expenses • 143 -24 Smith Lever • 145 -01 Federal Grants

What is a Program? • The various operating functions within the University (e. g.

What is a Program? • The various operating functions within the University (e. g. , instruction, administration, and plant operation) • The 3 rd set of numbers/letters in an account code • Fund-subfund-program-budget-project § 148 -01 -09 A-4100 -4101

PROGRAM TYPES • • APPROPRIATED FUNDS • 01 A THRU 10 Z SPONSORED PROJECTS

PROGRAM TYPES • • APPROPRIATED FUNDS • 01 A THRU 10 Z SPONSORED PROJECTS • 11 A THRU 14 Z OTHER ENTEPRISES • 15 A THRU 15 Z ASSOCIATED STUDENTS • 16 A THRU 16 Z • DEVELOPMENT FUNDS • AGENCY ACCOUNTS • SERVICE FUNDS • COMPUTING SERVICES • 17 A • 17 C • 19 B

REVENUE DEPOSITS/TRANSFERS • Revenue must be deposited into appropriate fund and sub-fund. • Revenue

REVENUE DEPOSITS/TRANSFERS • Revenue must be deposited into appropriate fund and sub-fund. • Revenue transfers: Fund and Sub-fund must be the same • Can sometimes move funds between programs

EXPENDITURE TRANSFERS • Provide more flexibility • Has same net effect on account •

EXPENDITURE TRANSFERS • Provide more flexibility • Has same net effect on account • Can transfer expenses between accounts regardless of fund-subfund or program § Expense must benefit project in proportion to amount being transferred

APPROPRIATED FUNDS Programs 01 A – 10 Z

APPROPRIATED FUNDS Programs 01 A – 10 Z

APPROPRIATED FUNDS • State appropriations • Federal appropriations • Some service centers • Some

APPROPRIATED FUNDS • State appropriations • Federal appropriations • Some service centers • Some conference accounts

REVENUE ON APPROPRIATED FUNDS • Salaries and operations from State and Smith – Lever

REVENUE ON APPROPRIATED FUNDS • Salaries and operations from State and Smith – Lever

ALLOWABLE PURCHASES • Goods and services which are necessary for completion of official university

ALLOWABLE PURCHASES • Goods and services which are necessary for completion of official university duties. § Job related supplies, services and equipment, special protective clothing, uniforms, travel, relocation costs. § Special Licenses, documents etc. which are required to complete job IF notified of the need for such documents prior to hiring. § Special driver licenses, passports, ID cards

UNALLOWABLE PURCHASES § Any purchase not for official WSU business • Grocery items, flowers,

UNALLOWABLE PURCHASES § Any purchase not for official WSU business • Grocery items, flowers, coffee makers, alcoholic beverages § Transactions which result in economic benefit to a state employee. § Purchases for the employee’s personal use.

SPONSORED PROJECTS Programs 11 A – 14 Z

SPONSORED PROJECTS Programs 11 A – 14 Z

PROGRAMS 11 A – 14 Z • Program 11 – Federal Research • Program

PROGRAMS 11 A – 14 Z • Program 11 – Federal Research • Program 12 – Federal Other • Program 13 – Non-federal Research • Program 14 – Non-federal “other” • Letter following number represents specific agency

FEDERAL VS. NON-FEDERAL • Federal awards have volumes of rules and regulations that are

FEDERAL VS. NON-FEDERAL • Federal awards have volumes of rules and regulations that are applied to program income and expenses. • Non-federal awards – usually all contained in award document; sometimes complex, sometimes a brief memo • Use federal rules and regs as guidelines, work with BFO if falls outside

EXPENDITURES ON SPONSORED PROJECTS • Should conform to budget submitted to sponsor • Within

EXPENDITURES ON SPONSORED PROJECTS • Should conform to budget submitted to sponsor • Within scope of project • Direct costs • Facilities and Administrative costs

CREATING FLEXIBILITY KNOW YOUR SPONSOR GET IT IN THE PROPOSAL

CREATING FLEXIBILITY KNOW YOUR SPONSOR GET IT IN THE PROPOSAL

Service Centers Programs 07 M or 15_

Service Centers Programs 07 M or 15_

SERVICE CENTER • Any University operation that charges for goods, services and/or equipment. •

SERVICE CENTER • Any University operation that charges for goods, services and/or equipment. • Two main types at WSU: § Recharge § “Other” Enterprises

SERVICE CENTER EXPENDITURES • Allowable expenditures same as programs 01 A thru 10 Z

SERVICE CENTER EXPENDITURES • Allowable expenditures same as programs 01 A thru 10 Z • Available funds should be first used to pay expenses defined in budget provided in application. • Salaries, wages, benefits for service center personnel • Goods and services related to activity • Equipment depreciation • Balances can be used to support other programs in area.

WORKSHOP AND CONFERENCE ACCOUNTS Programs 09 G and 14_

WORKSHOP AND CONFERENCE ACCOUNTS Programs 09 G and 14_

EXPENDITURES ON WORKSHOP/CONFERENCE ACCOUNTS • Available funds should be first used to pay expenses

EXPENDITURES ON WORKSHOP/CONFERENCE ACCOUNTS • Available funds should be first used to pay expenses defined in budget provided in application. • Salaries for conference facilitators, administrators • Goods and services related to conference including food, alcohol, items for personal use (t -shirts) • Balances can be used to support other programs in area. § Conference account balances moved to consolidation account.